Privacy Policy

Invoice Anchor Incorporated, a corporation incorporated in Alberta(“InvoiceAnchor”, “we”, “us”), provides invoice and receipt reconciliation software. This policy explains what information we collect, how we use it, and the choices you have. By using InvoiceAnchor you agree to this policy.

Information we collect

• Account information — username, email address, and (for teams) your business name and members.
• Documents you submit — invoices, receipts, vendor and card statements you upload or forward by email, and the data extracted from them (amounts, dates, vendor and merchant names, partial card numbers).
• Usage and technical data — log data, IP address, and device/browser information used for security, rate limiting, and reliability.
• Billing information — your plan, subscription status and billing period, the reference that links your account to your Stripe customer, and, if you go past your included documents, how many extra documents were processed. Your card details and billing address are entered on a page hosted by Stripe, and we do not receive or store your card number.
• Activity records — when you sign in and out, when your account was last active, how many devices are signed in, and the daily window during which you used the app (first and last activity, and an estimate of time spent).

How we use your information

• To classify and reconcile your documents and provide the service.
• To authenticate you, secure your account, and prevent abuse.
• To send transactional email (password resets, invites) and reminders you configure.
• To send your bills to your accounting software, when you ask us to.
• To take payment for your subscription and bill any extra-document charges.
• To operate, maintain, and improve the service.

Who can see your activity

If your account belongs to a Multi-Business account, the account owner can see each member’s activity records described above — last sign-in, whether you are currently signed in, and your most recent daily usage window. Other members, including an external accountant given read-only access, cannot see this about anyone. If your account belongs to a single Business rather than a Multi-Business account, no other member sees your activity.

Our own staff can see activity records for all accounts, for support and abuse prevention. We do not use activity records to evaluate your job performance, and we do not share them with anyone outside your business.

AI processing

We use a third-party AI provider (Anthropic) to read and reconcile your documents. Document contents are sent to that provider solely to perform reconciliation. Under our agreement with that provider, it may not use your documents or the results to train its AI models, and we do not use them to train AI models either. Reconciliation output is generated automatically and is not financial, accounting, or tax advice.

Exporting to your accounting software

You can send bills from InvoiceAnchor to the accounting software your business uses (for example Sage 50, QuickBooks Online, Xero or Sage Accounting). We send data one way: from InvoiceAnchor into your accounting software. The only things that come back the other way are the short lists described below, which we use to fill in your choices.

What we send is limited to the bills you choose to export and, if you turn it on, the payments for them. For a bill, that is the supplier’s name, invoice numbers, dates, payment terms, amounts and sales tax, the expense account or item code you chose, and a short note where one applies (for example, that we used the statement date because the invoice date could not be read), plus the invoice document itself where the software accepts one. When no invoice was received for a bill, we send the supplier’s statement that lists it instead. For a payment, it is the payment date, method and amount, and the bank or card account you pay from.

• Export files. When you download an export file, it goes only to you. If you ask us to email it, we send it to the address you enter and to no one else.
• Connected accounts. If you connect InvoiceAnchor to your accounting software, you sign in with that provider and approve the connection there. We never see your password for it. We keep the access key the provider gives us, encrypted, and use it only to send the bills (and, if you turn it on, the payments) you export, and to read the lists below. We read only the information needed to file those correctly: your expense accounts, your tax rates and your supplier names, plus, if you turn on sending payments, the bank and card accounts you can pay from. When we look up suppliers we ask for suppliers only, not your customers. We do not read your bank transactions, your customers or any other records.
• Supplier lists you give us. If you upload a supplier list exported from your accounting software, so we can match supplier names, we use it only for that match.
• No AI processing or sale. We do not send anything we read from your accounting software, or from a supplier list you give us from it, to our AI provider. We do not use it to train AI models, and we do not sell or share it.
• Disconnecting. You can disconnect at any time from Settings or from your accounting software. When you disconnect or close your InvoiceAnchor account, we revoke the access key with the provider and delete our copy. Bills already sent to your accounting software stay there, under that provider’s own privacy policy.

Service providers

We share data only with providers that help us run the service: our cloud host (Railway), database (Neon), file storage (Cloudflare R2), queueing (Upstash), email (Postmark), error monitoring (Sentry), bot protection and network security (Cloudflare), payment processing (Stripe) and AI provider (Anthropic), each processing data on our behalf. Error reports are stripped of passwords, sign-in cookies and access keys before they are sent. We do not sell your personal information.

Payments and billing

We use Stripe to take payment for subscriptions. When you subscribe, you are sent to a page hosted by Stripe, where you enter your name, email address, billing address and card details. Stripe holds and handles that information under its own privacy policy, and we never see or store your full card number. Stripe uses your billing address to work out sales tax where it applies, and may email you receipts and payment notices. If you go past the documents included in your plan, we send Stripe the number of extra documents so it can bill them; we do not send Stripe your documents or anything read from them. If you start a free trial, we keep a code Stripe gives us that identifies your card without revealing its number, so each card gets one free trial. We keep that code after you close your account, for the same reason.

We keep the record that links your account to your Stripe customer after you close your account, because it is a financial record. Stripe keeps its own payment records under its own policy. Information you give Stripe may be processed outside Canada, including in the United States.

Where your data is stored

InvoiceAnchor is operated from Canada, but your data is stored and processed in the United States, by the providers above, other than the payment information described under Payments and billing, which Stripe handles. Our database is hosted in the United States (Oregon), and your documents are sent to our AI provider in the United States for reconciliation. Data held outside Canada is subject to the laws of that country, and may be accessible to its courts, law enforcement and national security authorities. For questions about how we or our providers handle your information, contact us at [email protected].

Cookies and similar technologies

We use only the cookies the service needs to work. We do not use advertising, analytics or tracking cookies, and we do not load ad pixels or third-party trackers. Our servers set these cookies, and scripts on the page cannot read them:

• Signed in (session) — keeps you signed in, until you sign out or the session expires.
• Two-factor step (pending_2fa) — carries your sign-in between your password and your code. It expires after 10 minutes.
• Trusted device (tfa_trust) — only if you choose to trust a browser: it skips the code for 30 days on that browser. Changing your password cancels it.
• Selected location (ia_active_org) — remembers which location you are working in on a Multi-Business account.
• Connecting accounting software (qbo_oauth_nonce) — set for up to 10 minutes while you connect QuickBooks Online, to confirm the connection came back to you.

Your light or dark theme choice is kept in your browser’s local storage and is not sent to us. The sign-in, sign-up and invite-request forms also load Cloudflare Turnstile, a bot check run by Cloudflare, which sees your IP address and basic browser details to do its job. Because the cookies above are strictly necessary, we do not show a cookie banner. If we ever add analytics or advertising cookies, we will ask for your consent first and update this policy.

Data retention & security

Your documents and reconciliation records are retained until you delete them or close your account. Files are encrypted at rest, access is partitioned per account, and accounts require two-factor authentication. No system is perfectly secure, but we take reasonable measures to protect your data.

Your rights

Depending on your jurisdiction (e.g. GDPR, CCPA/CPRA, PIPEDA), you may have the right to access, correct, export, or delete your personal information. You can delete documents and records in the app, or contact us to exercise these rights.

Children

InvoiceAnchor is a business tool not directed to children and is not intended for anyone under 16.

Changes

We may update this policy; we’ll revise the effective date above when we do.

Contact

Questions or requests: [email protected].