Privacy Policy | Zinvoice

1. Who this policy covers

This policy covers visitors to the Zinvoice website, account holders, and the handling of personal data processed through the Zinvoice platform.

2. Controller and processor roles

Privacy and account questions can be sent through the contact form on the website.

For account administration, website operation, support, billing, service communications, fraud prevention, and platform security, Zinvoice acts as a data controller.

For client, customer, invoice, address, payment, and expense data that a user uploads to the service for their own business purposes, the user will usually be the data controller and Zinvoice will usually act as a processor or service provider on that user's behalf. In practice, that means the user decides why the data is being used, while Zinvoice provides the software and hosting needed to process it.

3. The personal data we may process

Account and website data

Name, email address, phone number, company details, login activity, and support-related communications.

Service content

Invoices, recurring invoice schedules, client names, billing addresses, expense details, and payment records entered by the user.

4. Why we use personal data

To provide and secure the Zinvoice service.
To create and manage user accounts.
To deliver invoice, receipt, and service-related emails.
To maintain platform performance, integrity, and auditability.
To respond to support requests and operational issues.
To comply with legal obligations, prevent misuse, and protect the platform.

5. Lawful bases

Where Zinvoice acts as controller, we generally rely on contract, legitimate interests, and legal obligation, depending on the processing involved.

6. Sharing and service providers

We may use trusted service providers for hosting, infrastructure, transactional email delivery, queue processing, backups, security, and related platform operations. They only receive the data needed for the relevant service.

7. International transfers

Some service providers may process data outside the UK. Where that happens, we expect appropriate safeguards to be used, such as adequacy decisions or contractual protections where required.

8. Retention

We keep personal data only for as long as reasonably necessary for account operation, service provision, security, dispute handling, backup integrity, and legal compliance.

If a subscription is cancelled or remains unpaid, workspace access may be limited or locked. Where a renewal payment remains past due, the workspace is normally locked after three days. In that situation, we may retain account data for up to 90 days to give the account holder a fair chance to reactivate. After that, the workspace and related data may be permanently deleted, and we aim to send warning emails before that happens.

9. Your rights

Depending on the circumstances, you may have rights to access, rectify, erase, restrict, or object to certain processing, and to complain to the Information Commissioner's Office if you believe your personal data has been handled unlawfully.

For customer and client data stored in a user account, requests may need to be directed to the relevant user as controller first.

10. Contact and complaints

If you have a privacy question or complaint, contact Zinvoice through the website contact form. You also have the right to raise concerns with the Information Commissioner's Office.