1. Information We Collect
We collect information you provide directly and information generated as you use the service.
Account information
- Full name and email address (required to create an account)
- Trade type (e.g. Plumber, Electrician) — used to personalise your experience
- Country — used to apply the correct currency and tax rates
- Business name, phone number, and address (optional, shown on invoices)
- VAT / EIN / ABN number (optional, for VAT-registered users)
Invoice and job data
- Customer names, emails, phone numbers, and addresses you enter
- Invoice line items, totals, dates, and payment status
- Job descriptions, site addresses, and scheduled dates
Voice recordings
- Audio recordings you make using the voice invoice feature
- Transcripts and structured data extracted from those recordings
Usage data
- IP address, browser type, and device type — collected automatically
- Pages visited and features used — to improve the product
2. How We Use Your Information
- Provide the service — generate invoices, manage customers and jobs, send invoice emails to your customers on your behalf
- Authentication — verify your identity and keep your account secure
- Billing — process subscription payments via Stripe; we never store your card details directly
- Transactional emails — send you account confirmations, password resets, and invoice delivery receipts
- Product improvement — analyse aggregate usage patterns to fix bugs and build new features; we do not sell individual data
- Legal obligations — retain records as required by applicable law
We do not sell, rent, or share your personal data with third parties for marketing purposes.
3. Data Storage & Security
Your data is stored on Supabase infrastructure hosted on servers located in the European Union (eu-west region). All data is encrypted at rest using AES-256 and in transit using TLS 1.2 or higher.
Access to your data is restricted to authenticated requests — Supabase Row Level Security (RLS) policies ensure you can only access your own records.
While we take commercially reasonable steps to protect your data, no method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password for your account.
4. Voice Recordings
When you use the voice invoicing feature, your audio is sent to OpenAI Whisper for speech-to-text transcription. The extracted text is then processed by an AI model to identify line items, customer details, and amounts.
- Audio recordings are processed in real time and are not stored permanently by TraderInvoice or OpenAI
- The transcript and structured data extracted from your recording is stored in your account so you can review and edit it before saving an invoice
- You can delete any recording and its associated data from within the app at any time
OpenAI processes audio under their API data policy. They do not use API-submitted data to train their models. See OpenAI’s API data usage policy for details.
5. Third-Party Services
We use the following third-party services to operate TraderInvoice:
| Service | Purpose | Data shared |
|---|---|---|
| Supabase | Database, authentication, file storage | All account and invoice data |
| Stripe | Subscription billing and payment processing | Name, email, billing amount |
| Resend | Transactional email delivery | Recipient email, invoice content |
| OpenAI | Voice transcription (Whisper) and invoice parsing | Audio recordings, transcripts |
| Anthropic | AI-powered invoice data extraction | Voice transcripts |
Each provider processes data under their own privacy policies and data processing agreements. We have Data Processing Agreements (DPAs) in place with all providers where required under GDPR.
6. Data Retention
- Active accounts: Your data is retained for as long as your account is active
- After cancellation: Account data is retained for 30 days after your subscription ends, giving you time to export your records. It is then permanently deleted.
- Invoice PDFs: Stored for the duration of your account and removed during deletion
- Voice recordings: Raw audio is not stored. Transcripts and parsed data are deleted when you delete the associated recording or when your account is deleted.
- Billing records: Financial transaction records may be retained for up to 7 years to comply with accounting regulations
You can request early deletion of your account and all associated data by emailing privacy@traderinvoice.com.
7. Your Rights
If you are located in the United Kingdom or European Union, you have the following rights under the UK GDPR / EU GDPR:
- Right of access — request a copy of all personal data we hold about you
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure — request deletion of your personal data (“right to be forgotten”), subject to legal retention obligations
- Right to data portability — receive your data in a structured, machine-readable format (CSV / JSON export available in-app)
- Right to restrict processing — ask us to limit how we use your data in certain circumstances
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, email privacy@traderinvoice.com with your request. We will respond within 30 days.
Users in other jurisdictions may have additional rights under local law. We will do our best to honour equivalent requests regardless of location.
9. Contact Us
For any privacy-related questions, requests, or complaints, please contact our data team:
Delta Quantum FZEDubai, United Arab Emirates
Email: privacy@traderinvoice.com
If you are located in the UK or EU and are unhappy with our response, you have the right to lodge a complaint with your local supervisory authority (e.g. the ICO in the UK, or your national DPA in the EU).