Privacy Policy

Introduction

Cleer Consulting Pty Ltd (ABN 17 681 386 023) operates Voice Invoice, a web and mobile application that lets you create invoices by speaking or typing in plain English. We are committed to protecting the privacy and security of your personal information.

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you use Voice Invoice. It applies to all users of our website, web application, and mobile application.

We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If you are located outside Australia, please be aware that your information will be processed and stored in Australia, and by using Voice Invoice you consent to this.

1. Information We Collect

We collect the following types of information when you use Voice Invoice:

Account Information

When you create a Voice Invoice account, we collect your name, email address, business name, ABN (if provided), and password. If you sign up using a third-party authentication provider (such as Google), we receive your name and email address from that provider.

Business and Invoice Data

To create and manage invoices, we collect and store information including your client and contact details (names, email addresses, phone numbers, business addresses), invoice line items, amounts, due dates, payment terms, GST settings, and any notes you add to invoices.

Voice Recordings

When you use the voice input feature, your device records your voice and sends the audio to our servers for processing. The audio is converted to text, used to generate your invoice, and then immediately and permanently discarded. We do not store, retain, or archive your voice recordings. Only the resulting text transcription is kept, and it is attached to your invoice record.

Payment Information

If you subscribe to Voice Invoice Pro, your payment is processed by Stripe. We do not store your full credit card number, expiry date, or CVV on our servers. Stripe provides us with a tokenised reference, the last four digits of your card, card type, and billing address for record-keeping and support purposes. Stripe’s handling of your payment data is governed by their own Privacy Policy.

Usage and Technical Data

We automatically collect certain technical information when you use Voice Invoice, including your IP address, browser type and version, device type, operating system, referring URL, pages visited, time spent on pages, and the date and time of your visits. This information helps us understand how people use Voice Invoice and improve the product.

Accounting Software Connections

When you connect Voice Invoice to Xero, MYOB, or QuickBooks, we store the OAuth access tokens and refresh tokens necessary to sync your invoices. We may also receive limited information from these services (such as your organisation name and existing contact list) to enable invoice syncing. We do not access more data from these services than is necessary to provide the invoicing features of Voice Invoice.

2. How We Use Your Information

We use your personal information for the following purposes:

• Providing the service: Creating your account, processing your voice and text inputs, generating invoices, syncing invoices to your accounting software, and managing your subscription.
• AI processing: Sending your text input (after voice-to-text conversion, or directly typed) to the Anthropic API (Claude) to parse natural language into structured invoice data. This processing happens in real time and Anthropic does not retain your input data for training purposes under our agreement with them.
• Improving Voice Invoice: Analysing usage patterns and technical data to fix bugs, improve features, and develop new functionality.
• Communication: Sending you transactional emails (such as account verification, password resets, billing receipts, and subscription changes), as well as product updates and announcements. You can opt out of non-essential communications at any time.
• Security and fraud prevention: Detecting, investigating, and preventing fraudulent transactions, abuse, and other harmful activity.
• Legal obligations: Complying with applicable laws, regulations, and legal processes, including the Australian Privacy Act 1988 and tax record-keeping requirements.

3. Third-Party Sharing

We do not sell, rent, or trade your personal information. We share your data only with the following third parties, and only to the extent necessary to provide Voice Invoice:

• Anthropic (Claude API): Your text input is sent to Anthropic’s API for natural language processing. Anthropic processes the data to generate structured invoice data and does not use it for model training under our commercial agreement. Anthropic is based in the United States. See Anthropic’s Privacy Policy.
• Stripe: Payment information is processed by Stripe for subscription billing. Stripe is PCI DSS Level 1 compliant. See Stripe’s Privacy Policy.
• Google Cloud Platform (Firebase):Our database, authentication, and storage infrastructure is hosted by Google Cloud Platform via Firebase. Your account data, invoice data, and client data are stored on Google’s servers. See Firebase’s Privacy Policy.
• Cloudflare:Our website and application are hosted on Cloudflare’s infrastructure. Cloudflare may process technical data (such as IP addresses and request logs) as part of hosting. See Cloudflare’s Privacy Policy.
• Xero, MYOB, and QuickBooks: When you connect your accounting software, your invoice data and contact data are synced to the provider you have chosen. Each provider has its own privacy policy governing how they handle your data once it is in their system.

We may also disclose your information if required by law, court order, or government regulation, or if we reasonably believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4. Cross-Border Data Transfers

Your core data (account details, invoice records, client information) is stored on Google Cloud Platform (Firebase). Some of our service providers are based overseas:

• Anthropic (United States) — processes your text input for AI invoice parsing.
• Stripe(United States) — processes payment transactions.
• Cloudflare(United States) — hosts the application and processes technical request data.

In accordance with Australian Privacy Principle 8, we take reasonable steps to ensure that overseas recipients handle your personal information in a manner consistent with the APPs. We have contractual agreements with these providers that require them to protect your data in line with Australian privacy standards.

5. Data Storage and Security

We take the security of your personal information seriously and implement industry-standard measures to protect it:

• Encryption in transit: All data transmitted between your device and our servers is encrypted using TLS 1.3.
• Encryption at rest: All stored data is encrypted at rest using AES-256 encryption.
• Australian servers: Your primary data is stored on servers provided by Google Cloud Platform (Firebase).
• Access controls: Access to your data within our team is restricted on a need-to-know basis. We use role-based access controls and multi-factor authentication for administrative access.
• Secure authentication: Passwords are hashed using industry-standard algorithms. We support and encourage the use of strong, unique passwords.
• Regular security reviews: We conduct regular reviews of our security practices and infrastructure to identify and address vulnerabilities.

While we take all reasonable steps to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected users and relevant authorities in the event of a data breach, as required by the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988.

6. Voice Recording Handling

We understand that voice recordings are sensitive. Here is exactly what happens when you use the voice input feature in Voice Invoice:

• You tap the microphone button and speak your invoice description.
• The audio recording is transmitted securely to our servers using TLS encryption.
• The audio is converted to text (speech-to-text processing).
• The original audio recording is immediately and permanently deleted from our servers. It is not stored, cached, backed up, or archived in any form.
• The text transcription is sent to the AI for invoice parsing.
• Only the text transcription is retained, attached to your invoice record, so you can see what you originally said.

We do not use your voice recordings for voice profiling, biometric identification, or any purpose other than creating your invoice. We do not share audio recordings with any third party, because by the time any third-party processing occurs, only the text version exists.

7. Cookies and Tracking

Voice Invoice uses cookies and similar technologies for the following purposes:

• Essential cookies: These are necessary for Voice Invoice to function. They handle authentication sessions, security tokens, and preferences. You cannot opt out of these without losing access to the application.
• Analytics cookies: We use analytics tools to understand how people use Voice Invoice. This data is aggregated and anonymised. It helps us identify which features are popular, where users encounter issues, and how to improve the product.

We do not use advertising cookies or tracking pixels. We do not serve ads within Voice Invoice and we do not share cookie data with advertising networks.

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing cookies. Please note that disabling essential cookies may prevent Voice Invoice from functioning correctly.

8. Your Rights

Under the Australian Privacy Principles, you have the following rights regarding your personal information:

• Right to access: You can request a copy of the personal information we hold about you. Most of your data is directly accessible through your Voice Invoice account at any time.
• Right to correction: If your personal information is inaccurate, incomplete, or out of date, you can update it directly in your account settings, or contact us and we will correct it.
• Right to deletion: You can request that we delete your account and all associated personal information. You can initiate this through your account settings or by contacting us. Upon deletion, we will remove your data from our active systems within 30 days. Some data may be retained in encrypted backups for up to 90 days before being permanently removed.
• Right to data portability: You can export your invoice data in standard formats (CSV, PDF) from within Voice Invoice at any time.
• Right to complain: If you believe we have breached the Australian Privacy Principles, you can lodge a complaint with us directly. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, contact us at luke@cleerconsulting.com. We will respond to your request within 30 days. We may need to verify your identity before processing certain requests.

9. Data Retention

We retain your data for as long as your Voice Invoice account is active, plus the periods described below:

• Voice recordings: Not retained. Immediately discarded after speech-to-text conversion.
• Account data: Retained while your account is active. Deleted within 30 days of account closure, with encrypted backups purged within 90 days.
• Invoice data: Retained while your account is active and for 7 years after creation to comply with Australian tax record-keeping requirements (as required by the Australian Taxation Office). You can request early deletion, but we may need to retain certain records for legal compliance.
• Payment records: Billing records (subscription history, payment amounts, and dates) are retained for 7 years for accounting and tax purposes.
• Usage and technical data: Aggregated and anonymised usage data may be retained indefinitely. Identifiable technical logs are retained for up to 12 months.
• Inactive accounts: If your account has been inactive for 24 months, we may contact you to confirm whether you wish to keep it. If we receive no response, we may delete your account and data in accordance with the timelines above.

10. Children’s Privacy

Voice Invoice is a business tool designed for adults operating sole trader businesses, freelance practices, and small businesses. It is not intended for use by anyone under the age of 18.

We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child, we will take immediate steps to delete that information. If you believe a child has provided us with their personal information, please contact us at luke@cleerconsulting.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:

• We will update the “Effective date” at the top of this page.
• For significant changes, we will notify you by email or through a prominent notice within Voice Invoice at least 14 days before the changes take effect.
• Your continued use of Voice Invoice after the effective date constitutes your acceptance of the updated policy.

We encourage you to review this Privacy Policy periodically.

12. Complaints

If you believe that we have breached the Australian Privacy Principles or mishandled your personal information, you may lodge a complaint by emailing us at luke@cleerconsulting.com. Please include a detailed description of your concern.

We will acknowledge your complaint within 7 days and aim to resolve it within 30 days. If the matter is complex, we will let you know and provide a revised timeline.

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us: