Privacy Policy

invoices2excel ("we", "us", "our") is an AI-powered invoice conversion service that transforms PDF and image invoices into structured Excel and CSV files. This Privacy Policy explains how we collect, use, store, and protect information about you when you use our service.

Account information: When you sign in with Google, we receive your name, email address, and profile photo from Google's OAuth service. We store this to identify your account.

Uploaded files: Invoice files (PDFs and images) you upload are stored securely and sent to our AI processing provider for data extraction. Uploaded input files are automatically deleted from our storage immediately after a conversion completes successfully.

Conversion results: Structured data extracted from your invoices and the resulting Excel/CSV files are stored in Google Cloud Storage.

Usage and technical data: We receive standard server logs including IP addresses, browser type, request timestamps, and error information. This data is used to maintain security and diagnose problems.

• To provide the service: authenticate your account, process your invoice files, and deliver conversion results.
• To enforce limits: track usage such as pages processed and conversion frequency.
• To maintain security: detect abuse, investigate incidents, and protect other users.
• To communicate with you: send transactional emails about your account when needed (no marketing without explicit consent).

We do not sell, rent, or share your personal data with third parties for advertising or marketing purposes.

We reserve the right to suspend or permanently delete any account if we detect fraudulent, abusive, or otherwise suspicious activity, with or without prior notice.

To provide the service, we work with trusted third-party service providers in the following categories:

• Cloud infrastructure provider — for file storage, database, and compute services.
• AI processing provider — your invoice files are sent to an AI service for data extraction, transmitted over encrypted connections, and deleted from the provider's storage immediately after processing is complete.
• Payment processor — for handling subscription payments. Your billing information is processed directly by our payment provider.
• Email delivery provider — for sending transactional emails such as account notifications.

Each third-party provider operates under its own privacy policy. We are not responsible for their data practices or privacy policies. If you would like to know more about the specific providers we use, you may contact us at support@mail.invoices2excel.com.

• Account data (name, email): retained until you request account deletion.
• Uploaded invoice files (PDFs and images): automatically deleted from Google Cloud Storage immediately after a conversion completes successfully. They are not retained beyond that point.
• Conversion results (Excel and CSV files): retained in Google Cloud Storage until you request account deletion or delete your account via the settings page. Deletion requests are fulfilled within 30 days.
• AI processing: files are sent to our AI processing provider only during active processing and deleted immediately after extraction is complete. We do not retain files within the provider's storage.

Regardless of where you live, you have the following rights with respect to your personal data. EU/EEA residents have additional rights under the GDPR; California residents have additional rights under the CCPA.

• Access: request a copy of the personal data we hold about you.
• Correction: request correction of inaccurate data.
• Deletion: request deletion of your account and all associated data. We will process deletion requests within 30 days.
• Portability: request an export of your data in a machine-readable format.
• Objection / Restriction: object to or request restriction of certain processing activities.

To exercise any of these rights, email us at support@mail.invoices2excel.com with "Data Request" in the subject line. We will respond to all requests within 30 days. We may ask you to verify your identity before processing the request.

You may also lodge a complaint with your local data protection authority if you believe we have not handled your data lawfully.

We implement security measures to protect your data:

• All data is encrypted in transit using TLS (HTTPS).
• Files stored in Google Cloud Storage are encrypted at rest using AES-256.
• Access to production systems is restricted to authorised personnel only.
• Authentication tokens are short-lived and stored securely.

However, no security system is impenetrable. In the event of a data breach, we will take prompt action to mitigate the impact.

We operate on third-party cloud infrastructure (Google Cloud Platform) and use third-party AI services. While we take all reasonable precautions, we cannot guarantee uninterrupted service or permanent data preservation.

If your data becomes inaccessible or is lost due to technical failures, infrastructure outages, accidental deletion, or third-party service disruptions beyond our reasonable control, invoices2excel shall not be held liable for any such loss or damages.

We strongly recommend maintaining your own copies of original invoice documents. Conversion results (Excel/CSV files) should be downloaded and stored locally; do not rely on invoices2excel as your sole archive.

invoices2excel uses Google Analytics to understand how users interact with the service. Google Analytics may collect data such as pages visited, session duration, and general location. This data is aggregated and used solely to improve our service. Authentication state is maintained via a secure JWT token stored in your browser's local storage. We do not use cookies for advertising or cross-site tracking.

invoices2excel is not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with their information, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time without prior notice. It is your responsibility to review this page periodically to stay informed of any changes. The updated policy will be posted on this page with a revised effective date.

Your continued use of the service after any changes constitutes acceptance of the updated policy.

All subscription payments are non-refundable. Once a subscription period has begun, no refunds or credits will be issued for unused portions of the subscription, downgrades, or cancellations. You may cancel your subscription at any time; cancellation takes effect at the end of the current billing period and you will retain access to paid features until that date.

If you believe you have been charged in error, please contact us at support@mail.invoices2excel.com within 7 days of the charge and we will investigate.

For any privacy-related questions, data requests, or concerns, please contact us at: support@mail.invoices2excel.com