Invoflux Privacy Policy

1. Who We Are

Company name: FUN MANAGEMENT SRL

Trading as: Invoflux®

Registered address: str. D.D. Rosca nr.12, Cluj-Napoca 400497, Romania

Registration number: RO23772000

Website: https://invoflux.com

Contact email: [email protected]

Invoflux® is a registered trademark of FUN MANAGEMENT SRL, which operates the Invoflux service.

Invoflux provides AI-powered tools for invoice collection, processing, and financial automation for businesses.

2. Data We Collect

Depending on how you use Invoflux, we may collect the following categories of data:

2.1 Information You Provide

• Name
• Email address
• Company name
• Account credentials
• Billing and subscription information
• Messages or requests sent to our support team

2.2 Business and Financial Data (User-Provided)

• Invoices (PDF, image, or other supported formats)
• Invoice metadata (supplier, amount, date, VAT, and similar)
• Bank transaction references (when enabled)
• Accounting-related documents uploaded or forwarded by you, for example via email or WhatsApp

2.3 Automatically Collected Data

• IP address
• Device and browser information
• Usage logs (pages visited, features used)
• Cookies and similar technologies (see Section 8)

3. How We Use Your Data

We use your data strictly to:

• Provide and operate the Invoflux Service
• Extract, process, and organize invoices
• Improve accuracy of AI-based features
• Communicate with you about your account or service updates
• Provide customer support
• Comply with legal and regulatory obligations

We do not sell personal data and do not use your business documents for advertising purposes.

4. Legal Basis for Processing (GDPR)

We process personal data under the following legal bases:

• Contractual necessity: to provide the Service you requested
• Legitimate interest: to improve and secure the Service
• Legal obligation: for accounting, tax, or compliance requirements
• Consent: where explicitly required, for example optional integrations and non-essential cookies

5. Data Sharing and Third Parties

We may share data only with trusted processors necessary to operate the Service, such as:

• Cloud infrastructure providers
• Email and notification services
• Payment processors
• AI and OCR processing services (used only to process your documents)

All partners are contractually bound to confidentiality and GDPR-compliant data handling.

5.1 Website Analytics and Advertising

On our public website we also use the following third-party services. Except for tag delivery itself, these run only after you allow them in our cookie banner:

• Google Tag Manager: delivers the tags listed below
• Google Analytics: measures visits so we can see which pages are useful
• Google Ads: measures our advertising and shows it to relevant audiences
• DataFast: privacy-focused traffic analytics
• Featurebase: powers our help centre and feedback widget

These services are not used to process the invoices or business documents you upload. You can change or withdraw your consent at any time.

6. Data Retention

We retain your data:

• For as long as your account is active
• As required to provide the Service
• As required by law, for example accounting or audit obligations

You can request deletion at any time (see Section 9).

7. Data Security

We implement industry-standard security measures, including:

• Encryption at rest and in transit
• Access control and authentication
• Secure cloud infrastructure hosted in the EU (where applicable)

8. Cookies

We use essential cookies to run the site, and analytics and marketing cookies only if you allow them. You can change your choices at any time.

Read our full Cookie Policy

9. Data Deletion and User Rights (Meta and GDPR Compliance)

9.1 Your Rights

You have the right to:

• Access your personal data
• Request correction or restriction
• Request deletion of your data
• Withdraw consent where applicable

9.2 How to Request Data Deletion (Meta Requirement)

Users can request deletion of their data in one of the following ways:

9.3 What Gets Deleted

Upon a valid deletion request, we delete or anonymize:

• Personal account data
• Uploaded documents and invoices
• Associated metadata and logs

Data required by law may be retained in a restricted, non-operational form.

10. WhatsApp and Third-Party Integrations

If you choose to connect third-party services such as email, WhatsApp, or cloud drives:

• Data is processed only to deliver the requested functionality
• You can disconnect integrations at any time
• Deletion requests apply equally to data obtained via integrations

11. Google API Services

Invoflux integrates with Google services to automate invoice management. We request the following permissions:

Gmail (gmail.readonly)

• We scan your inbox for invoice emails using specific search filters
• We extract PDF attachments from invoice emails
• We read email metadata (sender, subject, date) to organize invoices
• We do NOT read email body text, send emails, or modify your inbox

Google Drive (drive.file)

• We create an “Invoflux” folder in your Google Drive
• We upload extracted invoices to this folder for backup
• We can share this folder with accountants you specify
• We can ONLY access files and folders created by Invoflux, not your other Drive files

What We Do NOT Do

• We do not sell or share your Google data with third parties for advertising
• We do not use your Google data for purposes unrelated to invoice management
• We do not retain Google data after you disconnect your account

Your Controls

• You can disconnect Google access anytime from Settings, then Data Privacy
• Disconnecting revokes our access tokens immediately
• You can delete all Google-sourced data from Settings, then Data Privacy

Limited Use Disclosure

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

Google API Services User Data Policy

12. Children’s Data

Invoflux is a business service and not intended for children under 16. We do not knowingly collect children’s data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

14. Contact

For privacy-related questions or requests, contact:

📧 [email protected]