Privacy Policy | InvoiceIQ

Who We Are

This Privacy Policy describes how InvoiceIQ (InvoiceIQ Solutions Limited) collects, uses, and protects your personal information. We are committed to maintaining your privacy and handling your data responsibly. We provide AI-powered document classification and smart invoice sorting services for accounting and bookkeeping firms in Ottawa and beyond. Your trust is important to us, and we take our responsibility to protect your information seriously.

Information We Collect

We collect various types of information to provide and improve our services:

Personal Information: When you create an account or contact us, we collect your name, email address, phone number, company name, and other details you provide.
Usage Data: We automatically collect information about how you interact with our platform, including pages visited, features used, and time spent on our service.
Document Data: We collect and process the documents and invoices you upload for classification purposes. This data is processed to deliver our core services.
Technical Information: We collect IP addresses, browser type, operating system, and other technical details to maintain and improve our service.
Cookie Data: We use cookies and similar tracking technologies to enhance your browsing experience and understand how you use our platform.

Legal Basis for Processing

We process your personal information based on several legal grounds. First, we process data on the basis of your consent when you agree to our privacy terms or opt into specific services. Second, we rely on our legitimate interest in operating and improving our platform, providing customer support, and preventing fraud. Third, we process data when necessary to fulfill our contractual obligations to you. Finally, we may process data when legally required by applicable laws and regulations. In all cases, we ensure that your rights are respected and that the processing is fair and transparent.

How We Use Your Information

We use the information we collect for several important purposes:

To provide, maintain, and improve our document classification and invoice sorting services
To process your requests and respond to your inquiries
To send you service-related updates and important notices
To analyze usage patterns and enhance user experience
To ensure the security and prevent fraud on our platform
To comply with legal obligations and regulations
To personalize your experience and deliver relevant content

We do not sell, rent, or share your personal information with third parties for marketing purposes without your explicit consent. We may share information with trusted service providers who assist us in operating our platform, always under strict confidentiality agreements.

Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Here are our specific retention periods:

Account Information: Retained while your account is active, plus 24 months after account termination or last activity.
Document and Invoice Data: Retained for 36 months from the date of upload to support historical analysis and compliance requirements.
Contact Form Submissions: Retained for up to 24 months after your last interaction with us.
Analytics and Usage Data: Retained for up to 14 months to analyze trends and improve our services.
Server Logs: Retained for up to 12 months for security and troubleshooting purposes.
Cookies: Persistent cookies are retained for up to 12 months unless you clear them earlier.

After the retention period expires, we securely delete or anonymize your data. If you request deletion before the retention period ends, we will honor your request subject to legal obligations.

Your Rights

You have important rights regarding your personal information:

Right to Access: You can request a copy of all personal information we hold about you.
Right to Correction: You can request that we correct any inaccurate or incomplete information.
Right to Deletion: You can request deletion of your personal information, subject to certain legal exceptions.
Right to Restrict Processing: You can request that we limit how we use your information.
Right to Data Portability: You can request your data in a structured, portable format.
Right to Withdraw Consent: If we process data based on your consent, you can withdraw it at any time.
Right to Lodge a Complaint: You have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy has been violated.

To exercise any of these rights, please contact us using the information provided in the Contact Us section below.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our platform. Cookies are small data files stored on your device that help us recognize you, remember your preferences, and understand how you use our services. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain until deleted or they expire).

Our cookies serve several purposes: authentication and security, user preferences and settings, analytics and performance monitoring, and marketing and advertising. Essential cookies are necessary for our platform to function properly. Analytics cookies help us understand usage patterns, while preference cookies remember your choices. You can control cookies through your browser settings, though disabling certain cookies may affect platform functionality.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include encryption of data in transit and at rest, secure server infrastructure, regular security audits, and restricted access to personal information. However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

International Data Transfers

Our services are primarily operated in Canada. If we transfer your personal information to other countries, we ensure that appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions. By using our services, you consent to the transfer of your information as described in this policy. We comply with applicable data protection laws and regulations in all jurisdictions where we operate.

Third-Party Links

Our platform may contain links to third-party websites and services that are not operated by us. This Privacy Policy applies only to information collected through our services. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any third-party services before providing your information. Your use of third-party services is at your own risk and governed by their terms and policies.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information and terminate the child's account. If you believe we have collected information from a child, please contact us immediately using the information provided below.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by posting the updated policy on our website and updating the "Last updated" date at the top of this document. Your continued use of our services following the posting of changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.