Terms, Privacy & Policies

1.1 Eligibility

You must be at least 18 years of age and have the legal capacity to enter into a binding contract to use KeepInvoicing. By using the Service, you represent and warrant that you meet these requirements. If you are using the Service on behalf of a business or organization, you further represent that you have authority to bind that entity to these Terms.

1.2 Account Registration

Certain features require account registration via a one-time passcode (OTP) sent to your email address. You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activity that occurs under your account.
• Notifying us immediately of any unauthorized access at support@keepinvoicing.com.

We reserve the right to suspend or terminate accounts that violate these Terms.

1.3 License to Use the Service

Subject to your compliance with these Terms, KeepInvoicing grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your personal or internal business purposes.

You may not:

• Sublicense, sell, resell, transfer, or commercially exploit the Service.
• Modify, create derivative works of, or reverse engineer any part of the Service.
• Access the Service by any means other than through the interfaces provided by KeepInvoicing.
• Use any automated means, including bots, scrapers, or crawlers, to access the Service.

1.4 Free Service & Feature Availability

KeepInvoicing is currently provided free of charge. We reserve the right to introduce paid plans, modify features, or discontinue any part of the Service at any time with reasonable notice. Access to free features may be limited or modified in the future.

1.5 User Content

You retain all ownership rights to the content you create using KeepInvoicing (invoices, client data, company information). By uploading content to our servers, you grant KeepInvoicing a limited, non-exclusive license to store, process, and display your content solely for the purpose of providing the Service to you.

You represent and warrant that your content does not violate any applicable law, infringe third-party rights, or constitute fraudulent activity.

1.6 Termination

You may delete your account at any time from the Settings page, which will trigger a two-step OTP-confirmed deletion process. We may terminate or suspend your access immediately, without prior notice or liability, for any reason, including breach of these Terms. Upon termination, your right to use the Service ceases immediately. We will delete your data in accordance with our Privacy Policy.

1.7 Limitation of Liability

To the maximum extent permitted by applicable law, KeepInvoicing shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, goodwill, or business interruption, arising out of or in connection with your use of the Service. Our total aggregate liability for any claim arising under or related to these Terms shall not exceed USD $100.

1.8 Disclaimer of Warranties

The Service is provided “as is” and “as available” without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or free of viruses or other harmful components.

1.9 Governing Law

These Terms shall be governed by and construed in accordance with the laws applicable in the jurisdiction where KeepInvoicing is registered, without regard to its conflict of law provisions. Any disputes shall be resolved through binding arbitration or in the courts of competent jurisdiction in that territory.

1.10 Changes to Terms

We reserve the right to update these Terms at any time. Material changes will be communicated via email or a prominent notice on the platform at least 14 days before taking effect. Continued use of the Service after changes become effective constitutes acceptance of the new Terms.

2.1 Data We Collect

We collect the following categories of personal data:

• Account data: Email address (required for authentication via OTP), display name (optional).
• Business data: Company name, address, phone, logo, bank details — entered by you to generate invoices.
• Client data: Client names, emails, addresses, and phone numbers stored at your direction.
• Invoice data: Invoice numbers, line items, amounts, dates, notes, and payment terms.
• Usage data: IP address, browser type, pages visited, and session duration — collected automatically via server logs and analytics.
• Communications: Any emails or messages you send to our support team.

2.2 How We Use Your Data

We use the data we collect to:

• Provide, operate, and improve the Service.
• Authenticate your identity and secure your account.
• Generate and store your invoices on our servers.
• Send transactional emails (OTP codes, account notifications).
• Analyze usage patterns to improve user experience (via Google Analytics).
• Respond to your support requests.
• Comply with legal obligations.

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

2.3 Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your data under the following legal bases:

• Contract performance: Processing necessary to provide the Service you signed up for.
• Legitimate interests: Analytics and fraud prevention.
• Legal obligation: Compliance with applicable laws.
• Consent: Where we explicitly request consent (e.g., marketing communications).

2.4 Data Sharing & Third Parties

We share data with the following trusted service providers:

2.5 Data Retention

We retain your data for as long as your account is active. If you delete your account, we will permanently delete all your personal data, invoice records, and client data within 30 days, except where retention is required by law.

2.6 Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your account and data (“right to be forgotten”).
• Restriction: Request restriction of processing in certain circumstances.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests.
• Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact us at privacy@keepinvoicing.com. We will respond within 30 days.

2.7 Security

We implement industry-standard security measures including HTTPS/TLS encryption in transit, encrypted database storage at rest, token-based authentication, rate limiting, and input sanitization. However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security and accept no liability for unauthorized access resulting from circumstances beyond our reasonable control.

2.8 International Transfers

Your data may be processed in countries outside your jurisdiction. Where we transfer data internationally, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses for EEA transfers) to protect your data in accordance with applicable law.

3.1 What Are Cookies?

Cookies are small text files placed on your device by websites you visit. They are widely used to make websites work more efficiently, remember your preferences, and provide information to the website owner. Cookies may be “session” cookies (deleted when you close your browser) or “persistent” cookies (remain on your device for a set period).

3.2 Cookies We Use

3.3 Third-Party Cookies

We use Google Analytics to understand how visitors interact with our Service. Google Analytics sets cookies on your device to collect information about your use of the website in anonymized form. Google’s privacy policy applies to this data: policies.google.com/privacy.

We have configured Google Analytics with IP anonymization enabled, meaning your full IP address is never stored by Google.

3.4 Managing Cookies

You can control and delete cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the Service. To opt out of Google Analytics tracking, you can install the Google Analytics Opt-out Browser Add-on.

To clear your authentication session, you can sign out from the Settings page. This will remove the stored authentication token from your browser.

4.1 Permitted Uses

You may use KeepInvoicing to:

• Create, manage, and download professional invoices for legitimate business purposes.
• Store client and company information for your own invoicing workflow.
• Download PDF invoices to send to your clients.
• Use the guest (unauthenticated) mode to generate single invoices without an account.

4.2 Prohibited Uses

You must not use KeepInvoicing to:

• Create fraudulent, fictitious, or misleading invoices intended to deceive any person or entity.
• Facilitate tax fraud, money laundering, or any other illegal financial activity.
• Impersonate any individual, company, or government entity.
• Upload or transmit malicious code, viruses, or any harmful software.
• Attempt to gain unauthorized access to our systems or another user’s account.
• Use automated scripts or bots to access or interact with the Service at scale.
• Violate any applicable laws, regulations, or third-party rights.
• Engage in any activity that places an unreasonable load on our infrastructure.
• Resell or offer the Service as part of a competing product without written permission.

4.3 Enforcement

We reserve the right to investigate any suspected violation of this AUP. If we determine a violation has occurred, we may take action including issuing a warning, suspending access, permanently terminating your account, and reporting to law enforcement authorities where required by law.

4.4 Reporting Violations

If you become aware of any misuse of KeepInvoicing or content that violates this AUP, please report it to abuse@keepinvoicing.com. We take all reports seriously and investigate them promptly.

5.1 Not Legal or Financial Advice

KeepInvoicing is an invoicing tool, not a legal or financial advisory service. The invoices, templates, and calculations generated by KeepInvoicing are provided for convenience only. You are solely responsible for ensuring that your invoices comply with applicable tax, legal, and accounting requirements in your jurisdiction.

We strongly recommend consulting a qualified accountant, tax advisor, or legal professional before using our invoices for tax filings or legal proceedings.

5.2 Accuracy of Calculations

While we strive to ensure the accuracy of all calculations (tax, discount, subtotal, total), KeepInvoicing makes no warranty regarding the accuracy, completeness, or fitness for purpose of such calculations. You should independently verify all financial figures before issuing invoices to clients or submitting to tax authorities.

5.3 External Links

Our platform may contain links to third-party websites or services. These links are provided for your convenience only. KeepInvoicing has no control over and accepts no responsibility for the content, privacy policies, or practices of any third-party sites.

5.4 Service Availability

We do not guarantee that the Service will be available at all times or error-free. We may perform maintenance, updates, or encounter technical issues that temporarily affect availability. We will attempt to provide advance notice of planned downtime where reasonably practicable.

Response Times

We aim to acknowledge all inquiries within 24 hours and resolve them within 5 business days. For GDPR-related data subject requests, we will respond within 30 days as required by law.