Privacy Policy

VRV Invoice Management

Effective Date: August 27, 2025
Last Updated: August 27, 2025

1. Introduction

This Privacy Policy explains how VRV Invoice Management ("we," "us," "our," or "the App") collects, uses, processes, stores, and protects your personal information when you use our mobile application. We are committed to protecting your privacy and ensuring the security of your personal data.

By downloading, installing, accessing, or using VRV Invoice Management, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy and our Terms of Service.

If you do not agree with this Privacy Policy, please do not use our App.

2. Information We Collect

2.1 Personal Information You Provide

  • Phone Number: We collect your phone number during registration for account verification and authentication purposes via SMS-based verification codes.
  • Invoice Data:
    • Invoice content, including text, numbers, and metadata
    • Invoice attachments and images (PDF, JPEG, PNG, JPG formats)
    • Invoice details extracted through AI processing
    • Customer information, vendor details, and financial data contained in invoices
    • User modifications and edits to extracted invoice data
  • User-Generated Content:
    • Business information
    • Customer details
    • Invoice descriptions and line items
    • Notes and comments

2.2 Information Automatically Collected

  • Device Information: Device type, model, operating system, identifiers, screen resolution, app version.
  • Usage Analytics: Feature usage patterns, performance metrics, crash reports, time spent in the application.
  • Camera and Storage Access: Capture invoice images, upload existing files, save processed invoices.

2.3 Information We Do Not Collect

  • Location data or GPS information
  • Contacts from your device
  • Browsing history from other applications
  • Social media account information
  • Financial account credentials or payment card information

3. How We Use Your Information

3.1 Primary Purposes

  • Account Management: Verify identity, create and maintain account, provide customer support and respond to inquiries.
  • Core App Functionality: Process invoices, AI extraction, manage invoice data, allow download/export, maintain history.
  • AI Processing: Extract data via OCR, NLP, ML to improve accuracy.

3.2 Secondary Purposes

  • App Improvement: Analyze patterns, fix bugs, develop features.
  • Security and Fraud Prevention: Detect fraud, ensure integrity, verify authenticity.

4. AI and Data Processing

4.1 AI-Powered Invoice Processing

  • OCR to convert invoice images to text
  • NLP to identify and categorize invoice data
  • Machine learning algorithms to improve extraction accuracy over time

4.2 Data Processing Transparency

  • Processing Methods: Secure servers, encrypted data transmission, securely stored.
  • Human Review: No human personnel access your invoice content.
  • Improvement Training: Only anonymized, aggregated data is used for AI improvement.

5. Data Sharing and Disclosure

5.1 We Do Not Sell Your Data

We do not sell, rent, lease, or trade your personal information to third parties.

5.2 Limited Sharing Scenarios

  • Service Providers: Cloud hosting, AI processing, analytics, customer support tools.
  • Legal Requirements: To comply with laws, court orders, protect rights.
  • Business Transfers: Data may transfer in case of merger/acquisition.

5.3 Third-Party Services

  • Cloud storage providers
  • Analytics services
  • AI processing services

6. Data Security and Protection

6.1 Security Measures

  • Encryption (AES-256)
  • Secure Authentication with OTP
  • Strict Access Controls
  • Regular Security Audits

6.2 Data Breach Notification

  • Notify users within 72 hours
  • Provide details and steps taken
  • Offer protective guidance

7. Data Retention and Deletion

7.1 Retention Periods

  • Account Data retained while active
  • Temporary processing data deleted within 30 days
  • Anonymized analytics may be retained indefinitely

7.2 Data Deletion Rights

  • Delete individual invoices anytime
  • Request full account deletion
  • Export data before deletion

8. Your Privacy Rights

8.1 Access and Control

  • Right to Access
  • Right to Rectification
  • Right to Erasure
  • Right to Data Portability
  • Right to Restrict Processing
  • Right to Object

8.2 Consent Management

  • Withdraw consent anytime
  • Granular controls for permissions

8.3 Exercising Your Rights

Contact via in-app support or email. Response within 30 days.

9. Children's Privacy

Not intended for under 18. No collection of children's data.

10. International Data Transfers

10.1 Cross-Border Processing

Your data may be processed globally with compliance to laws.

10.2 Safeguards for Transfers

  • Standard contractual clauses
  • Adequacy decisions
  • Binding corporate rules

11. Cookies and Tracking Technologies

11.1 Limited Use of Tracking

  • Session identifiers
  • Device preferences
  • Analytics SDKs

11.2 Analytics and Performance

  • Crash reports
  • Feature usage
  • Performance metrics

12. Compliance with Privacy Laws

12.1 Regulatory Compliance

  • GDPR
  • CCPA
  • PIPEDA
  • Other regional laws

12.2 Platform Compliance

  • Google Play Data Safety
  • Apple App Store guidelines

13. Updates to this Privacy Policy

13.1 Policy Changes

  • Changes in practices
  • Legal updates
  • New features
  • User/regulator feedback

13.2 Notification of Changes

  • In-app notifications
  • Email notifications
  • Updated version prompts

14. Contact Information

14.1 Privacy Inquiries

  • In-app support features
  • Email support (privacy/general)
  • DPO contact (if applicable)
  • Mailing address

14.2 Regulatory Authorities

Right to lodge a complaint with relevant authority.

15. Effective Date and Acknowledgment

This Privacy Policy is effective as of the date listed at the top. Continued use means acceptance. We are committed to protecting your privacy.