Privacy policy
Draft for review: not yet approved for launch. Items in [square brackets] need the owner's details.
Last updated: 8 October 2026
Who we are
InvoiceHawk (invoicehawk.app) is operated by Business Game Changer Magazine, Limousin, France ("we", "us"). Contact: info@invoicehawk.app.
InvoiceHawk checks the supplier invoices a business receives against the prices it agreed and the prices it paid before, and helps it claim back overcharges.
This policy is for businesses in the UK, and is written under UK GDPR.
Our role
- For the accounts of the people who use InvoiceHawk (name, email address, password, preferences), we are the controller.
- For the invoices and supplier details a business sends us, the business is the controller and we are its processor: we use them only to provide the service to that business. Invoices are mostly about businesses, but they can include personal data, for example a sole trader's name, or a contact's name and email address.
What we collect
- Account details: name, email address, a hashed password (if you use one), language and alert preferences, and the organisation you belong to.
- Business details: business name, address, company and tax numbers.
- Invoices and related files you upload or forward to your InvoiceHawk address, and what we read from them: suppliers, products, prices, quantities and totals. For forwarded emails we keep the sender's address and the subject, not the message body.
- Agreed prices you enter or import, alerts, claim letters and their delivery status.
- Billing details: handled by Stripe. We keep your Stripe customer reference and plan, not your card details.
- Technical data: server logs (IP address, browser, pages requested) and error reports, kept for security and to fix problems.
How we use it
To provide the service: reading invoices, running the price checks, sending the alerts and summaries you choose, drafting and sending claim letters you approve, and billing. We also use it to keep the service secure and to fix problems. We don't sell personal data, don't use it for advertising, and don't use customers' invoices to train AI models.
Our lawful bases are performing our contract with you, and our legitimate interest in running a secure, working service.
Who processes data for us
| Service | What for | Where |
|---|---|---|
| Neon | Database | EU (Frankfurt) |
| Cloudflare R2 | Storage of original files | EU |
| Vercel | Hosting | London; content delivery worldwide |
| Anthropic | Reading invoices and drafting letters with AI (not used for training) | US |
| Postmark | Sending and receiving email | US |
| Inngest | Background jobs (IDs and statuses only) | US |
| Sentry | Error reports | EU (Germany) |
| Stripe | Payments | UK / EU / US |
Transfers outside the UK are covered by [the UK International Data Transfer Addendum / the UK–US data bridge, to be confirmed for each provider].
How long we keep it
- While your subscription is active, we keep your data so the price history stays complete.
- If you cancel, or your free audit closes without a paid plan, we keep it for 30 days (so you can come back or export it), then delete it.
- You can export everything, or delete your account straight away, from Settings at any time.
- Server logs and error reports are kept for up to 30 days.
InvoiceHawk is not a legal archive. HMRC asks VAT-registered businesses to keep VAT records, including purchase invoices, for at least 6 years. Keep your invoices in your own records too.
Your rights
You can ask for access to, correction of, or deletion of your personal data, object to or restrict its use, and ask for a copy to take elsewhere. Most of this you can do yourself in Settings. Otherwise, email info@invoicehawk.app. If your data is in an invoice a business sent us, we'll pass your request to that business. You can complain to the Information Commissioner's Office (ico.org.uk).
Security
Data is encrypted in transit and at rest, each business's data is kept separate, original files are only available through links that expire after ten minutes, and access is limited to what the service needs.
Changes
We'll post any changes here and email account owners about important ones.