Privacy Policy

1. Who we are

Invoice Manager (invoicemanager.co.za) is the responsible party for the personal information described in this policy. We run Invoice Manager, an online tool that helps South African businesses create quotes, invoices and related documents.

Contact us at privacy@invoicemanager.co.za for any privacy question or request. Our Information Officer receives mail sent to that address.

2. What we collect

We collect only what we need to run the service:

• Your account details: your name and your email address, which we require to create your account. It is how we send your invite, recognise your sign-in and help you get back into your account. You may also give us your WhatsApp number and your company or trading name, but you do not have to.
• Your invite request: when you ask for an invite we keep your name and email address, and, if you choose to give them, your company name, WhatsApp number and the plan you are interested in. We use them to reply to your request and to send your invite.
• Your business details: registered name, address, VAT number, logo and banking details that you choose to show on documents.
• The documents you create: quotes, invoices, credit notes, statements, delivery notes and payment records.
• Your clients' details that you enter: names, contact details, addresses and VAT numbers.
• Technical information: sign-in sessions, your device settings and server logs used to keep the service secure.

3. Your clients' information

When you enter information about your own clients, you decide why and how it is used. You are the responsible party for that information. We are your operator: we store and process it only to provide the service to you.

You must have a lawful reason to hold your clients' information and to send it to us.

4. How we use information

We use personal information to:

• send your invite, create and manage your account and verify your email address;
• provide, secure and improve the service, including sending the documents you ask us to send;
• contact you about your account, support requests and important changes;
• meet our legal duties, including tax record keeping; and
• send you product updates by WhatsApp or email, only if you agree. You can withdraw that agreement at any time.

5. Who we share it with

We do not sell personal information. We share it only with service providers that help us run Invoice Manager, and only for that purpose:

• Google (Firebase and Google Cloud) for sign-in, hosting and our database.
• Resend for delivering the emails we send on your behalf and about your account.

6. Storing information outside South Africa

Our database is hosted by Google in the United States, and our email provider sends mail from Ireland. This means personal information is processed outside South Africa.

These providers are bound by their own data protection terms. We use them only where the information receives protection comparable to POPIA, as section 72 of POPIA requires.

7. How long we keep it

We keep personal information while your account is active and for as long as the law requires afterwards.

While we store your data, you must still keep your own records. South African law requires you to keep your tax invoices and related records for five years, so do not rely on us as your only copy.

If you ask us to delete your account, we will delete what we can, but we may need to keep records that the law requires until that period ends.

8. How we protect it

Each business can see only its own records. Information is sent over encrypted connections, access is limited to people who need it, and we review our security as the service grows.

No online service is completely secure. If a breach affects your information, we will tell you and the Information Regulator as POPIA requires.

9. Cookies and local storage

The first time you visit, we ask you to choose: Accept All, Essential Only, or Preferences. Essential items are always on, because Invoice Manager cannot work without them:

• a sign-in session cookie that keeps you signed in securely;
• a cookie that remembers whether your side menu is open;
• browser storage that remembers your theme, filters and table settings;
• what we need when you send a user invite request; and
• your cookie choice itself, saved in your browser.

10. Analytics and your choices

Analytics is the only optional item, and you will see it under Preferences. It is off unless you allow it. We do not use advertising cookies.

We do not use analytics yet. If we switch it on, we will use Google Analytics, only for people who have allowed it, and we will update this policy first. Google may then process that information outside South Africa.

You can change your choice at any time using the Cookie preferences link at the bottom of our pages, or in the user menu when you are signed in.

11. Your rights

You may ask us to confirm what personal information we hold about you, to give you a copy, to correct it, or to delete it. You may also object to us using it. Write to us using the contact address above and we will respond within a reasonable time.

If you are not happy with how we handle your request, you may complain to the Information Regulator (South Africa).

12. Changes to this policy

We may update this policy. We will change the date above and, for important changes, tell you by email or in the app.