Privacy Policy

1. Introduction

InvoiceFlow AI ("we", "our", or "us") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. Please read this policy carefully.

2. Information We Collect

• Account Information: Name, email address, and password when you register.
• Business Data: Business name, address, logo, and VAT/tax information you provide.
• Invoice & Client Data: Invoices you create and client details you enter into the platform.
• Usage Data: Pages visited, features used, and interactions with the platform.
• Communications: Emails sent through our platform via Gmail integration.
• Payment Information: Billing details for subscriptions (processed securely by third-party providers).

3. How We Use Your Information

• To provide, maintain, and improve our services.
• To process transactions and manage your subscription.
• To send transactional emails and service notifications.
• To respond to support requests and inquiries.
• To detect and prevent fraudulent or unauthorised activity.
• To comply with legal obligations.

4. Google API & Gmail Integration

InvoiceFlow AI integrates with the Google Gmail API to allow you to send invoice emails directly from your own Gmail account. This section details exactly what Google user data we access, how we use it, and how we protect it, in accordance with the Google API Services User Data Policy.

4.1 OAuth Scopes Requested

We request only the narrowest scope necessary for our core service:

• https://www.googleapis.com/auth/gmail.send — This scope allows our application to send emails on your behalf when you explicitly trigger the "Send Invoice" action. This is the most restrictive Gmail scope that enables sending. We do not request gmail.readonly, gmail.modify, or any scope that would allow reading, modifying, or deleting your emails. No narrower permission would be viable, as the core user-facing feature is the ability to send invoice emails from the user's own Gmail account.

4.2 Data Access

Raw Google user data accessed: When you connect your Gmail account and explicitly send an invoice, we use your OAuth access token to call the Gmail API's messages.send endpoint. This transmits a single email (composed within our application from invoice data you have entered) from your Gmail account to your client's email address. We do not read, access, download, index, or store any of your existing emails, email content, labels, attachments, contacts, drafts, or any other Gmail data. The only data returned by the Gmail API in response to our send request is a message ID, which we do not persist.

Aggregated/anonymised data accessed: We do not access any aggregated or anonymised Google user data.

4.3 Data Use

Raw Google user data use: The Gmail API is used solely to send invoice emails that you compose and explicitly trigger within the InvoiceFlow AI application. The email content (invoice number, client name, amount, due date, and a link to view the invoice) is generated from data you have entered into our platform — not from your Gmail data. We do not use Gmail data for any analytics, advertising, research, or any purpose other than sending the email you requested.

Aggregated/anonymised data use: We do not use aggregated or anonymised Google user data for any purpose.

4.4 Data Transfer

Raw Google user data transfer: We do not transfer, share, sell, or disclose any raw Google user data to any third party. Your OAuth access token is used exclusively within our backend to call the Gmail API and is never shared with, sold to, or accessed by any external party. The email you send is transmitted from your Gmail account directly to your specified recipient via Google's Gmail API.

Aggregated/anonymised data transfer: We do not transfer or share any aggregated or anonymised Google user data with any third party.

4.5 Data Protection

Google user data is protected through the following measures:

• Encryption in transit: All API calls to the Gmail API use HTTPS/TLS encryption.
• Secure token storage: OAuth access tokens are stored securely by the platform's encrypted credential management system and are never exposed to the client-side application or logged in plaintext.
• Access controls: Tokens are accessed only by authorised backend functions during the email-sending operation.
• User-controlled revocation: You can disconnect Gmail at any time from your Settings page, which immediately revokes our access. You can also revoke access from your Google Account security settings at any time.
• No storage of email content: We do not store any Gmail email content, metadata, or attachments.

4.6 Data Retention & Deletion

Gmail email content: We do not store any Gmail email content. Emails sent through our integration exist solely in your Gmail Sent folder (managed by Google) and in the recipient's inbox.

OAuth access tokens: Your Gmail OAuth access token is retained only while your Gmail account is connected to InvoiceFlow AI. When you disconnect Gmail from the Settings page, the token is immediately deleted and our access is revoked. If you delete your InvoiceFlow AI account, all associated tokens are permanently deleted.

Email send logs: We retain a log record of each invoice email sent (containing invoice number, client name, client email, send timestamp, and success/failure status) for the duration of your account so you can track email delivery history. This log does not contain any Gmail data beyond the recipient email address you specified. You can request deletion of these logs at any time by contacting us.

4.7 Limited Use Compliance

The use of raw or derived user data received from Google Workspace APIs, including the Gmail API, will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Google user data is not used for any purpose other than to provide or improve the user-facing feature of sending invoice emails.
• Google user data is not used for targeted advertising.
• Google user data is not used for lending purposes.
• Google user data is not transferred or sold to third parties, including data brokers or advertisers.
• Google user data is not used to develop, improve, or train any AI/ML models, whether our own or third-party. Our AI-powered email template generation feature uses only invoice data entered by you within our application and does not utilise any Gmail data.
• Google user data is not transferred to third-party AI/ML services for the purpose of training their models.

4.8 Prohibited Use Cases

InvoiceFlow AI uses the Gmail API solely for sending invoice emails to recipients who are the user's own clients, with whom the user has an existing business relationship. The application is not designed or intended for sending commercial emails without prior recipient consent (cold emails), email warming, bulk marketing, or any other prohibited use case under the Google API Services User Data Policy.

4.9 Disconnecting Gmail

You can disconnect your Gmail account at any time from Settings → Email. This immediately revokes our OAuth access and deletes your stored access token. You can also manage and revoke app access from your Google Account → Security → Third-party apps with account access.

5. Artificial Intelligence & Machine Learning

InvoiceFlow AI includes an optional AI-powered email template generation feature available to Pro and Business plan users. This feature helps users draft professional email copy when sending invoices. We are fully committed to the Google API Services Limited Use requirements and confirm that no Google user data is used to train, improve, or develop any AI/ML models.

5.1 Third-Party AI Service Providers

Our AI email template generation is powered by the Base44 platform's LLM integration, which routes requests to the following third-party AI service providers:

• OpenAI (GPT models) — Plan: API/Enterprise tier
• Google (Gemini models) — Plan: API/Enterprise tier
• Anthropic (Claude models) — Plan: API/Enterprise tier

These providers process prompts via their commercial API services. We do not use any self-hosted, offline, or locally-run AI models.

5.2 Complete Data Isolation from Google User Data

No Gmail or Google Workspace user data is ever sent to any AI/ML service. The AI email template generation feature processes only the following data, all of which is manually entered by the user within our application:

• Invoice number (user-entered)
• Client name (user-entered)
• Invoice amount and currency (user-entered)
• Due date (user-entered)
• Business name (user-entered in business profile)
• A public invoice viewing link (generated by our application)

The Gmail integration (used for sending emails) and the AI feature (used for generating email templates) are completely separate and independent systems. The Gmail OAuth token is used exclusively to call the Gmail API messages.send endpoint. Gmail email content, metadata, labels, contacts, and all other Gmail data are never accessed, read, transmitted to, or processed by any AI service. There is no data flow between the Gmail API and any AI/ML model.

5.3 AI/ML Limited Use Compliance Statement

InvoiceFlow AI confirms that raw, aggregated, and anonymised Google Workspace API user data — including any Gmail data — is never used to create, train, improve, or develop any foundational or generalised machine learning or artificial intelligence models. No Google user data is transferred to any third-party AI/ML service for the purpose of training their models. The third-party AI services listed above receive only user-entered invoice data, which is not derived from or connected to any Google API user data. Our use of data adheres to the Google API Services User Data Policy, including all Limited Use requirements.

5.4 User Control

The AI email template feature is entirely optional and is only triggered when the user explicitly clicks the "AI Email" button. Users can send invoices without using the AI feature at any time by using the standard "Email" button, which sends a pre-written template with no AI involvement.

6. Data Sharing and Disclosure

We do not sell your personal data. We may share information with:

• Service Providers: Third-party vendors who assist in operating our platform (hosting, payment processing). We do not share Google user data with any service provider.
• Legal Requirements: When required by law, court order, or government authority.
• Business Transfers: In the event of a merger, acquisition, or sale of assets.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data at any time by contacting us. Some data may be retained for legal and audit purposes.

8. Your Rights (GDPR)

If you are based in the UK or EEA, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure of your personal data.
• Object to or restrict processing of your data.
• Data portability — receive your data in a machine-readable format.
• Lodge a complaint with the ICO (Information Commissioner's Office).

9. Security

We implement industry-standard security measures including encryption at rest and in transit, access controls, and regular security reviews. However, no system is 100% secure and we cannot guarantee absolute security.

10. Cookies

We use essential cookies required for platform functionality (authentication sessions, preferences). We do not use advertising or tracking cookies. You can control cookies through your browser settings.

11. Contact Us

For privacy-related questions or to exercise your rights, please contact us at: invoiceflow@clientcarepro.co.uk