How SayInvoice handles your data

Controller

Who this policy applies to

SayInvoice is built for UK tradespeople and small trade businesses who want to create professional quotes and invoices from job notes. For privacy questions, data requests, or support, contact hello@sayinvoice.app.

This policy applies to SayInvoice on the website, in browser-based app screens, and in any native mobile app version we distribute through an app store.

If you enter personal data about your own customers, suppliers, staff, or contacts into SayInvoice, you are responsible for making sure you have the right to use that information. We process that customer data so we can provide the SayInvoice service to you.

Information

Data we collect or process

• Account information, such as your email address, sign-in details, user ID, account status, and setup information.
• Business profile details, such as business name, owner name, business type, address, email, phone number, VAT number, bank details, payment terms, quote terms, invoice numbering, and uploaded logos.
• Client and document data, such as customer names, customer addresses, email addresses, private notes, invoice and quote line items, totals, VAT settings, due dates, document status, and saved client records.
• Voice and AI data, such as audio you choose to record, transcripts, job notes, extracted invoice or quote details, and review prompts used to create drafts.
• Billing data, such as plan details, payment confirmation, subscription records, discount information, and billing activity. We do not store full payment card numbers.
• Referral data, such as referral codes, referral links, referral status, reward status, and information needed to prevent misuse.
• Technical and usage data, such as browser type, device information, installed app runtime information, IP-derived connection data, app events, error logs, session information, and performance monitoring data.
• Support information, such as messages you send us, screenshots or files you choose to share, and notes needed to investigate a support request.

Purpose

Why we use the data

• To create, save, sync, export, and share quotes and invoices.
• To turn spoken job notes into structured draft documents for you to review.
• To remember repeat clients, profile settings, VAT settings, payment terms, and document numbering.
• To run subscriptions, payment checks, account billing, referral discounts, and referral rewards.
• To keep accounts secure, prevent misuse, investigate errors, monitor uptime, and improve reliability.
• To answer support requests, troubleshoot account problems, and communicate important service updates.
• To comply with tax, accounting, legal, regulatory, fraud-prevention, and dispute-handling obligations where they apply.

Lawful basis

Our legal basis for processing

• Contract: to provide the app, accounts, secure account storage, billing, support, referrals, and paid plan features you ask us to provide.
• Legitimate interests: to secure the service, prevent fraud and referral abuse, debug problems, understand product usage, improve the app, and protect SayInvoice and its users.
• Legal obligation: where we need to keep records or respond to lawful requests relating to payments, tax, accounting, disputes, or compliance.
• Consent: where we specifically ask for consent, such as optional device permissions, optional marketing, or non-essential tracking if added in future.

AI and voice

How voice processing works

When you use voice features, your audio, transcript, or job note may be processed by specialist service providers so SayInvoice can help prepare a draft. The draft is not final until you review it. You are responsible for checking names, addresses, VAT, prices, payment terms, and all other details before sending anything to a customer.

We do not intentionally keep raw audio recordings as permanent customer files after processing. Saved records may include generated text, transcripts, job notes, document details, client details, status history, and other information needed to provide the service.

We do not use voice processing to make legal, tax, credit, employment, or similarly significant decisions about you or your customers. The AI output is a drafting tool only.

Mobile app

Device permissions and local files

The installed mobile app may ask for microphone access so you can record job notes. You can deny or later change that permission in your device settings. SayInvoice does not listen in the background; recording is used when you start a voice feature.

The mobile app may create temporary local files, such as PDF exports, so you can preview, save, or share documents through Mail, WhatsApp, Messages, Files, or other apps you choose. Once you share a document through another app, that app's own terms and privacy policy apply.

Storage

Where data is stored

SayInvoice may store your account, profile, documents, clients, app settings, billing state, service events, support logs, and referral records in secure cloud systems so your account can continue working across sessions. Some app data may also be stored locally in your browser or installed app for performance and draft recovery.

• If you clear browser or app storage, local-only drafts or cached data on that device may be removed.
• If you delete documents or clients in the app, they should no longer appear in your account, subject to normal backups, logs, and legal record retention.
• You can initiate permanent account deletion from Profile in the app. This removes the account and associated profile, client, document, settings, insight, and private logo data from active systems.
• Saved documents may include transcripts or source job notes if those details are part of the document record.

Processors

Services we use

We use trusted third-party services to run the product. These include or may include:

• Railway for app/API hosting.
• Supabase for authentication, database, and storage.
• Stripe for website payment, subscription, discount, and billing processing.
• Apple for subscriptions purchased through In-App Purchase, including transaction and entitlement status.
• Specialist voice, transcription, and AI-assisted drafting providers.
• Error monitoring, uptime, security, and performance providers where enabled.
• Hosting, domain, email, storage, and infrastructure providers needed to deliver the website and app.
• Email, WhatsApp, Messages, or native sharing apps when you choose to send documents or referral links through them.

Payment card details are handled by our payment provider. SayInvoice receives payment confirmation and billing records, but not full card numbers.

International transfers

Processing outside the UK

Some providers may process data outside the UK or European Economic Area. Where this happens, we expect those providers to use appropriate safeguards, such as contractual protections, data transfer terms, or other lawful transfer mechanisms.

Tracking

Analytics and marketing

SayInvoice uses PostHog's EU service for product, website, and iOS app analytics. This includes page visits, navigation, feature interactions, sign-ups, subscription journeys, payment failures, referrals, account deletion, technical errors, and privacy-masked session replays so we can operate and improve the service.

Form inputs and customer, invoice, quote, and private-note areas are masked in replays. We do not intentionally send invoice text, voice recordings, private notes, payment card details, referral codes, or Stripe identifiers to PostHog. Analytics begin only after a user accepts analytics. Privacy-masked session replay is used on the website only and is disabled in the iOS app. We do not use advertising pixels or sell analytics data for targeted advertising.

Retention

How long we keep data

• Account, profile, client, quote, and invoice data is usually kept while your account is active or until you delete it.
• Deleting your account in the app cancels active SayInvoice website subscriptions immediately. Apple subscriptions must be cancelled separately in App Store subscription settings. Charges already made are not automatically refunded.
• Billing, invoice, tax, referral, fraud-prevention, and dispute records may be kept for longer where needed for business, legal, accounting, or payment reasons.
• Error logs, analytics events, and monitoring data are kept only for as long as needed to secure, debug, and improve the service.
• Backups may keep deleted data for a limited period before they are overwritten or removed through normal backup cycles.

Security

How we protect data

We use authentication, access controls, HTTPS, restricted internal access, and payment checks to protect account data. No internet service is perfectly secure, so you should also protect your device, browser, email account, and SayInvoice login.

Your rights

Access, edits, deletion, and objections

Under UK data protection law, you may have rights to access, correct, erase, restrict, object to, or receive a copy of your personal data. You may also have the right to withdraw consent where processing depends on consent.

• You can edit profile, client, quote, and invoice details inside the app.
• You can cancel or manage your subscription through the billing tools where available.
• You can initiate permanent account deletion directly from Profile in the app after confirming your password.
• You can contact hello@sayinvoice.app to request help with account data, deletion, or export.
• You can complain to the UK Information Commissioner's Office if you are unhappy with how your personal data is handled.

Children

Not for children

SayInvoice is a business tool for tradespeople and is not intended for children or personal household use. Do not create an account if you are under 18.

Updates

Changes to this policy

We may update this privacy policy as SayInvoice changes. If we make a material change, we will take reasonable steps to make the updated version available in the app or on the website.