Privacy Policy

1. Introduction

EasyInvoices ("we", "our", or "us") provides AI-powered invoicing and quotes via WhatsApp. This Privacy Policy explains how we collect, use, store, and protect your information when you use our service, website, and WhatsApp integration. By using EasyInvoices, you agree to this policy.

2. Information We Collect

We may collect:

• Account information: email address, phone number, and profile details you provide when signing up or using the service.
• Authentication / verification: one-time passcodes (OTPs) and delivery metadata used to verify your phone number (for example, via WhatsApp authentication templates).
• WhatsApp / Meta: phone number linked to your account, message content you send to our WhatsApp number (used to generate invoices and quotes), and related metadata as required to operate the WhatsApp Business API.
• Invoice and quote data: recipient names, amounts, descriptions, line items, and generated documents stored in your account.
• Payment information: subscription payments for EasyInvoices are processed by PayFast. If you enable invoice payment links, payments are processed by your selected provider (e.g. Yoco or PayFast) and go directly to your account. We do not store full card details; the relevant provider's privacy policy applies to payment processing.
• Payment link provider credentials (optional): if you connect a payment provider for invoice payment links, we store the credentials you provide (e.g. a Yoco secret key, or PayFast merchant credentials) in Supabase Vault (encrypted at rest) so we can generate payment links on your behalf.
• Technical and usage data: IP address, browser type, device information, and logs necessary for security and operation of the service.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve EasyInvoices and the WhatsApp invoicing experience.
• Process your messages via WhatsApp to create invoices and quotes using AI (e.g. Google Gemini).
• Authenticate your account and link your WhatsApp number to your profile.
• Process payments and manage subscriptions.
• Send you service-related communications (e.g. account or security notices).
• Comply with legal obligations and protect our rights and security.

4. Meta / WhatsApp

Our WhatsApp integration is built on Meta's WhatsApp Business Platform (Cloud API). Message content and phone numbers you use when chatting with our WhatsApp number are processed in accordance with Meta's terms and data policies, and are used by us only to provide the invoicing service (e.g. parsing intent, generating documents). We do not use your WhatsApp data for advertising. For more on how Meta processes data, see WhatsApp Privacy Policy and Meta Privacy Policy.

5. Third-Party Services

We use the following types of third-party services. Each has its own privacy policy:

• Supabase: authentication, database, and file storage.
• Meta (WhatsApp): messaging and delivery of our WhatsApp bot.
• Google (Gemini): AI processing of your messages to extract invoice/quote details.
• Payment providers (e.g. PayFast, Yoco): payment processing for subscriptions and optional invoice payment links.

6. Data Retention and Security

We retain your account and invoice data for as long as your account is active and as needed to provide the service and comply with law. We use industry-standard measures (including encryption and secure APIs) to protect your data. No method of transmission or storage is 100% secure; we encourage strong passwords and securing your account.

7. Your Rights

Depending on your location, you may have rights to access, correct, delete, or port your personal data, or to object to or restrict certain processing. You can update your profile and linked WhatsApp number in your dashboard. To exercise other rights or ask questions, contact us using the details below.

8. Cookies and Similar Technologies

We use cookies and similar technologies for authentication, session management, and security. We do not use third-party advertising cookies. You can control cookies through your browser settings.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the "Last updated" date. Continued use of EasyInvoices after changes constitutes acceptance of the revised policy.

10. Contact Us

For privacy-related questions or requests, contact us at: info@easyinvoices.co.za. You can also use the contact details on our website or in your dashboard Help section.