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Privacy Policy

Last updated: January 2026

1. Introduction

InvoicePortalX ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website and use our invoice portal service.

2. Data We Collect

2.1 Information You Provide

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, company name, and other information provided during registration
  • Billing Information: Payment method details, billing address, and invoice history (when applicable)
  • Usage Data: Information about how you use our service, such as feature usage and upload activity
  • Communications: Emails, messages, and other communications you send to us

2.2 Information Automatically Collected

We automatically collect certain information when you use our service:

  • Log Data: IP address, browser type, device information, pages visited, and time spent on pages
  • Cookies and Tracking: See our Cookie Policy for details
  • Usage Analytics: Feature usage and performance metrics

3. How We Use Your Data

We use the data we collect to:

  • Provide the Service: Process invoices, manage customer access, and deliver the features you request
  • Process Payments: Handle subscription billing and payment processing (when applicable)
  • Communicate with You: Send service updates, security alerts, and support communications
  • Improve the Service: Analyze usage patterns to enhance features and performance
  • Ensure Security: Monitor for suspicious activity and protect against fraud
  • Comply with Legal Obligations: Meet regulatory requirements and enforce our Terms of Service

4. Data Protection

4.1 Security Measures

We implement industry-standard security measures to protect your data:

  • Encryption: All data is transmitted using HTTPS/TLS encryption
  • Data Isolation: Each supplier's data is logically isolated with strict access controls
  • Access Controls: Customer access is scoped only to their own invoices
  • Audit Logging: All administrative actions are logged for accountability
  • Secure Infrastructure: We use cloud infrastructure with security controls and certifications where applicable

4.2 Data Retention

We retain your data for as long as necessary to provide the Service and fulfill the purposes outlined in this policy. Upon account termination, we will delete or anonymize your data within a reasonable period, except where required by law to retain it longer.

5. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Update or correct inaccurate personal data
  • Deletion: Request deletion of your personal data (subject to legal requirements)
  • Portability: Receive your data in a structured, machine-readable format
  • Objection: Object to certain processing activities
  • Restriction: Limit certain processing activities

To exercise these rights, please contact us at privacy@invoiceportalx.com

6. Data Sharing

We do not sell your personal data. We may share your data only in the following circumstances:

  • Service Providers: With third-party services that help us operate the service (e.g., hosting providers, analytics, payment processors), when applicable
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • Legal Requirements: When required by law, court order, or government authorities
  • With Your Consent: When you explicitly authorize the sharing

7. Read-Only Nature of Service

Important: InvoicePortalX is a read-only portal. We never:

  • Modify or write back to your accounting or invoicing system
  • Connect directly to your bank or payment gateway
  • Process payments or handle financial transactions
  • Alter your source-of-truth financial data

8. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this privacy policy.

9. Children's Privacy

The Service is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you become aware that a child has provided us with personal data, please contact us.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last updated" date at the top of this policy.

11. Contact Us

If you have questions, concerns, or complaints about our privacy practices, please contact us at:

Email: hello@invoiceportalx.com
Website: https://invoiceportalx.com

12. Analytics

We currently use Cloudflare Web Analytics to understand site usage. This service is designed to be privacy-friendly and does not use client-side cookies. We may add Google Analytics in the future.

13. Regulatory Rights (EEA/UK)

If you are located in the European Economic Area (EEA) or United Kingdom, you have the right to lodge a complaint with your local data protection authority. We are committed to resolving any concerns you may have about our use of your personal data.

Last updated: January 2026