Privacy Policy | Zinvoice

1. Who this policy covers

This policy covers visitors to the Zinvoice website, account holders, people whose details are entered into a Zinvoice workspace, and recipients invited to read or sign an agreement through Zinvoice.

2. Controller and processor roles

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

Zinvoice is operated by Rob Saunders trading as Zinvoice. Contact details are available below after selecting the reveal link.

For the activities where Zinvoice decides why and how personal data is used, Rob Saunders trading as Zinvoice is the data controller.

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.

The same normally applies to agreements and signing records. The Zinvoice account holder who sends the agreement decides why it is sent, who receives it, what it contains and how the resulting record is used. Questions about the agreement itself, or requests concerning that business's use of signing data, should normally be directed to the sender first.

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

Agreement and signing data

The agreement PDF, sender and recipient names and email addresses, business or address details included by the sender, the name typed when signing, the acceptance statement, and dates and times for sending, opening, downloading, signing, completion, cancellation or expiry.

Billing and technical data

Stripe customer and subscription identifiers, plan and trial dates, payment status, security logs, browser or device information used for abuse prevention, and cookie or analytics choices.

What the agreement record does not collect

The agreement signing feature does not add the recipient's IP address, browser user-agent string or device fingerprint to the agreement or its activity history.

The sender supplies the agreement, recipient name and recipient email address. A recipient who chooses to sign supplies the typed signing name and acceptance confirmation. Zinvoice then creates the relevant timestamps, signed copy and activity record. The typed name and confirmation are required to complete the electronic-signature step; without them, Zinvoice will not record the agreement as signed.

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 deliver agreements, provide private read-and-sign pages, record electronic acceptance, create signed PDFs, and keep the related activity history.
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.
To send a trial-ending reminder and subscription confirmation when you choose a paid plan.

5. Lawful bases

Where Zinvoice acts as controller, we use the following bases depending on the activity:

Contract: creating your account, providing the workspace, processing subscriptions, sending service emails, and handling support about the service.
Legal obligation: keeping billing, transaction, tax, accounting, fraud and legal records where the law requires it.
Legitimate interests: securing the service, preventing misuse, keeping reliable records, improving the product, and responding to operational issues. We balance these interests against your rights.
Consent: optional analytics cookies and any other activity where consent is required. You can change an analytics choice through the cookie controls.

Where an account holder uses Zinvoice to send an agreement, that account holder is normally responsible for identifying and documenting the lawful basis for using the recipient's details and signing record. Zinvoice processes that data to provide the requested service.

6. Sharing and service providers

We use service providers for hosting and infrastructure, private file storage, billing, transactional email, security and abuse prevention, backups, and related platform operations. This includes Stripe for subscription billing and the customer portal, Resend or the configured transactional email provider for service emails, and Google reCAPTCHA where enabled to protect forms. Optional Google Analytics is used on the marketing website only after the relevant consent. Providers receive only the data needed for the relevant service and may act as processors or independent controllers for their own legal obligations.

7. International transfers

Some providers may process data outside the UK. Where that happens, we use an adequacy decision, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard where required. Provider locations and safeguards can change as the service develops; we will update this policy when a change materially affects how your data is handled.

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. While an account is active, workspace data is retained so the service can operate. After a cancellation, lock or unpaid account ends access, workspace data may be retained for up to 90 days for recovery and export, then deleted from live systems. Backups may retain residual copies until normal rotation.

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.

During an account lock, repeat invoices due under existing schedules may be generated as drafts only. They are not sent automatically to clients while the workspace is locked.

Agreement files, recipient details, signing names, signed copies and activity records form part of the account holder's workspace data. They are retained and deleted with that workspace under the same account-retention process, subject to limited backup rotation and any legal reason requiring particular records to be kept for longer. Senders and recipients should keep their own copy of any signed agreement they need.

9. Your rights

Depending on the circumstances, you may have rights to access, rectify, erase, restrict or object to certain processing, and to data portability. You may withdraw consent for consent-based processing at any time; this does not affect processing already carried out. You can 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.

If you received or signed an agreement through Zinvoice, the business or person who sent it will usually be the controller for that agreement and its signing record. Contact the sender first where possible; Zinvoice will assist the sender with an appropriate request where required.

10. Contact and complaints

If you have a privacy question or want to exercise a right, contact Zinvoice through the website contact form or reveal the contact details below. We aim to respond within one month where the law requires that timescale.