Privacy Policy · InvoiceVisor

1. Who we are

Invoicevisor is cloud-based invoicing, estimating, and business-management software for small businesses, contractors, and freelancers. It is operated by Codevisor LLC, a limited liability company organised under the laws of the State of Texas, United States (“Codevisor”, “we”, “us”, “our”).

This Privacy Policy explains what personal information we collect through invoicevisor.com and the Invoicevisor application (the “Service”), why we collect it, who we share it with, how long we keep it, and what choices you have.

The Service is offered to businesses in the United States and in Canada outside Quebec. We do not currently offer the Service to businesses established in Quebec, and we do not market or offer it in the European Economic Area, the United Kingdom, or Switzerland. If you access the Service from anywhere else, you do so on your own initiative and are responsible for compliance with your local law.

This Policy is a notice of our practices. Your agreement with us for use of the Service is set out in our Terms of Service.

2. Two roles: when we decide, and when you decide

Invoicevisor handles two distinct kinds of information, and our responsibility differs for each.

a) Information about you, our account holder. Your name, email address, phone number, login credentials, security settings, subscription records, support correspondence, and logs of your use of the Service. We determine how this is used, and this Policy governs it.

b) Information you enter about your own clients and business. Client records, invoices, estimates, receipts, appointments, and everything else you create in the Service. This is your data. We store and process it on your behalf, on your instructions, solely to provide the Service to you. We do not sell it, we do not mine it for advertising, and we do not use it to build profiles of you or anyone else. Our Data Processing Addendum sets out these commitments as part of our agreement with you.

You are responsible for collecting your clients’ information lawfully and for giving them any notice their law requires. If one of your clients asks us about their information, we will refer them to you — see Section 10.5.

3. What we collect

3.1 Account and profile

First and last name
Email address — your login identifier, and where we send verification and service messages
Phone number, where you provide one or enrol it for SMS-based multi-factor authentication
A salted cryptographic hash of your password. We never store your password in readable form and cannot recover it for you.
Your role in the account (administrator or standard user) and whether the account is active
If you use “Sign in with Google”: the unique account identifier Google returns, plus the email address and name on that Google account. We request identity information only. We do not request or receive access to your Gmail, Drive, Calendar, or any other Google service data.

3.2 Security and authentication

Email-verification and password-reset tokens
Multi-factor authentication data: authenticator-app secrets (stored encrypted), enrolled phone numbers, one-time codes delivered by SMS or email, and recovery codes
Passkey / WebAuthn credentials — public keys and credential identifiers registered by your device. A passkey’s private key never leaves your device and is never transmitted to us.
“Trusted device” records, so you are not challenged for a second factor on every sign-in from a device you have already verified
Session and refresh-token records that keep you signed in, and which you can revoke

3.3 Business profile

Business name, contact details, address, tax or registration identifiers, logo and branding you upload for use on documents, default currency, tax settings, document numbering preferences, and the payment options you choose to display on your invoices.

If you are a sole proprietor, your tax identifier may be a personal number such as a US Social Security Number or a Canadian Social Insurance Number. Where you can, use a business identifier instead, such as an EIN or a CRA Business Number. Whatever you enter here is printed on the documents you send.

3.4 Content you create (“Your Data”)

Operational data you enter or upload, which will often include personal information about third parties:

Clients and contacts — names, email addresses, phone numbers, billing and shipping addresses, notes, and attached files
Documents — invoices, estimates, and credit notes, with line items, prices, discounts, taxes, totals, terms, and the client name and address recorded on each document
Payments — amounts, dates, methods, and reference notes recorded against invoices
Catalogue — products and services you sell, with SKUs, descriptions, and default prices
Expenses and receipts — expense records, categories, amounts, and receipt images or PDFs
Mileage — vehicles, trips, distances, dates, and purposes
Appointments — dates, times, related clients, and notes
Recurring templates — schedules for automatically issued invoices
Email templates — the wording you configure for documents and reminders sent to your clients

Receipts, attachments, and notes can contain more sensitive information than you intend, such as bank account or card numbers, tax identifiers, or signatures. Before uploading a document, consider redacting anything the Service does not need.

3.5 Subscription and billing

Your Invoicevisor subscription is billed through Stripe. Stripe collects your payment card or bank details directly. Invoicevisor never receives, stores, or has access to your full card number, CVC, or bank credentials. We retain only:

your Stripe customer identifier
your plan, billing interval, user count, subscription status, trial end date, and renewal date
subscription invoice, payment, and refund records
any promotional code applied to your account

Stripe processes this information as an independent controller under its own privacy policy.

3.6 Online payments from your clients (Stripe Connect)

If you enable online card payments, you onboard your own Stripe connected account through the Service. During onboarding, Stripe collects the identity, business, and bank information it needs to verify you and pay you out — collected by Stripe, under Stripe’s terms, directly from you. We receive only your connected account identifier and status flags such as whether charges and payouts are enabled, plus records of checkout, refund, and dispute events on your invoices so we can show them to you.

Funds from your clients settle directly to your Stripe account. Invoicevisor never holds, transmits, or takes custody of your money or your clients’ money.

If you display a Venmo handle on your invoices, we store only the handle you enter. It is rendered as a payment link or QR code for your client. We are not involved in any resulting transaction and receive no information about it.

3.7 People who view or pay an invoice you send

When you send a document, the recipient can open it through a secure link without creating an account. For those visitors we process a limited amount of information — the link identifier, the date and time of access, IP address, and browser user-agent — to deliver the document, protect against abuse of the link, and record delivery and payment status for you. We do not create accounts for, market to, or build profiles of your clients.

3.8 Communications with us

Support requests you open in the Service, and correspondence you send to our support address, including your email address, the content of your messages, and any attachments or screenshots.

Messages you send through the contact form on invoicevisor.com: your name, email address, subject, and message.

3.9 Bot and abuse protection

To keep automated abuse out of the Service, account sign-up (on the web and in the mobile apps) and the contact form on invoicevisor.com use Cloudflare Turnstile, which processes technical information about your browser and connection, such as your IP address, to tell people apart from bots. We also check the IP address of requests to sign-up and other pages that send email against lists of anonymising networks (such as Tor, VPNs, and proxies), and may block those requests.

3.10 Technical, usage, and security logs

Collected automatically:

IP address and browser user-agent
Date and time of access, and the pages, screens, and API endpoints requested
Authentication events — successful and failed sign-ins, MFA challenges, password changes, and device-trust decisions
An audit trail of significant actions in your account: who did what, to which record, and when — kept for security, accountability, and dispute resolution
A record each time you agree to our Terms of Service, Data Processing Addendum, and Privacy Policy — when you create an account, join a workspace you were invited to (by its invite link, by signing in with Google or Apple, or by setting your first password), and start a paid subscription. It holds the versions of those documents you agreed to, the date and time, how you agreed, the plan and billing interval chosen at checkout, your email address, and your IP address and browser user-agent — kept as evidence of the agreement
Diagnostic and error information, and aggregate performance metrics

3.11 Cookies and similar technologies

We currently use cookies only for strictly necessary purposes: keeping you signed in (session and refresh tokens), remembering a trusted device, protecting against cross-site request forgery, and routing requests correctly. These cannot be switched off without breaking the Service, and they do not track you across other websites.

We do not currently use third-party analytics, advertising, or cross-site tracking cookies on the Service. If that changes, we will update this Policy, give notice, and where required obtain your consent before setting non-essential cookies.

3.12 Mobile app permissions

The Invoicevisor iOS and Android apps ask for device permissions only when you use a feature that needs them, and you can withdraw any permission in your device settings.

Camera and photos — used only when you scan or attach a receipt, or add a logo. Location metadata embedded in photos is removed on your device before upload.
Location — used only while a mileage trip you started is in progress, to record the route and distance of that trip. Recording continues if you switch to another app during the trip, and your device shows that location is in use; it stops when you end the trip. We do not track your location at any other time, and the app never asks for “Always” location access. We treat this precise location as sensitive information: we collect it only with your consent, given when you start a trip and grant location permission, and use it only to record that trip. You can withdraw permission at any time in your device settings.
Contacts — used only to read the single contact you choose when adding a client. We do not upload your address book.
Face ID, Touch ID, or fingerprint — used to unlock the app. Biometric matching is performed by your device’s operating system; biometric data never leaves your device and is never received by us.
Push notifications — if you allow them, we store a device token so we can notify you about payments, reminders, and account activity.

If you use “Sign in with Apple”, we receive the unique account identifier Apple returns and the name and email address Apple shares, which may be a private relay address.

3.13 What we do not collect

We do not ask you to provide sensitive personal information such as health or biometric data, government identification numbers (other than a tax identifier you choose to enter, Section 3.3), racial or ethnic origin, religious beliefs, or information about a person’s sex life or sexual orientation. The only precise geolocation we collect is the mileage-trip tracking you start yourself (Section 3.12).

Because you control what you upload, Your Data may nevertheless contain sensitive information, for example on a receipt, an attachment, or in a note. Do not upload sensitive information unless it is necessary and you are lawfully permitted to do so.

We do not buy personal information from data brokers. We do not knowingly collect information from anyone under 18.

4. How we use information

We use personal information to:

create, administer, and secure your account
deliver the Service — storing your records, generating documents and PDFs, calculating totals, and sending the invoices, estimates, and reminders you instruct us to send
verify your email address and authenticate you, including multi-factor authentication
extract data from receipts you upload (see Section 5)
take payment for your subscription and manage renewals, plan changes, and refunds
enable the online payment methods you choose to offer your clients
provide customer support, which may require our staff to access your account records to reproduce and resolve an issue
detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms — including rate limiting and anomaly detection
maintain audit logs and records of account activity
keep evidence of your agreement to our Terms of Service, Data Processing Addendum, and Privacy Policy
monitor performance, diagnose faults, and improve and develop the Service, using account-level usage and technical information rather than the contents of Your Data (see Section 6.7)
send you service and transactional messages: verification, security alerts, billing notices, and material changes to the Service
send product news and marketing: in the United States, unless you have opted out; in Canada, only with your consent or as otherwise permitted by Canada’s Anti-Spam Legislation (CASL)
comply with tax, accounting, and other legal obligations, and respond to lawful requests
establish, exercise, or defend legal claims

We will not use your information for a materially different purpose without telling you first.

5. Automated processing of receipts

Receipt scanning is optional. When you upload a receipt, the image or PDF is sent to Amazon Textract, an automated document-analysis service operated by Amazon Web Services, which returns machine-readable text and field values — merchant, date, total, tax — that we use to pre-fill an expense record.

This is automated text extraction, not automated decision-making that produces legal or similarly significant effects about any person. Every extracted value is shown to you for review, and nothing is saved until you accept it.
Extracted values are machine-generated suggestions and may be wrong. You are responsible for checking them.
Scanning is subject to a per-plan monthly allowance. When the allowance is used up, scanning stops until your next billing cycle. There are no overage charges.

We do not use Your Data — your records, documents, receipts, or client information — to train artificial intelligence or machine learning models, whether ours or anyone else’s.

We do not sell personal information. We do not share personal information for cross-context behavioural advertising or targeted advertising.

We disclose information only as follows.

6.1 Service providers

Each service provider below processes information on our behalf. Each is bound by its terms with us to process information only to provide its service to us, to protect it appropriately, and not to use it for its own purposes.

Provider	What it does for us	Data involved	Where processed
Amazon Web Services	Application hosting, database, and file storage for all Service data	All Service data, including Your Data and uploaded files	United States (us-east-1)
Amazon SES (AWS)	Sending transactional email — verification, password reset, security alerts, and the invoices, estimates, and reminders you send your clients	Sender and recipient email addresses, message content, attachments	United States
Amazon SNS (AWS)	Sending SMS one-time codes for multi-factor authentication	Phone number, verification code	United States
Amazon Textract (AWS)	Automated data extraction from receipts you upload	Receipt images and extracted text	United States
AWS WAF (AWS)	Blocking abusive traffic, including requests from anonymising networks	IP address, request details	United States
Amazon SNS (AWS), Apple Push Notification service, Firebase Cloud Messaging (Google)	Delivering push notifications to the mobile apps, only if you allow them	Device token, notification content	United States / global
Cloudflare	Turnstile bot protection on account sign-up and the invoicevisor.com contact form	IP address, browser and device signals	United States / global

6.2 Independent third parties you choose to use

The services below receive information directly from you, or about you, when you choose to use them. Each acts as an independent controller under its own privacy policy, not on our instructions.

Third party	When it is involved	Data involved	Where processed
Stripe	Subscription billing; and, if you enable it, processing of card payments from your clients into your own connected account	Billing contact and subscription records; payment method data held by Stripe; connected-account status	United States / global
Google	“Sign in with Google” identity verification, only if you choose to use it	Google account identifier, email address, name	United States / global
Apple	“Sign in with Apple” identity verification, only if you choose to use it	Apple account identifier, email address (which may be a private relay address), name	United States / global

We keep these lists current. If we add a provider that materially changes how your information is handled, we will update this Policy.

6.3 Recipients of documents you send

When you send an invoice, estimate, or reminder through the Service, we deliver it to the recipient you specify. That is done on your instruction. You are responsible for the accuracy of the recipient address and for your right to contact that person.

6.4 Other users in your account

Invoicevisor accounts support multiple users. Other users — particularly administrators — can see the records in the account and may be able to see your name, email address, role, and your actions in the audit trail. If you were invited into an account created by someone else, that account owner controls the account and its data.

6.5 Legal and safety

We may disclose information where we believe in good faith it is necessary to comply with a law, regulation, subpoena, court order, or other binding legal process; to enforce our Terms; to investigate suspected fraud, security incidents, or abuse; or to protect the rights, property, or safety of Codevisor, our users, or the public. Where we are legally permitted to do so, we will make reasonable efforts to notify you before responding to a legal request for your information.

6.6 Business transfers

If we are involved in a merger, acquisition, financing, reorganisation, or sale of assets, information may be transferred as part of that transaction. We will require the recipient to honour the commitments in this Policy, and we will notify you of any change of ownership and of any material change in how your information is handled.

6.7 Aggregated and de-identified information

We may create aggregated or de-identified statistics that cannot reasonably be used to identify any individual, and use them to operate, improve, and report on our business. We create them only from account-level and technical information — for example, the number of accounts on each plan, feature adoption rates, and performance metrics. We do not use the contents of Your Data — your documents, receipts, records, or information about your clients — to create such statistics. We will not attempt to re-identify such information, and we will maintain it in de-identified form.

7. Where your information is processed

The Service is hosted in the United States, in the AWS us-east-1 region. Our service providers and the third parties in Section 6 are based in the United States; some of them, such as Cloudflare, Stripe, Google, and Apple, operate global networks and may process information in other countries.

If you are in Canada: your information, including information about your clients, is stored and processed in the United States. While it is there, it is subject to United States law and may be accessible to United States courts, law enforcement, and national security authorities under lawful process. We use contractual and technical measures to protect it, but you should be aware of this before using the Service, and you should consider it when telling your own clients how their information is handled.

8. How long we keep information

Information	Retention
Your account and Your Data, while the account is open	For as long as the account remains active
Your account and Your Data, after the account is closed or deactivated	90 days, then deleted from our active systems. You can reactivate and recover everything during that window; after it, recovery is not possible. Residual copies may remain in encrypted backups and previous file versions until those expire, as described below
Paid subscription cancelled	Nothing is deleted: the account moves to the Free Plan and keeps its data, subject to the inactive-account rule below
Inactive accounts	An account without an active paid subscription that nobody has used for 90 days is deactivated, after warnings to its administrators 14, 7, and 1 days beforehand. The 90-day deletion period above then applies
Accounts whose email address is never verified	Permanently deleted 30 days after sign-up
Individual records you delete in the app	Removed from your view immediately. Some records are deleted at once; others are kept in our database, hidden from you, until your account is deleted, and are then deleted with it
Encrypted database backups	14 days, after which they expire. Deleted data may persist in a backup until that backup expires
Previous versions of uploaded files	30 days after a file is replaced or deleted
Subscription billing records	Deleted with your account. Stripe keeps its own records of your subscription payments under its privacy policy
Audit trail of actions in your account	For as long as the account exists, then deleted with it
Records of your agreement to our terms	For as long as the account exists, then deleted with it
Application, security, and access logs	30 to 90 days, depending on the log
Support requests and correspondence	Support requests are deleted with your account. Correspondence by email is kept for up to 24 months from last contact
Marketing contact details	Until you unsubscribe. We then keep a minimal suppression record indefinitely so that we do not contact you again

We may retain information longer where necessary to establish, exercise, or defend legal claims, or where subject to a legal hold.

9. How we protect information

We maintain administrative, technical, and physical safeguards designed to protect personal information, including:

encryption in transit using TLS, and encryption at rest for our database and file storage
passwords stored only as salted cryptographic hashes, never in recoverable form
encryption of sensitive stored secrets, such as authenticator-app seeds
multi-factor authentication support: authenticator apps, SMS, email codes, and passkeys
strict logical separation of each account’s data, enforced at the data-access layer so that one account cannot read another’s records
role-based access control within your account
rate limiting and abuse detection on authentication and other sensitive endpoints
audit logging of significant actions
least-privilege access for our personnel, granted only where needed to operate or support the Service
regular patching and dependency updates

No system is perfectly secure and we cannot guarantee absolute security. You are responsible for keeping your password confidential, for enabling multi-factor authentication, and for the actions of users you invite into your account. If you believe your account has been compromised, contact us immediately at support@invoicevisor.com.

Breach notification. If a security breach compromises your personal information, we will notify you and any regulator as required by applicable law, including the breach-notification statutes of the US states where affected users reside and, for Canadian users, the requirements of PIPEDA where the breach poses a real risk of significant harm. We will do so without unreasonable delay.

If a breach affects information about your clients that we hold on your behalf (Section 2b), we will notify you without unreasonable delay after we become aware of it, tell you what we know about the information affected, and reasonably cooperate with you so that you can meet any notification obligations you have to your clients or to regulators.

10. Your rights and choices

10.1 Available to everyone

Whatever your location, you can:

Access and correct most of your information directly in the Service, in your profile and business settings
Export your business records using the Service’s export tools
Delete individual records, or close your account entirely
Opt out of marketing using the unsubscribe link in any marketing email
Ask us for a copy of the personal information we hold about you, or ask us to correct or delete it, by contacting privacy@invoicevisor.com

10.2 If you are in California

Under the California Consumer Privacy Act as amended, you have the right to know what personal information we collect, use, and disclose; to delete it; to correct it; to opt out of its sale or sharing; to limit certain uses and disclosures of sensitive personal information, where applicable; and not to be discriminated against for exercising these rights.

We do not sell personal information and we do not share it for cross-context behavioural advertising, so there is no opt-out for you to exercise. In the preceding twelve months we have not sold or shared personal information.

In the preceding twelve months we collected the following categories of personal information, as defined by the CCPA. We collected them from you, from your device and browser, from other users of your account, and from Stripe, Google, and Apple when you use them with the Service. We used them for the purposes in Section 4 and keep them for the periods in Section 8.

Category	Examples	Disclosed for a business purpose to
Identifiers	Name, email address, phone number, IP address, account and device identifiers	Service providers (Section 6.1); Stripe, Google, Apple (Section 6.2)
Customer records	Business address, tax identifier, billing records	Service providers; Stripe
Commercial information	Subscription plan, purchases, payments, and refunds	Service providers; Stripe
Internet or network activity	Access logs, sign-in and security events, actions in your account, records of your agreement to our terms	Service providers
Geolocation	Precise location during a mileage trip you start	Service providers (AWS hosting)
Audio, electronic, or visual information	Receipt images, logos, attachments, and screenshots you upload	Service providers
Professional information	Business name and your role in the account	Service providers; Stripe
Sensitive personal information	Account login credentials, precise geolocation, and a tax identifier that is a Social Security Number	Service providers

We use sensitive personal information only to provide the Service you request, to keep it secure, and for other purposes the CCPA regulations permit without offering a right to limit. For example, we use precise geolocation only to record mileage trips you start. We do not use sensitive personal information to infer characteristics about you, so the right to limit does not currently apply.

You may exercise your rights at privacy@invoicevisor.com, and you may use an authorised agent if you give them written permission and we can verify it.

10.3 If you are in another US state with a privacy law

Residents of US states with comprehensive consumer privacy laws, such as Texas, may have rights to access, correct, delete, and obtain a portable copy of their personal information, and to opt out of its sale, of targeted advertising, and of profiling with legal or similarly significant effects. We honour these requests regardless of whether we currently meet a given statute’s applicability thresholds. We do not sell personal information, engage in targeted advertising, or carry out such profiling. Contact privacy@invoicevisor.com.

Opt-out preference signals. Because we do not sell personal information or use it for targeted advertising, an opt-out preference signal such as Global Privacy Control (GPC) does not currently change how we process your information. If those practices change, we will honour legally recognised opt-out signals, including GPC, where applicable law requires it.

Appeals. If we decline to act on your request, in whole or in part, you may appeal our decision by replying to our response or by emailing privacy@invoicevisor.com with the subject line “Privacy appeal”. We will respond to your appeal within 60 days and tell you what we decided and why. If you are not satisfied with the outcome of your appeal, you may contact your state Attorney General.

10.4 If you are in Canada

Under PIPEDA and comparable provincial law you have the right to access the personal information we hold about you, to challenge its accuracy and have it corrected, and to withdraw consent, subject to legal and contractual restrictions. You may also complain to the Office of the Privacy Commissioner of Canada or, where a provincial private-sector privacy law applies instead, to that province’s regulator — for example, in Quebec, the Commission d’accès à l’information; in Alberta or British Columbia, the provincial Information and Privacy Commissioner. We would appreciate the opportunity to address your concern first.

Complaints. Send privacy complaints to our Privacy Officer. We will acknowledge your complaint, investigate it, tell you the outcome, and take corrective action where appropriate, including changing our practices. If you are not satisfied, you may then complain to the regulator named above.

Privacy Officer. Our Privacy Officer is responsible for our compliance with this Policy and with Canadian privacy law. You can reach them at privacy@invoicevisor.com.

10.5 How we handle requests

Email privacy@invoicevisor.com. We will verify your identity before acting — usually by confirming control of the email address on the account. Where a request could expose or delete valuable business records, we may ask for additional information to verify it, and, for a request about a business account, confirmation that you are authorised to act for that business. We respond within 30 days. If we need longer, where the law permits an extension, we will tell you why within those 30 days. There is no charge unless a request is manifestly unfounded, repetitive, or excessive.

We may decline a request where the law permits — for example where fulfilling it would compromise another person’s privacy or security, conflict with a record we are legally required to keep, or interfere with a legal claim. We will explain our reasons.

If your request concerns information held inside a customer’s Invoicevisor account — for instance, if you received an invoice from a business that uses Invoicevisor — we hold that information on that business’s behalf and are not permitted to change or delete it on our own initiative. Please contact the business directly. If you contact us, we will refer you to them where we can identify them, and we will assist them in responding.

11. Children

The Service is a business tool for people aged 18 or over. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it and close the account. If you believe a child has given us information, contact privacy@invoicevisor.com.

12. Marketing communications

We will send you service and transactional messages — email verification, security alerts, billing notices, and important changes to the Service — for as long as you have an account. These are part of the Service and cannot be turned off separately, though you may close your account.

Marketing emails are separate. If we send you marketing emails, every one will include an unsubscribe link that works with one click and takes effect within ten business days, as required by the CAN-SPAM Act, and our valid physical postal address. You can also unsubscribe by contacting us. Opting out of marketing does not stop service messages.

If you are in Canada, we send you marketing emails only with your express consent or where Canada’s Anti-Spam Legislation (CASL) otherwise permits it, for example implied consent from an existing business relationship, within the time limits it sets. Every such message identifies us, includes our contact information, and includes an unsubscribe link that takes effect within ten business days.

We do not send marketing by text message (SMS). Text messages we send are limited to one-time security codes.

13. Third-party links and services

Our website and the Service may link to third-party sites and services — including Stripe, Google, Apple, and Venmo — that we do not control. This Policy does not apply to them. Read their privacy policies before providing them with information.

14. Changes to this Policy

We may update this Policy. When we do, we will revise the “Last updated” date at the top. If a change is material — a new purpose for using your information, a new category of recipient, the introduction of tracking technologies, or a change of ownership — we will notify you by email or in the Service at least 30 days before it takes effect, and we will obtain your consent where the law requires it. Once a change takes effect, the updated Policy describes how we handle your information. Prior versions are available on request.

15. Contact us

Codevisor LLC
12407 State Hwy 1 Loop, Ste 250, PMB 299
Austin, TX 78758
United States

Email: support@invoicevisor.com

Privacy Officer (privacy questions, requests, complaints, and appeals): privacy@invoicevisor.com