Privacy Policy

Your privacy is our priority

Last Updated

December 28, 2024

Our Commitment to Privacy

At PDF Invoice Reader, we understand that you're trusting us with sensitive financial information. We take this responsibility seriously and are committed to protecting your privacy and securing your data.

This Privacy Policy explains how we collect, use, protect, and share information when you use our PDF invoice processing service.

Information We Collect

Account Information

  • Basic Information: Name, email address, company name
  • Billing Information: Payment card details (processed securely through Stripe)
  • Contact Information: Phone number (optional), business address

Document Data

  • Uploaded PDFs: Invoice and receipt documents you upload for processing
  • Extracted Data: Information extracted from your documents including vendor details, amounts, tax information
  • Metadata: Upload timestamps, processing history, user actions

Usage Information

  • Log Data: IP address, browser type, operating system
  • Analytics: Feature usage, processing volumes, error reports
  • Cookies: Session cookies for authentication and preferences

How We Use Your Information

To Provide Our Service

We use your information to process invoices, extract data, calculate taxes, and provide the core functionality of our service.

To Improve Our Service

We analyze usage patterns and processing accuracy to enhance our AI models and user experience.

To Communicate With You

We send service updates, billing notifications, and respond to your support requests.

For Security and Fraud Prevention

We monitor for suspicious activity to protect your account and our platform.

Data Protection

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

  • Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
  • Access Control: Strict authentication and authorization protocols
  • Regular Audits: Security assessments and vulnerability testing
  • Data Centers: Hosted in secure, SOC 2 compliant facilities in Canada
  • Employee Access: Limited to authorized personnel on a need-to-know basis

Data Retention

We design retention with privacy and bookkeeping in mind:

  • Extracted Invoice Data: We keep extracted invoice fields (dates, vendor, amounts, taxes, optional line items) until you delete them from your account.
  • Original Files: We do not store your uploaded PDFs or images. Documents are processed in-memory and discarded.
  • CSV Exports: We do not store CSV files. CSVs are generated on‑demand and downloaded directly to your device.
  • Account Deletion: When you delete your account, associated data is removed. Some data may be retained where required by law.

Information Sharing

We do not sell, rent, or trade your personal information. We only share data in these limited circumstances:

Service Providers

We work with trusted partners who help us operate our service:

  • Payment Processing: Stripe for secure payment handling
  • Cloud Infrastructure: AWS Canada for data storage
  • Email Service: SendGrid for transactional emails
  • Analytics: Privacy-focused analytics for service improvement

Legal Requirements

We may disclose information if required by law, court order, or government request.

With Your Consent

We'll share information with your explicit permission, such as when you authorize exports into third‑party tools.

Your Rights and Choices

Access Your Data

You can view and download your data at any time through your account dashboard.

Update Information

Keep your account information current through your profile settings.

Delete Your Data

Request deletion of your account and associated data at any time.

Export Your Data

Download your processed invoice data in standard formats (CSV, JSON).

Opt-Out of Communications

Manage your email preferences or unsubscribe from marketing emails.

Canadian Privacy Laws

We comply with Canadian privacy legislation including:

  • PIPEDA: Personal Information Protection and Electronic Documents Act
  • Provincial Laws: Including Quebec's Law 25 and BC's PIPA
  • Anti-Spam: Canada's Anti-Spam Legislation (CASL)

Cookies and Tracking

We use cookies and similar technologies to:

  • Keep you logged in securely
  • Remember your preferences
  • Understand how you use our service
  • Protect against fraud

You can control cookies through your browser settings, though some features may not work properly without them.

Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We'll notify you of significant changes via email or through our service.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

PDF Invoice Reader
Privacy Team Toronto, Ontario
Canada
Email: privacy@pdfinvoicereader.ca
Phone: 1-800-PDF-READ

Privacy Officer

Our designated Privacy Officer handles all privacy-related matters and can be reached at the contact information above.