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Privacy Policy

Effective: 5 June 2026

This Privacy Policy explains how Invoice My Job ("we", "us", "our") collects and uses your personal information when you use our mobile app and website. We operate the app from the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Invoice My Job is operated by IDEATOWEB LTD, a company registered in England and Wales (company number 94292813), Unit 82A James Carter Road, Mildenhall, Bury St. Edmunds IP28 7DE, United Kingdom.

We are the data controller for the personal data we collect. You can contact us at support@invoicemyjob.co.uk for any privacy questions or to exercise your rights.

We are registered with the UK Information Commissioner's Office (ICO) as a data controller under reference ZC130233.

2. Data we collect

When you use Invoice My Job we collect:

• Email address — used to sign you in via a 6-digit code (we never store passwords).
• Profile details you enter — name, phone, address, and (for tax purposes) UTR and VAT numbers. UTR and VAT numbers are encrypted at rest.
• Business data — clients (companies you bill), work logs (jobs you've done), and invoices you generate.
• Bank details (device-only) — bank name, sort code, and account number are stored only on your device using iOS Keychain. They are never sent to or stored on our servers.
• Photos you upload for AI scan — handwritten work notes you scan are sent to OpenAI for text extraction. Images are processed in memory only and are never written to disk or stored on our servers.
• Voice recordings for Voice Log — when you use the Voice Log feature, a short audio recording is sent to OpenAI's Whisper API for transcription and job detail extraction. Recordings are processed in memory only and are never stored on our servers or retained by OpenAI.
• Expense receipts — when you add an expense, the photo of the receipt or invoice you attach is stored on our servers as part of your expense records, so you and your accountant can keep them for tax and accounting purposes. If you use AI receipt scanning, the image is also sent to OpenAI to read the details — that copy is processed in memory only and is not retained by OpenAI.
• Subscription status — whether you have a Pro subscription and when it renews (from RevenueCat).
• Basic technical data — IP address, device type, app version, and timestamps of API requests, used for security and rate limiting.

3. How we use your data

We use the above data to:

• Provide the core service — let you log jobs, create invoices, and send them.
• Sync your data across devices when you sign in.
• Send transactional emails (sign-in codes, invoice PDFs to your clients on your behalf).
• Provide AI photo scanning and Voice Log transcription (Pro plan only).
• Store the expense receipts you add and include them in your accountant export.
• Process subscription payments via Apple, Google, and RevenueCat.
• Detect abuse, secure your account, and comply with legal obligations.

Our legal bases under UK GDPR are: performance of a contract (to provide the app you signed up for), legitimate interests (to secure the service and prevent abuse), and consent where required (for example, marketing emails you opt into).

4. Sub-processors

We share limited data with the following third-party processors who help us deliver the service:

Processor	Purpose	Data shared
Apple / Google	Payment processing, push notifications	Subscription events, anonymous device identifier
RevenueCat (USA)	Subscription management	Your user UID, subscription events
OpenAI (USA)	AI photo scanning and Voice Log transcription	The image or audio recording you submitted (in memory only, not stored)
Postmark / Mailgun	Transactional email delivery	Recipient email, sign-in codes, invoice PDFs
Google (USA)	Website analytics (Google Analytics 4) — website only, not the app	Anonymised usage data, page views, cookie identifiers

5. Where your data is stored

Our database and primary servers are hosted in the United Kingdom. Some sub-processors are based in the United States and the European Union (see section 4). International transfers to the USA are made under the UK's International Data Transfer Addendum and the European Standard Contractual Clauses.

6. Security

• All connections use HTTPS.
• Sign-in is passwordless — there are no passwords on our servers that can be stolen.
• Sensitive financial fields (UTR, VAT number, NINO) are encrypted at rest with application-level encryption.
• Bank details never reach our servers; they live only on your device via iOS Keychain.
• API requests are rate-limited and audit-logged.
• We use industry-standard infrastructure providers with strong security certifications.

7. How long we keep your data

We keep your data for as long as your account is active. If you delete your account, we erase your account and associated business data within 30 days, except where we are legally required to retain certain records.

8. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct any inaccurate data
• Have your data erased (subject to legal retention obligations)
• Restrict or object to processing
• Receive your data in a portable format
• Lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk — our ICO registration is ZC130233

To exercise any of these rights, email support@invoicemyjob.co.uk. We respond within 30 days.

9. Children

Invoice My Job is intended for self-employed adults running a UK trade business. The app is not directed at children under 18, and we do not knowingly collect personal data from anyone under 18.

10. Cookies and tracking

The mobile app does not use cookies or third-party trackers. Our website uses essential cookies required to display the page, plus Google Analytics 4 to understand aggregate traffic (which pages are visited, roughly where visitors come from). We also keep a simple first-party page-view log to see which pages are useful — it stores a one-way hashed (anonymised) IP, never your raw IP. We do not use advertising cookies, sell your data, or build profiles to target you. See our Cookie Policy for the specific cookies and how to control them.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated to you by email. The effective date at the top of this page reflects when the latest version took effect.

12. Contact

Questions, complaints, or to exercise your rights:

• Email: support@invoicemyjob.co.uk
• Post: IDEATOWEB LTD, Unit 82A James Carter Road, Mildenhall, Bury St. Edmunds IP28 7DE, United Kingdom