Privacy Policy

Invoice Sync Match Ltd (“we”, “us”) operates Invoice Sync Match, a business-to-business service that reads supplier invoices and related documents from email, matches them against purchase orders and delivery notes, and lets your team approve, reject, or hold each one. This policy explains what we collect from you and your business, why, and who else touches it.

Account information: your name, work email address, hashed password, and the company details you provide at signup (business name, country, QuickBooks company name).

Document content: the invoices, purchase orders, and delivery notes your business receives or uploads, including supplier names, line items, prices, and totals extracted from them.

Usage and security data: sign-in and sign-out times, approval/rejection/edit history (kept as an audit trail), and the IP addresses of login and form-submission attempts, used to detect and slow down abuse.

Cookies: a single, essential, httpOnly session cookie that keeps you signed in. We do not use advertising or analytics cookies.

• To provide the matching service itself — reading, matching, and presenting your documents.
• To keep your account and business data separate from every other business on the platform.
• To secure your account: detecting repeated failed sign-ins, rate-limiting abuse, and maintaining the audit trail.
• To send you transactional email you’ve asked for: sign-up verification codes and password-reset codes. We don’t send marketing email.

We use the following service providers to run Invoice Sync Match. Each only receives what it needs to perform its function, under its own privacy and security terms:

• Resend — delivers our transactional email (verification codes, password-reset codes).
• Cloudflare R2 — stores the invoice, purchase order, and delivery note files you and your suppliers send in.
• OpenAI — extracts structured data (line items, totals, dates) from the documents you receive.
• Mindee — performs OCR (optical character recognition) on scanned or image-based documents.
• Hetzner — hosts our database and document-processing automation.
• Vercel — hosts this web application.

We don’t sell your data, and we don’t share it with anyone outside this list except where required by law.

Every business’s documents, suppliers, and users are scoped to that business at the database level — no business can read another’s data through the app. Passwords are hashed, never stored in plain text. Session cookies are signed and can’t be forged. Repeated failed sign-ins lock the account temporarily, and every sign-in, edit, and deletion is written to an audit trail your business can review.

We keep your account and document data for as long as your account is active. If you close your account, contact us and we’ll delete your business’s data within a reasonable period, except where we’re required to keep records for legal or accounting reasons.

You can ask us to access, correct, or delete the personal data we hold about you by contacting us at privacy@invoice-sync-match.example. Depending on where you’re located, you may have additional rights under local law; we’ll honor those too.

Invoice Sync Match is a business tool, not directed at children, and we require anyone creating an account to confirm they are 18 or older and authorized to do so on behalf of their company.

Our service providers operate in multiple countries. By using Invoice Sync Match, you understand that your data may be processed outside your own country, by the providers listed above, under their respective safeguards.

If we make a material change to this policy, we’ll update the date at the top of this page and, where appropriate, let you know directly.

Questions about this policy or your data? Email privacy@invoice-sync-match.example. See also our Terms of Use and DMCA Policy.