Privacy Policy

Last updated: 7 June 2026

This Privacy Policy explains how InvoiceNow (PTY) LTD ("InvoiceNow", "we", "us") collects, uses, discloses, and safeguards personal information when you use the InvoiceNow application and website (the "Service"). We are committed to protecting your privacy in accordance with the Protection of Personal Information Act, 2013 (POPIA) of the Republic of South Africa and, where applicable, the EU General Data Protection Regulation (GDPR).

1. Who we are (Responsible Party / Controller)

InvoiceNow (PTY) LTD is the responsible party (POPIA) and data controller (GDPR) for the account data you provide. For data you enter about your own clients, you are the controller and we act as your processor/operator.

2. Information we collect

  • Account data: your name, email address, password (stored hashed by AWS Cognito), and organisation details.
  • Business data you create: company profiles, clients, invoices, quotations, line items, amounts, and logos.
  • Your clients' data: names, email addresses, billing addresses and contact details you add to issue documents.
  • Usage & technical data: IP address, device/browser information, and log data used to operate and secure the Service.

3. How we use your information

  • To provide, maintain, and improve the Service (create and send invoices/quotations).
  • To authenticate you and secure your account.
  • To send transactional emails (e.g. invoices to your clients, team invitations, account notices).
  • To comply with legal obligations and prevent fraud or abuse.

Our legal bases are: performance of our contract with you, your consent (where required), our legitimate interests in operating a secure service, and compliance with law.

4. Sub-processors

We host the Service on Amazon Web Services (AWS) in the EU (Ireland, eu-west-1) and rely on these AWS services as sub-processors:

  • Amazon Cognito — authentication and identity.
  • Amazon DynamoDB — application data storage.
  • Amazon S3 & CloudFront — document (PDF) storage and delivery.
  • Amazon SES — transactional email delivery.

With your consent, we also use Google Analytics and Google Ads (Google LLC) to understand how the Service is used and to measure our advertising. They run only after you accept optional cookies, and the usage data they collect may be processed outside South Africa. See the Cookie Policy for how to change your choice.

5. Data retention

We retain your data for as long as your account is active. When you request deletion, we act on it as soon as reasonably possible, and in any event within the timeframe required by applicable law (POPIA/GDPR), except where we must retain certain records to meet legal obligations.

6. Your rights

Subject to POPIA/GDPR, you have the right to:

  • access the personal information we hold about you;
  • request correction of inaccurate information;
  • request deletion ("right to be forgotten") of your account and data;
  • request a copy of your data (portability);
  • object to or restrict certain processing, and withdraw consent.

You can request deletion at any time from Settings → Account, or by emailing us. We confirm receipt of your request and act on it within the timeframe required by applicable law.

7. Cookies

We use only essential cookies needed to run the Service. See our Cookie Policy for details.

8. Security

We use industry-standard measures including encryption in transit, scoped access controls, and tenant isolation. No method of transmission or storage is 100% secure, but we work to protect your information.

9. Children

The Service is not directed to individuals under 18, and we do not knowingly collect their data.

10. Changes to this policy

We may update this policy and will revise the "Last updated" date above. Material changes will be communicated where appropriate.

11. Contact us

For privacy questions or to exercise your rights, contact us at privacy@invoicenow.ai. You also have the right to lodge a complaint with the Information Regulator (South Africa) or your local EU supervisory authority.