Privacy Policy

1. Who we are

TalkInvoice is a web application for creating, sending, managing, and exporting invoices. In this policy, "TalkInvoice", "we", "us", and "our" refer to the TalkInvoice service. For privacy questions or data-rights requests, contact us at contact@talkinvoice.online.

2. Information we collect

We collect information you provide when you create or use an account, including your email address, password or Google OAuth sign-in details, consent timestamp, language and account settings, business profile, business name, address, tax identifiers, payment-method instructions, logo or avatar, invoice preferences, and subscription status.

When you create invoices, clients, payment claims, or exports, we process the invoice and business data you enter. This may include client names, client email addresses, client addresses, client tax identifiers, invoice numbers, line items, hours, products, prices, discounts, taxes, due dates, notes, payment status, proof-of-payment uploads, and public invoice share tokens.

If you use voice or text AI features, we process the audio, transcript, prompt text, and generated invoice data needed to provide that feature. We do not intentionally keep raw voice recordings after processing, but generated transcripts, extracted invoice data, and saved invoices may remain in your account if you save or use them.

We also collect technical and operational data, including IP address, user agent, device/browser information, approximate location or language signals used for locale selection, session identifiers, security/rate-limit events, email delivery events, bounce/complaint/suppression records, analytics consent state, and application logs.

3. Information about your clients and recipients

If you enter another person or business into TalkInvoice, such as a client or invoice recipient, you are responsible for having a lawful basis to provide that information to us and to send them invoices or payment-related emails. Public invoice links may allow anyone with the link to view the invoice, claim a payment, or download a PDF depending on the invoice state and available features.

4. How we use information

We use personal data to provide and secure the Service, create and send invoices, process voice/text AI requests, manage accounts and subscriptions, send transactional emails, generate exports, detect abuse, prevent fraud, enforce limits, provide support, improve reliability, comply with legal obligations, and communicate important product or account notices.

5. Legal bases

Where GDPR or similar laws apply, we rely on different legal bases depending on the processing: contract performance for account, invoice, export, AI, subscription, and support features; legitimate interests for security, abuse prevention, debugging, service reliability, and essential operational records; consent for non-essential analytics and marketing tracking; and legal obligations for tax, billing, accounting, fraud-prevention, and compliance records.

6. Cookies, local storage, and analytics

We use strictly necessary cookies, local storage, and session storage for login, security, preferences, language, checkout, consent state, and core application behavior. We store an analytics consent choice, including the analytics_consent cookie, so the app can remember whether analytics are accepted or denied.

Where enabled, Google Analytics, PostHog, Meta Pixel, and Meta Conversions API are used only after analytics consent is granted. You can withdraw or change analytics consent through the privacy/consent control in the application or by clearing browser storage. Necessary account, checkout, security, and invoice functionality can continue without analytics consent.

7. Processors and third-party services

We use service providers to operate TalkInvoice. These may include Google Gemini API for AI transcription and invoice extraction, Google OAuth for sign-in, Paddle for checkout, subscription billing, tax handling, and merchant-of-record payment processing, Resend for transactional and digest email delivery, Sentry for error monitoring, Cloudflare and hosting/infrastructure providers for delivery and security, Google Analytics, PostHog EU Cloud, Meta/Facebook Pixel and Conversions API for consent-based analytics or advertising measurement, and CDN or font providers for public assets.

These providers process data according to their own terms, privacy policies, data-processing terms, and security controls. Payment card details are handled by Paddle and are not stored directly by TalkInvoice.

8. Email, billing, and notifications

We send transactional emails such as confirmations, password resets, invoices, payment-claim updates, receipts, subscription notices, and support replies. If digest emails are enabled, we may send overdue, activity, or renewal reminder emails. Digest emails include unsubscribe controls where applicable. We keep email event and suppression records to confirm delivery, diagnose bounces, prevent repeated sending to suppressed addresses, and protect deliverability.

9. Data export, deletion, and retention

You can export core account, business, client, invoice, payment, claim, task, and profile data from the application. Some operational records, such as security logs, rate-limit events, provider logs, email suppressions, analytics/tracking records, OAuth metadata, backups, and third-party billing records, may not be included in the self-service export. Contact us for a broader data-access request.

You can delete your account from the application. Account deletion removes core TalkInvoice account data, profile data, clients, invoices, and related invoice records from the active application database, and attempts to cancel active Paddle subscription state where applicable. Some data may remain where needed for legal, tax, billing, security, anti-abuse, deliverability, dispute, backup, or provider-retention reasons. Records already sent to recipients, invoices downloaded by clients, and records held by processors such as Paddle, Resend, Google, Meta, PostHog, Sentry, Cloudflare, or hosting providers may follow those providers' retention rules.

Tracking-event IP addresses are scheduled to be removed from tracking records after 48 hours. Other operational records are kept only as long as reasonably needed for the purposes described above unless a longer period is required by law, security, accounting, billing, dispute handling, or backup schedules.

10. International transfers

TalkInvoice and its processors may process data in countries other than your country of residence. Where required, we rely on processor contractual commitments, data-processing terms, standard contractual clauses, adequacy decisions, or similar transfer safeguards.

11. Security

We use reasonable technical and organizational measures designed to protect personal data, including account authentication, HTTPS, access controls, rate limiting, abuse monitoring, provider security controls, and operational logging. No internet service can guarantee absolute security.

12. Your rights and choices

Depending on your location, you may have rights to access, correct, export, delete, restrict, or object to processing of your personal data, and to withdraw consent for analytics or marketing tracking. You may also have the right to complain to a data-protection authority. To exercise rights, use the in-app export/deletion tools where available or contact contact@talkinvoice.online.

13. Changes to this policy

We may update this policy as TalkInvoice changes, as providers change, or as legal requirements evolve. The "Last updated" date shows when this page was last materially revised. Continued use of TalkInvoice after an update means the updated policy applies from that point forward.