Privacy Policy

What we collect, why we collect it, where it goes, and how to have it removed.

Updated 23 Sept 20264 min read

On this page

1. What we collect
2. How we use it
3. Who we share it with
4. Your clients’ information
5. Retention and deletion
6. Security
7. Your rights
8. Changes

This policy explains what personal information FlexyInvoice (operated by LATQO (PTY) LTD, South Africa) collects, why, and your rights. We comply with the Protection of Personal Information Act (POPIA) and, where applicable, the GDPR.

1. What we collect#

Account data: your name, email, and sign-in identifiers.
Business data you enter: company details, banking details shown on your invoices, client records, price lists, and the documents you create.
Usage data: feature usage and AI-usage counts (used for plan limits and cost monitoring), and standard technical logs.
Flexy conversations: the messages you send to the assistant and its replies, including the drafts it proposes.
Billing data: handled by Paddle, our merchant of record. We never see or store your full card details.

2. How we use it#

To provide the Service: store your data, render your PDFs, share the document links you create.
To power Flexy: the text you send to the assistant, together with the business context you saved (clients, price list, company details), is processed by our AI provider (OpenAI) solely to produce the drafts you request. We do not use your data to train AI models.
To improve Flexy and support you: we keep your Flexy conversations for 90 days, and a small number of authorised FlexyInvoice staff may review them to check that replies and drafts are accurate, to understand what people need from the assistant, and to help when you contact support. Every review is logged. Conversations are deleted automatically after 90 days.
To operate billing, prevent abuse, and meet legal obligations.

Only service providers needed to run FlexyInvoice: hosting and databases (Vercel; our managed Postgres provider), AI processing (OpenAI), and payments (Paddle). Each processes data under contract and only on our instructions. We do not sell personal information — yours or your clients’ — to anyone, ever.

4. Your clients’ information#

You control the client records you store. For that data you are the “responsible party”/“controller” and we process it on your behalf to produce and share your documents. Public document links use long, unguessable tokens and show only what the document itself contains.

5. Retention and deletion#

We keep your data while your account is active. If you close your account, we delete or anonymise personal information within 60 days, except records we must keep by law. Flexy conversations are kept for 90 days and then deleted, whether or not your account stays open. You can request export or deletion at any time.

6. Security#

Data is encrypted in transit, stored with reputable cloud providers, and access is limited. No system is perfectly secure; we will notify you of any breach as required by law.

7. Your rights#

You may access, correct, export, or delete your personal information, and object to or restrict certain processing. Contact support@flexyinvoice.com. South African users may also contact the Information Regulator; EU/UK users, their supervisory authority.

8. Changes#

We’ll post any changes here and, for material changes, notify you in the app or by email.

1. What we collect#

Account data: your name, email, and sign-in identifiers.

Business data you enter: company details, banking details shown on your invoices, client records, price lists, and the documents you create.

Usage data: feature usage and AI-usage counts (used for plan limits and cost monitoring), and standard technical logs.

Flexy conversations: the messages you send to the assistant and its replies, including the drafts it proposes.

Billing data: handled by Paddle, our merchant of record. We never see or store your full card details.

2. How we use it#

To provide the Service: store your data, render your PDFs, share the document links you create.

To power Flexy: the text you send to the assistant, together with the business context you saved (clients, price list, company details), is processed by our AI provider (OpenAI) solely to produce the drafts you request. We do not use your data to train AI models.

To improve Flexy and support you: we keep your Flexy conversations for 90 days, and a small number of authorised FlexyInvoice staff may review them to check that replies and drafts are accurate, to understand what people need from the assistant, and to help when you contact support. Every review is logged. Conversations are deleted automatically after 90 days.

To operate billing, prevent abuse, and meet legal obligations.

3. Who we share it with#

5. Retention and deletion#