Our Privacy Policy

Information You Provide

Account Information

We collect information that you provide when you create an Invoice Claims business account. Details such as name, email address, work address, telephone number and bio image are collected.

User Content

We collect the content you upload to your account i.e. PDF and/or JPEG files which include Invoice details, remittance slips and bank snippets and sometimes associated metadata (such as when, where, and by who the content was created). We collect this content via the pre-loading process. We also collect content from telephone communications, SMS and email communications.

Communications

When an Invoice Claims account manager communicates via telephone, SMS or email with either the customer or customer client we collect content data in the form of call recordings and message responses, and associated metadata (such as the time the message was sent, received and/or read, as well as the participants in the communication). We do this to block spam, detect fraud, safeguard users and provide reports and evidence of wrongdoing.

Contacts

When invoices and other supporting documents are uploaded we store this data on our internal system and use this to contact debtors and send promotional material.

Purchase Information

We collect your payment card information or other third-party payment information (such as PayPal) where payment is required. We also collect your transaction and purchase history.

Surveys & Promotions

We collect information you provide if you choose to participate in one of our surveys, promotions, contests, or marketing campaigns or events.

Information

When You Contact Us. When you contact us, we collect the information you send us, such as billing documentation, proof of identity or age, feedback about your use of our Services or information about possible violations of our Terms of Service (our “Terms”), Community Guidelines (our “Guidelines”), or other policies.

Automatically Collected Information

Technical Information

We automatically assign you a user ID when you use our Platform. Where you log-in from multiple devices, we use information such as your user ID to identify your activity across devices to give you a seamless log-in experience and for security purposes. We collect certain device and network connection information when you access any of our Services. This information includes your device model, operating system, field entries, web kit, IP address, cursor patterns and system language.

Location

We collect your approximate location based on your Technical Information such as a SIM card and IP address. With your permission, we may also collect precise location information (such as GPS).

Usage Information

We collect information about how you engage with our platform, including information about the content you view, for how long and how often you use our Services.

Inferred Information

We may serve you and your clients personalised ads based on the information provided.

Cookies

We use cookies and similar tracking technologies to operate and provide our Services. We also use these technologies for marketing purposes. To learn more about our use of cookies, please see our Web Cookies Policy and Platform Cookies Policy. We will obtain your consent to our use of cookies where required by law.

Information From Other Sources

Advertising, Measurement and Data Partners

Invoice Claims has various data partners which supply indirect client facing services or which run from the backend to help facilitate customer user experience. We also pass information on or through data our web servers and to third party data providers for marketing and promotional purposes.

Integration Partners

When you interact with any third party service connected to Invoice Claims i.e. websites or apps we will receive information directly via features such as cross-service authentication or interactive forms.

Others

We may receive information about you from others, for example, where you are included or mentioned in User Content, Direct Messages, in a complaint, appeal, request or feedback submitted by a user or third party, or if your contact information is provided to us by a user.

How we use your information

We use your information to operate, provide, develop and improve our overall user experience.

Provide and administer the platform such as enabling you to create content and share this with your customers and clients

Personalise and customise your user experience on both the dashboard and on the builder section.

Process and facilitate the purchase of products, goods and services.

Provide certain interactive features, such as enabling your content to be viewed by other customers and clients and suggest to them to also use the Invoice Claims platform.

Provide and improve our advertising services, including to serve ads (including personalised ads, where permitted) and to measure and understand the effectiveness of the ads and other content.

Maintain and enhance the safety, security, and stability of the Platform by identifying and addressing technical or security issues or problems (such as technical bugs, spam accounts, and detecting abuse, fraud, and illegal activity).

Review, improve, and develop the Platform, including by monitoring interactions and usage across your devices, analysing how people are using it, and by training and improving our technology, such as our machine learning models and algorithms.

Promote the Platform or third party services through marketing communications, contests, or promotions.

Third Party Platforms and Partners. We share limited information which may include Information You Provide, Technical Information, and Usage Information with third party platforms and partners whose platform or services are integrated with the Platform for instance Google Analytics and Amazon Web Services.

We do this to give you a seamless experience, allow your content to be shared on other platforms, and/or enable third party platforms and partners to better authenticate users. An example of this is the AI Google Data capture tool Invoice Claims uses to automate the process of entering data into the Invoice Ledger.

Measurement and Data Partners. We also share Technical Information and Usage Information with third party measurement providers who help us measure advertising served on the Platform and help our advertisers determine how effective their ads have been.

Corporate Transactions. Your information may be disclosed to third parties in connection with a corporate transaction, such as a merger, sale of assets or shares, reorganisation, financing, change of control, or acquisition of all or a portion of our business.

Legal Obligations and Rights. We may access, preserve, and share the information described in "What Information We Collect" with law enforcement agencies, public authorities, copyright holders, or other third parties if we have good faith belief that it is necessary to:

comply with applicable law, legal process or government requests, as consistent with internationally recognised standards,

protect the rights, property, and safety of our users, copyright holders, and others, including to protect life or prevent imminent bodily harm. For example, we may provide information (such as your IP address) to law enforcement in the event of an emergency where someone’s life or safety is at risk,

nvestigate potential violations of and enforce our Terms, Guidelines, or any other applicable terms, policies, or standards, or

detect, investigate, prevent, or address misleading activity, copyright infringement, or other illegal activity.

How we process your information

We may only use your information when we have a “legal basis” to do so. We use different legal bases depending on why we use your information (in other words, the “purpose” of our processing). These legal bases are contractual necessity, legitimate interests (ours, yours or those of another party), consent, compliance with a legal obligation, performing a task in the public interest, and protection of vital interests.

Provide you with the web-based software Platform

We use your information to allow you to access and use the Platform, including allowing you to create and consume content, interact with customers and clients, utilise social media features, and provide you with advertisements for products and services which may be of relevance to you.

Enforce our Terms, Guidelines, or policies

We use your information to enforce our Terms, Guidelines, and policies. This may include removing content (including through automated means) or suspending or banning your account if we determine that you are violating our Terms or Guidelines.

Administer the Platform

We also use the information we have to administer the Platform, such as to communicate with you on service related matters and respond to your queries (including when you tell us about a problem or ask for a copy of your information).

Your Rights

Whenever we use your information on the basis that it is necessary for the contract we have with you, you have the right to port information you have provided to us.

We may suggest your account to other users, including when a user chooses to sync their contacts with the Platform.

We show non-personalised ads to keep the Platform free of charge. We process limited categories of your information to make sure our advertising service is useful to our advertisers (for example, to serve ads to users in a particular country or to users who speak the same language).

We use your information to ensure the safety and well-being of our community, including by reviewing User Content (and if permitted under applicable law, Direct Messages and associated metadata) for breaches of our Terms, Guidelines, and other policies.

We share your information with third parties whose platforms or services are integrated with the Platform.

Legitimate Interest relied upon

To provide you with a seamless experience, allow your content to be shared on other platforms, enable third parties to authenticate users, and optimise user experience.

We may send you direct marketing messages about features of the Platform and third party services that we think will interest you. We may also send you promotions, contests, or marketing campaigns or event information. We will obtain your consent to send you messages where required by law.

We ask for your consent to access or use your information for specific purposes. If we do, you’ll always be able to revoke your consent through your device permissions.

Your Rights

Whenever we use your information based on your consent, you can withdraw your consent at any time. However, your withdrawal of consent will not affect the lawfulness of processing your information based on your consent prior to your withdrawal of consent.

We may use your information where it is necessary to protect your or someone else's life, physical integrity, or safety. This could include providing law enforcement agencies or emergency services with information in urgent situations to protect health or life.

Rights and Access to information.

You have both general and circumstantial rights depending on the nature of your enquiry. All enquiries are deal with at our main office in the UK within relevant periods provided under UK Law.

You can ask us free of charge to confirm what information we process about you and for a copy of your information.

You can request us to delete all or some of your information.

You can request us to change, update or correct your information where that information is not accurate.

You have the right to data portability in circumstances where we rely on contractual necessity or consent as our legal basis. This means that you have the right to receive your information in a structured, commonly used, and machine-readable format and to share it with a third party.

You also have the right to object to the processing of your information in certain circumstances. This right applies when we are performing a task in the public interest or pursuing our legitimate interests or those of a third party. In submitting an objection request, please provide all relevant information, including the processing activity you are objecting to, why you want to object and how the processing activity affects you, and any additional information that you think will help us review your request. We will stop the particular processing if we don't have compelling legitimate grounds to continue that processing or don’t need it for legal claims.

You have the right to request the restriction of the processing of your information where (a) you are challenging the accuracy of the information, (b) the information has been unlawfully processed, but you are opposing the deletion of that information, (c) where you need the information to be retained for the pursuit or defence of a legal claim, or (d) you have objected to processing and you are awaiting the outcome of that objection request.

Data Security and Retention

Security of your information is important to us. We maintain appropriate technical, administrative, and physical security measures that are designed to protect your information from unauthorised access, theft, disclosure, modification, or loss. We regularly review our security measures to consider available new technology and methods.

We retain information for as long as necessary to provide the Platform and for the other purposes set out in this Privacy Policy. We also retain information when necessary to comply with contractual and legal obligations, when we have a legitimate business interest to do so (such as improving and developing the Platform, and enhancing its safety, security and stability), and for the exercise or defence of legal claims.

The retention periods will be different depending on the type of information and the purposes for which we use the information.

We may amend or update this Privacy Policy from time to time. We will notify you of any material changes to this policy by a notice provided through the Platform or by other means. The “Last Updated” date at the top of this policy reflects the effective date of such policy changes.