Privacy Policy

1. Information We Collect

1.1 Information You Provide

Uploaded PDF Files: When you use our service, you upload PDF invoice files. These files are processed in real-time to extract invoice line items and data. We do not store these files after processing is complete.

Extracted Data: The invoice data extracted from your PDFs (line items, quantities, prices, etc.) is temporarily held in memory during processing and delivered to you as downloadable files (CSV, Excel, JSON, XML). This data is immediately deleted after delivery.

User Account Information (Optional): If you choose to create an account for premium features, we collect:

• Email Address: For account creation, authentication, and service communications
• Password: Securely hashed and stored (we never see your plain-text password)
• Name (Optional): For personalization and account management
• Payment Information: If you subscribe to paid plans, payment processing is handled by third-party payment processors. We do not store full credit card numbers.
• Account Preferences: Settings, preferences, and usage history for your account

Note: Our free tier (10 extractions per day) does not require an account. You can use the service anonymously without providing any personal information.

1.2 Automatically Collected Information

To operate the service and enforce usage limits, we automatically collect:

• IP Address: Used to enforce the 10 extractions per day rate limit. IP addresses are hashed and stored for 24 hours only, then automatically deleted.
• Request Timestamps: Used to calculate rate limit windows (24-hour periods).
• File Metadata: Filename, file size, and page count for validation purposes (not stored permanently).
• Technical Data: Browser type, operating system, and device type for analytics and service improvement.

1.3 Analytics Data

We use Umami Analytics, a privacy-focused, open-source analytics platform, to understand how users interact with our service. Umami collects:

• Page views and navigation paths
• Referral sources (where visitors come from)
• Device type, browser, and operating system
• Geographic location (country/region level only)

Umami does not use cookies, does not track users across websites, and does not collect personally identifiable information. All data is anonymized and aggregated.

2. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To process your PDF invoices and extract invoice data
• Account Management: To create, maintain, and secure user accounts (for registered users)
• Authentication: To verify user identity and provide secure access to premium features
• Billing and Payments: To process payments and manage subscriptions (for paid plan users)
• Rate Limiting: To enforce usage limits (10 free extractions per day for non-authenticated users)
• Communications: To send service-related emails, account notifications, and support responses (for registered users)
• Security: To prevent abuse, spam, fraud, and malicious activity
• Service Improvement: To analyze usage patterns and improve service quality
• Technical Support: To troubleshoot issues and respond to support requests
• Legal Compliance: To comply with applicable laws and regulations

3. Data Retention and Deletion

3.1 Immediate Deletion

The following data is deleted immediately after processing:

• Uploaded PDF invoice files
• Extracted invoice data (after delivery to you)
• Temporary processing files and cache
• PDF content stored in memory during processing

3.2 24-Hour Retention (Anonymous Users)

For users without accounts, the following data is retained for 24 hours only:

• Hashed IP addresses (for rate limiting)
• Request timestamps (for rate limit calculation)
• Extraction count per IP address

After 24 hours, this data is automatically purged from our systems.

3.3 Account Data Retention (Registered Users)

For users with accounts, we retain the following data for as long as your account is active:

• Account information (email, name, hashed password)
• Account preferences and settings
• Subscription and billing history (for paid plan users)
• Usage statistics and extraction history (count, dates, formats used)

Note: We still do not store your uploaded invoice files or extracted data, even for registered users. Files are deleted immediately after processing.

You may request account deletion at any time. Upon deletion, all personal data is permanently removed within 30 days, except where we are legally required to retain certain information (e.g., billing records for tax purposes).

3.4 Long-Term Retention (Anonymized Data)

The following anonymized data may be retained for service analytics:

• Aggregated usage statistics (total extractions, popular formats, etc.)
• Anonymized analytics data from Umami (page views, referrers, device types)
• Error logs (without personally identifiable information)

4. Third-Party Services

4.1 AI Processing Providers

ConvertMyInvoice uses third-party AI services to extract data from your invoices. Currently, we use:

• Anthropic Claude (via AI Gateway): For invoice data extraction using advanced AI models

We prioritize providers with Zero Data Retention (ZDR) policies, meaning they do not store or train on your data. Your PDF files are:

• Transmitted securely via encrypted connections (HTTPS/TLS)
• Processed in real-time without permanent storage
• Not used to train AI models
• Not shared with any other parties

4.2 Analytics Provider

We use Umami Analytics for privacy-friendly website analytics. Umami:

• Does not use cookies or tracking pixels
• Does not collect personal data or IP addresses
• Does not share data with advertising networks
• Complies with GDPR, CCPA, and other privacy regulations

4.3 Payment Processors (Paid Plans)

If you subscribe to a paid plan, we use third-party payment processors to handle billing and payments. We do not store full credit card numbers or sensitive payment information on our servers.

Payment processors we may use include:

• Stripe: For credit card and subscription processing
• PayPal: For alternative payment methods

These processors have their own privacy policies and are responsible for securing your payment data. We recommend reviewing their privacy policies before providing payment information.

4.4 Hosting and Infrastructure

Our service is hosted on secure cloud infrastructure. Hosting providers may have access to:

• Server logs (IP addresses, request timestamps)
• Infrastructure monitoring data

These providers are bound by strict data processing agreements and security standards.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in Transit: All data transfers use HTTPS/TLS encryption
• Encryption at Rest: User account data and passwords are encrypted in our database
• Password Hashing: Passwords are hashed using industry-standard algorithms (bcrypt/argon2) and never stored in plain text
• Secure Processing: PDF files are processed in isolated, secure environments
• Automatic Deletion: Files are automatically deleted after processing to minimize data exposure
• Access Controls: Strict access controls and authentication limit who can access our systems
• Regular Security Audits: We conduct regular security reviews and updates
• File Validation: Uploaded files are validated to prevent malicious uploads
• Two-Factor Authentication: Optional 2FA available for account security (for registered users)

While we take security seriously, no system is 100% secure. You acknowledge that you use the service at your own risk.

6. Your Rights and Choices

6.1 Data Minimization

Free Tier Users: Our free tier (10 extractions per day) requires no signup. We collect minimal personal data—only hashed IP addresses for rate limiting, which are deleted after 24 hours.

Registered Users: If you create an account for premium features, we collect only essential information: email, name (optional), and hashed password. We never collect unnecessary data.

6.2 Access and Deletion

Right to Access:

• Free Tier Users: We don't store uploaded files or extracted data after processing. Rate limit data is automatically deleted after 24 hours.
• Registered Users: You can access your account information, usage history, and preferences at any time through your account dashboard. Contact us to request a copy of your data.

Right to Deletion:

• Free Tier Users: Your invoice data is automatically deleted after processing. Rate limit data is purged after 24 hours.
• Registered Users: You can delete your account at any time from your account settings. All personal data will be permanently removed within 30 days, except where legally required for retention (e.g., billing records).

6.3 Marketing Communications

Registered Users: If you create an account, you may receive:

• Transactional Emails: Account confirmations, password resets, billing notifications (cannot be opted out)
• Service Updates: Important service announcements and security notices (cannot be opted out)
• Marketing Emails: Product updates, tips, and promotional offers (can be opted out)

You can unsubscribe from marketing emails at any time by clicking the "unsubscribe" link in any email or updating your email preferences in your account settings.

6.4 Opt-Out of Analytics

You can opt out of Umami Analytics by:

• Enabling "Do Not Track" in your browser settings
• Using browser extensions that block analytics scripts

Note that opting out of analytics does not affect service functionality.

7. Cookies and Tracking

ConvertMyInvoice does not use cookies for tracking or advertising purposes.

Essential Cookies (Registered Users Only): If you create an account, we use essential cookies for:

• Authentication and session management
• Security and fraud prevention
• Maintaining your login state

These cookies are necessary for the service to function and cannot be disabled if you use an account.

Local Storage: We may use browser local storage for:

• Maintaining theme preferences (dark/light mode)
• Temporarily storing extraction results before download
• Caching user preferences

This data remains on your device and is never sent to our servers.

8. Children's Privacy

ConvertMyInvoice is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it immediately.

9. International Data Transfers

Our service may be accessed from anywhere in the world. When you use our service:

• Your uploaded invoice data may be processed in different countries where our AI providers operate
• Account data (if you register) is stored on secure servers located in Germany
• All transfers are protected by encryption and secure protocols
• We select providers with strong privacy commitments and zero data retention policies

By using our service, you consent to the international transfer and processing of your data as described in this Privacy Policy.

10. GDPR Compliance (EU Users)

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to Access: Request access to your personal data (uploaded files are not retained; account data available via dashboard)
• Right to Rectification: Request correction of inaccurate data (account settings can be updated anytime)
• Right to Erasure: Request deletion of your data (uploaded files deleted automatically; accounts can be deleted from settings)
• Right to Data Portability: Receive your data in a portable format (you download extracted data directly; account data available on request)
• Right to Object: Object to processing of your personal data
• Right to Lodge a Complaint: File a complaint with your local data protection authority

Legal Basis for Processing: We process your data based on:

• Contractual necessity (to provide the invoice extraction service)
• Legitimate interests (to prevent abuse and improve the service)
• Your consent (when you upload files to our service)

11. CCPA Compliance (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of data collection and usage practices
• Right to Delete: Request deletion of personal data (uploaded files deleted automatically; accounts can be deleted from settings)
• Right to Opt-Out: Opt out of the "sale" of personal information (we do not sell data)
• Right to Non-Discrimination: You will not be discriminated against for exercising your rights

We do not sell your personal information. We do not share your data with third parties for monetary compensation.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page with a revised "Last Updated" date. Your continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: