Privacy Policy

Information we collect

• Account information, including your name, email address, authentication identifiers, and language preference.
• Ledger and business information, including company details, contacts, invoices, quotes, banking records you import, accounting records, GST records, payroll records, and files you choose to upload.
• Subscription and transaction references supplied by our payment provider. Easy Invoice does not store full payment-card details.
• Operational and security information, such as audit events, request identifiers, device and browser information, and error records needed to operate and protect the service.
• Messages and attachments you instruct Easy Invoice to send, including invoice, quote, statement, payslip, and report content where those features are available.

Google account and Gmail data

Google Sign-In is used only to authenticate you. Google may provide Easy Invoice with your Google account identifier, email address, name, and profile information that you approve during sign-in.

If an eligible ledger owner separately connects a Gmail mailbox, Easy Invoice requests the minimum Gmail permission needed to send email on that user's behalf. Easy Invoice does not request permission to read, search, modify, or delete the user's inbox.

• We store the connected email address, provider identifier, granted scope, token expiry information, and encrypted access and refresh tokens.
• We use the Gmail permission only for user-initiated test messages and for invoices, quotes, statements, or related documents that the user directs Easy Invoice to send.
• We do not use Google user data for advertising, credit decisions, data brokerage, model training, or unrelated analytics, and we do not sell Google user data.
• Easy Invoice's use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements.

How we use information

• To provide, secure, maintain, and improve the invoicing, bookkeeping, reporting, payroll, email-delivery, and subscription features you choose to use.
• To authenticate users, enforce ledger roles and plan entitlements, prevent duplicate or unauthorised transactions, and maintain accounting audit trails.
• To communicate service, security, billing, and support information.
• To comply with New Zealand law, lawful requests, tax and accounting record obligations, and requirements needed to establish or defend legal claims.

Service providers and overseas processing

We use specialist providers for hosting, database and authentication services, payment processing, transactional email, monitoring, and connected Google or Microsoft services. They may process information outside New Zealand under their own security and privacy commitments. We disclose only the information reasonably needed for them to provide those services or when required by law.

Security and access

Easy Invoice uses authenticated access, ledger-level separation, role checks, database access policies, encrypted transport, and encrypted connected-mailbox tokens. No internet service can guarantee absolute security, but we use safeguards proportionate to the information and the service provided.

Retention, disconnection, and deletion

We retain information while your account or ledger is active and for as long as reasonably required for the purposes described above, including legal, tax, accounting, security, and dispute-resolution obligations.

Disconnecting a mailbox removes its stored credentials from Easy Invoice. You can also revoke Easy Invoice from your Google Account permissions. Account or ledger deletion requests may be subject to required record-retention periods and the rights of other authorised ledger users.

Your privacy rights

Subject to the Privacy Act 2020, you may ask whether we hold personal information about you, request access to it, or request correction. You may also raise a concern about how information has been handled. We may need to verify your identity and authority over the relevant account or ledger before responding.

Cookies and similar storage

Easy Invoice uses essential cookies and browser storage for authentication, security, preferences, and core application operation. We do not use Google user data for cross-site advertising.

Changes to this policy

We may update this policy as the service, providers, or legal requirements change. The effective date above identifies the current version. Material changes will be communicated through the service or another appropriate channel.