Privacy policy
Beta draft. Highlighted items in brackets are placeholders that must be completed and the whole text reviewed by a qualified legal adviser before relying on it.
Last updated: [DATE]
1. Who we are
PayFollow is operated by [LEGAL ENTITY NAME], [REGISTERED ADDRESS], [COMPANY REGISTRATION NUMBER]. Contact for privacy questions: [PRIVACY CONTACT EMAIL]. Data protection officer (if appointed): [DPO NAME AND CONTACT, OR "NOT APPOINTED"].
2. Personal data we process
- Account data: email address, password (stored only as a secure hash by our authentication provider), name and business name you enter, default currency, plan, and sign-in records. If you sign in with Google, we receive your Google account email and basic profile.
- Records you enter about your clients: client names and email addresses, invoice numbers, amounts, amounts paid, dates, statuses, notes, reminders you mark as sent, client responses and promised payment dates. These may include personal data of your clients or their staff.
- Technical data: IP address, browser and device information and error logs processed when you use the service.
We do not connect to bank accounts and PayFollow does not send emails to your clients — reminders open in your own email app.
3. Purposes and legal bases
- Providing the service and your account (performance of a contract).
- Security, abuse prevention and fixing errors (legitimate interests).
- Sending account emails such as sign-up confirmation and password reset (performance of a contract).
- Meeting legal obligations, e.g. tax or accounting records for paid plans (legal obligation).
For client records you enter, you decide why and how they are used; for that data we act on your behalf as a processor [CONFIRM ROLE AND DATA PROCESSING TERMS WITH LEGAL ADVISER].
4. Retention
- Account and client records are kept while your account exists and are deleted when you delete your account in Settings.
- Backups containing deleted data are overwritten within [BACKUP RETENTION PERIOD].
- Technical logs are kept for [LOG RETENTION PERIOD]. They contain request metadata (such as time and error category), not invoice contents. A timestamp of each import attempt is kept for abuse limits for [IMPORT LOG RETENTION PERIOD].
- Billing records (once paid plans exist) are kept for [STATUTORY PERIOD AND JURISDICTION].
5. Service providers
We use service providers to run PayFollow: hosting and application infrastructure, database and authentication, and Google (only if you choose Google sign-in). [LIST EACH PROVIDER, ITS ROLE, AND DATA LOCATION]. Where data is transferred outside the EEA, [DESCRIBE SAFEGUARDS, E.G. STANDARD CONTRACTUAL CLAUSES]. We do not sell personal data.
Smart Invoice Import. If you use "Import invoice", the PDF or image you upload is sent once to an AI service (Lovable AI, routed to the model provider [MODEL PROVIDER NAME AND DATA LOCATION]) to read the invoice fields. The document is processed in memory only: PayFollow does not save the file, its full text or a copy of it in storage, the database or logs. Whether and for how long the provider keeps the document, whether it is used for training, its subprocessors and its processing region: [CONFIRM FROM THE PROVIDER'S DATA-PROCESSING TERMS BEFORE PRODUCTION USE]. PayFollow keeps only the fields you review and save (such as invoice number, client name, dates and amounts), plus a timestamp of each import attempt for abuse limits. Documents may contain personal data of your clients; only upload documents you are entitled to process.
6. Your rights
Depending on applicable law you may have the right to access, correct, delete, restrict or object to processing of your data, and to data portability. You can:
- Correct your profile in Settings and edit any record in the app.
- Download all your data as a machine-readable file in Settings → "Export all data".
- Delete your account and all associated records in Settings → "Delete account".
- Contact us at [PRIVACY CONTACT EMAIL] for any other request.
- Lodge a complaint with your local data protection authority [LEAD SUPERVISORY AUTHORITY, IF ANY].
7. Security
Data is transmitted over encrypted connections and each user can access only their own records. No system is completely secure; please use a strong, unique password.
8. Changes
We will post changes on this page and update the date above.