Privacy Policy

Effective: 2026-04-18 | Version 2026-04-18

QuickInvoice ("we", "us", "our") provides invoicing software for freelancers and small studios. This policy explains what personal information we collect, why we collect it, and what rights you have regarding it. It is written to comply with Japan's Act on the Protection of Personal Information (APPI) and, where applicable, the EU General Data Protection Regulation (GDPR). It is offered in good faith to users worldwide.

1. Who we are

Data Controller: QuickInvoice (operated as a sole proprietorship in Japan)
Contact: quickinvoice101@gmail.com

For any question about your personal data (access, correction, deletion, portability, or complaints), email the address above. We aim to respond within 14 days.

2. What we collect

We collect only what is necessary to operate the service:

• Account data: email address, hashed password, sign-in timestamps.
• Business profile: your business name, address, phone number, tax identification and registration number, logo.
• Invoice content: client names, addresses, emails, line items, amounts, tax rates, notes, payment status.
• Quote and expense data: similar fields to invoices.
• Payment metadata: subscription plan, Stripe customer ID, Stripe subscription ID. We do NOT store credit card numbers. Those are held only by Stripe.
• Technical data: IP address, user-agent string, and timestamps for security and audit purposes.
• Audit log: a record of changes to your invoices, quotes, and expenses (required by Japanese tax law).

3. Cookies and analytics

The QuickInvoice macOS app does not use cookies. The QuickInvoice website (invoicein60.com) may use privacy-respecting analytics to understand aggregate traffic patterns. No personally identifiable information is collected through analytics, and no data is sold to or shared with advertisers. If you disable JavaScript or use a tracker blocker, the service functions normally.

4. How we use it

• To provide the invoicing service (primary purpose).
• To process subscription payments via Stripe.
• To send essential service emails (payment receipts, account security notices, policy updates). We do not send marketing email without separate opt-in.
• To comply with legal obligations, including tax-law record-keeping requirements (7 years under Japan's Electronic Bookkeeping Act).
• To detect, prevent, and investigate fraud or abuse of the service.

5. Third-party processors and international data transfer

We use the following third-party services to operate QuickInvoice. Your data may be transferred to and stored by these services, some of which are located outside Japan. We have verified that each maintains security measures equivalent to those required under APPI.

Under APPI Article 28, we require your explicit consent before transferring your personal information to countries outside Japan. Users signing up via the website provide this consent by checking the data-transfer box during signup. Users who sign up or use the service exclusively through the macOS app consent to international data transfer by accepting these terms within the app. You may withdraw consent at any time by deleting your account, which will also terminate the service.

If you are located in the European Economic Area (EEA), our legal basis for processing your personal data is the performance of a contract (Art. 6(1)(b) GDPR) and, where required, your explicit consent (Art. 6(1)(a) GDPR). You have the right to lodge a complaint with your local data protection authority.

6. Retention

• Active accounts: data is retained while your account is active plus a 30-day grace period after deletion.
• Tax records: invoices, quotes, expenses, and the audit log are retained for 7 years as required by Japan's Electronic Bookkeeping Act, even if you delete your account. These records may be provided to Japanese tax authorities upon lawful request.
• Consent records: retained for as long as your account exists, to evidence the consents you have granted.

7. Your rights

You have the following rights regarding your personal information:

• Access: request a copy of all personal data we hold about you. Use the "Download my data" button in Account Settings, or email us.
• Correction: update any inaccurate information directly in the app, or request correction via email.
• Deletion: use "Delete my account" in Settings. Your account and associated data are soft-deleted immediately and hard-deleted after 30 days. Tax-record retention (see Section 6) applies.
• Portability: data export is provided in standard JSON format, suitable for import into other systems.
• Withdraw consent: by deleting your account.
• Complaint (Japan): you have the right to file a complaint with Japan's Personal Information Protection Commission at ppc.go.jp.
• Complaint (EU/EEA): you may lodge a complaint with your local data protection authority.

8. Security

We protect your data with TLS in transit, AES-256 encryption at rest, row-level security on our database, rate limiting, and append-only audit logging of all changes to your records. We store authentication tokens in the system Keychain on macOS. Despite these measures, no system is perfectly secure. We cannot guarantee absolute security and our liability for security incidents is limited as described in our Terms of Service. If we discover a breach affecting your data, we will notify you within 72 hours of becoming aware of it, as required by APPI.

9. Children

QuickInvoice is intended for adults (18 and over) operating a business. We do not knowingly collect data from minors. If you become aware that a minor has provided us with personal information, contact us and we will delete it promptly.

10. Changes to this policy

When we materially change this policy, we will update the version date at the top, post a notice in the app, and re-prompt you for consent before you continue using the service. Minor editorial changes (typos, clarifications that do not affect your rights) may be made without a new consent prompt.

This policy is provided in English. A Japanese translation is available upon request. In case of conflict between versions, the English version governs for non-Japanese users; the Japanese version governs for Japanese users.