Privacy Policy

01. Introduction

Welcome to HeroInvoice ("HeroInvoice", "we", "us", or "our").

HeroInvoice provides online invoicing and business management tools that may allow businesses and individuals to create, manage, send, and organize invoices, estimates, proposals, contracts, expenses, payment links, and related business information.

This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information when you visit HeroInvoice.ca, create an account, or use our services.

02. Information We Collect

Depending on how you use HeroInvoice, we may collect the following categories of information:

Account Information

• Name
• Email address
• Phone number, where provided
• Password or authentication information
• Account preferences

Business Information

• Business or company name
• Business address
• Business email and phone number
• Business registration or tax information, where entered by you
• Logo and branding information
• Invoice and payment terms

Invoice & Financial Information

• Invoice numbers and dates
• Products or services listed on invoices
• Prices, taxes, discounts, and totals
• Customer billing information
• Payment status and transaction-related information
• Expense information entered by you

Technical Information

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Approximate usage and interaction information
• Error and diagnostic information

03. How We Use Your Information

We may use information collected through HeroInvoice for purposes including:

• Creating and managing your account.
• Providing invoicing and business management functionality.
• Generating and delivering invoices, estimates, proposals, and related documents.
• Processing or facilitating payment-related functionality.
• Providing customer support.
• Maintaining and improving our website and services.
• Detecting and preventing fraud, abuse, and unauthorized activity.
• Maintaining security and service reliability.
• Communicating with you about your account and services.
• Sending service-related notifications.
• Complying with applicable legal and regulatory requirements.
• Analyzing usage trends and improving our products.

Where required by applicable law, we will obtain consent before using personal information for purposes requiring consent.

04. Business & Customer Data

HeroInvoice may allow you to enter information about your customers, clients, vendors, employees, or other business contacts.

You are responsible for ensuring that you have the appropriate authority and legal basis to provide such information to HeroInvoice and to use our services for processing it.

Depending on your relationship with HeroInvoice and applicable privacy laws, you may be considered the organization or business responsible for information about your customers, while HeroInvoice may process that information on your behalf.

05. Payments & Payment Information

HeroInvoice may provide payment-related functionality, including payment links or integrations with third-party payment providers.

Where payments are processed by a third-party payment provider, payment information may be collected and processed directly by that provider according to its own privacy policy and terms.

HeroInvoice does not need to store complete payment-card details when payment processing is handled by an authorized third-party payment processor.

06. Cookies & Tracking Technologies

HeroInvoice may use cookies, local storage, pixels, tags, analytics technologies, and similar technologies to operate and improve our website and services.

Essential Cookies

These may be required for login sessions, authentication, security, preferences, and core website functionality.

Analytics Cookies

We may use analytics tools to understand how visitors use our website, identify technical issues, and improve our services.

You may be able to control cookies through your browser settings. Disabling certain cookies may affect some website functionality.

07. Third-Party Services

HeroInvoice may use trusted third-party providers to operate certain parts of our website and services.

These may include providers for:

• Cloud hosting and infrastructure
• Authentication and account management
• Payment processing
• Email delivery
• Analytics
• Security and fraud prevention
• Customer support
• Document or file storage

These providers may process information on our behalf or independently depending on the service they provide.

Third-party services may have their own privacy policies. We encourage you to review the privacy practices of any third-party service you use through HeroInvoice.

08. When We Share Information

We do not sell your personal information as a business practice.

We may disclose information in limited circumstances, including:

• Service Providers: To companies that help us operate, maintain, secure, or improve HeroInvoice.
• Payment Providers: When required to process or facilitate payments.
• Legal Requirements: Where disclosure is required by law, court order, regulation, or lawful government request.
• Security & Fraud Prevention: Where reasonably necessary to protect HeroInvoice, users, or others.
• Business Transfers: In connection with a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction, subject to applicable law.

09. Data Security

We take reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

Depending on the nature of the information and service, security measures may include access controls, authentication, encryption in transit, monitoring, backups, and other security practices.

10. Data Retention

We retain personal information for as long as reasonably necessary to provide our services, maintain business and financial records, resolve disputes, enforce agreements, prevent fraud, and comply with applicable legal obligations.

When information is no longer required, we may delete, anonymize, or securely dispose of it, subject to applicable legal and operational requirements.

11. Your Privacy Rights

Depending on where you live and which privacy laws apply to you, you may have rights regarding your personal information.

These may include the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of information, where legally permitted.
• Withdraw consent where processing is based on consent.
• Ask questions about how your information is collected or used.
• Make a privacy complaint or request an investigation where applicable.

Some requests may be subject to legal or contractual limitations. We may also need to verify your identity before completing certain requests.

If you would like to make a privacy request, contact us using the information provided in the Contact Us section.

12. Children's Privacy

HeroInvoice is intended for businesses, professionals, and general users and is not directed toward children.

We do not knowingly collect personal information from children where such collection is prohibited by applicable law.

If you believe that a child has provided personal information to us improperly, please contact us so that we can review the situation and take appropriate action.

13. International Data Processing

HeroInvoice may use service providers or infrastructure located in Canada, the United States, or other jurisdictions.

As a result, your information may be processed or stored outside the province, state, or country in which you live.

Where required, we take reasonable steps to ensure that personal information receives appropriate protection when transferred or processed across borders.

G. Google Calendar and Google User Data

HeroInvoice lets you connect your own Google account. This section explains what we access and how we use it. It applies only if you choose to connect.

Google Calendar

If you connect Google Calendar, we request permission to (1) view your calendar's free/busy times and (2) create, update and delete events on calendars you own.

We use free/busy times only to hide times when you are already busy from your HeroInvoice booking page, so clients cannot double-book you. We do not read the titles, descriptions, attendees or other details of your existing events.

We create, update and delete only the meetings you schedule through HeroInvoice (including the Google Meet link and the client you invite), so they appear in your calendar and your client receives a calendar invitation.

Gmail

If you connect Gmail in Settings, we use the connection only to identify the email address of the connected account. We do not read, store or send your email messages.

Storage, sharing and deletion

We store your Google access and refresh tokens and the meetings created through HeroInvoice (date, time, title, client name and email, Google Meet link). We do not sell Google user data, use it for advertising, or share it with third parties except as needed to provide these features, to comply with law, or with your consent. Google user data is not used to train artificial-intelligence models.

You can disconnect at any time from your Google Account (Security > Third-party apps with account access), or email info@heroinvoice.ca to delete your stored Google data.

Limited Use

HeroInvoice's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, business practices, technologies, or applicable legal requirements.

When we make changes, we may update the "Last Updated" date shown at the beginning of this page.

Your continued use of HeroInvoice after an updated Privacy Policy becomes effective means that you acknowledge the updated policy, subject to applicable law.

15. Contact Us

If you have questions about this Privacy Policy, want to make a privacy request, or have concerns about how your personal information is handled, please contact us.