Last Updated: September 13, 2018

1. Introduction

At Envoice we take Users’ privacy very seriously. Our aim is to only collect and use personal data for the purpose of providing the Envoice Products.

The Policy will address how Envoice uses, transfers and stores the Personal Data (as defined below) and any other information (collectively, “Personal Data”) we collect about individuals (“Users”) when they access our website (the “Site”), use any of Envoice’s mobile and applications (the “Apps”) or use any of our products (collectively, the “Envoice Products”), or otherwise have their Personal Data submitted to us.

By visiting the Site, using our Apps and using the Envoice Products and/or agreeing to our Terms of Service, Users are accepting the practices and guidelines set out in this document (the “Policy”).

The data controller of any Personal Data is Envoice OÜ, Tartu mnt 2, Tallinn 10145 (“Envoice”). However, we may also collect or be provided with certain Personal Data in pursuant to our agreements with our clients and partners who remain the data controller of that Personal Data – in this case, we act as a data processor of the relevant client or partner. Where we act as a data processor of any Personal Data, we will process such Personal Data in accordance with this Privacy Policy, our Terms of Service and the relevant data controller’s instructions.

2. Limiting the collection and use of Personal Data

Collecting Personal Data allows Envoice to offer efficient service to our Users. Here’s a brief description of how we use Personal Data:

  1. To provide, operate, maintain, and improve the Envoice Products.
  2. To provide client support.
  3. To communicate upcoming features, improvements, and news relating to the Envoice Products.
  4. To protect, investigate, and deter against fraudulent, unauthorised, or illegal activity.
  5. To provide and deliver any other products and services that Users request.
  6. If applicable, to allow accountants and bookkeepers who use the Envoice Products to contact their clients.

We will take all steps reasonably necessary to ensure that Personal Data is treated securely and in accordance with this Policy.

3. What Information do we collect?

Information provided when Users sign up on the Site.

When Users sign up through the Site (or update any information previously given to us), we collect personal details which can include: ‎names, email addresses, phone numbers, personal identity code, time-zone and country of residence.

Information provided through use of the Envoice Products.

When using the Envoice Products, Users may provide us with additional Personal Data that might be contained on any receipts, invoices and other items that they submit to us through the Envoice Products. Users may also provide us with Personal Data which relates not only to Users themselves, but also certain third party individuals. We will treat such data in accordance with this Policy. Users may also provide us with certain Personal Data when they report a problem with the Envoice Products or send us any other information either directly on the Site or via the email.

Information we get from others.

We may get Personal Data about Users from other sources. As an example of how we might get Personal Data other than via the Envoice Products or the Site – we might collect certain information Users have uploaded to their accounting software when any Envoice Product is integrated with that software. We may add this to information we get from this Site or otherwise through Users’ use of the Envoice Products.

Information automatically collected through the Site and the Envoice Products.

Each time Users visit the Site or use the Envoice Products we may automatically collect the following information:

  • Technical Information – this includes the type of mobile or tablet device Users use, a unique device identifier (for example, a device’s IMEI number, the MAC address of the device’s wireless network interface, or the mobile phone number used on a device), network information, operating system, the browser, and time zone settings.
  • Content Information– this includes information stored on Users’ devices such as login information
  • Usage Information – this includes: web traffic data, location data, weblogs and other communication data, whether this is required for Envoice Products improvement purposes or otherwise; the resources that Users access; the website(s) visited before browsing to the Site, pages viewed, how long spent on a page, access times; and other information about use of and actions on our Site.
  • Testimonials and Feedback. Envoice does not post any Personal Data relating to its Users along with testimonials, unless we have been given permission to do so by the User. We get in touch with our Users to confirm that they are happy for their Personal Data to be posted on our Site before anything is posted to request their permission to do so. Users may submit or ask us to withdraw a testimonial by contacting support@envoice.eu.

4. Cookies

We may log and collect certain Personal Data using “Cookies”. Cookies are small data files stored on Users’ hard drives by a website. We may use both session Cookies (which expire once Users close their web browser) and persistent Cookies (which stay on Users’ computers or devices until they delete them) to provide Users with a more personal and smooth experience on our Site and the Envoice Products. This type of information is collected to distinguish different Users of the Envoice Products or the Site. This helps us to provide Users with a good experience when they use the Envoice Products or browse the Site. It also allows us to improve Envoice Products and the Site to make them more useful and to tailor each User’s experience to meet their special interests and needs.

Please note that the Cookies that we may use include both Cookies we place and those which are placed by our third party partners – these are commonly referred to as “third party Cookies”. Third party Cookies are Cookies that are set by a domain other than the one being visited by the User – for example, if an individual visits the Site and a company other than Envoice sets a cookie through the Site, this would be a third party cookie.

Some of the Cookies we place are essential to allow us to provide certain aspects of the Site and Envoice Products – for example, some are necessary to enable Users to log in with the saved information. Users will typically be able to remove and reject Cookies from our Site or Envoice Products by changing their settings. Many browsers and devices are set to accept Cookies until you change your settings. If Users remove or reject our Cookies, it could affect how our Site or Envoice Products works for them.

5. Analytics Services

We may use third party analytics services (“Analytics Services”), to help analyse how Users use our Site and Envoice Products. The information generated by the Cookies or other technologies about Users use of the Envoice Products (the “Analytics Information”) is transmitted to the Analytics Services. The Analytics Services use Analytics Information to compile reports on User activity. The Analytics Services may also transfer the Analytics Information to third parties where required to do so by law, or where such third parties process Analytics Information on their behalf. Each Analytics Service’s ability to use and share Analytics Information is restricted by such Analytics Service’s particular Terms of Service and Privacy Policy. By using the Envoice Products, Users consent to the processing of their Personal Data by Analytics Services in the manner and for the purposes set out above. For a full list of Analytics Services we use, please contact us at support@envoice.eu.

6. How Personal Data is secured

Personal Data on Envoice is protected by an email address, password login and two-step authentication when activated. Users are responsible for keeping their password secret, and should be careful to log out of their accounts after they have finished any given session, especially if they are using a public computer. The security of Personal Data is important to us. When Users enter sensitive information on our registration forms (such as their name, email address, or credit card information), we encrypt that information using secure socket layer technology.

Only employees or service providers that need to access Personal Data (such as support service representatives or our data processing teams) will have access to Personal Data. Envoice takes reasonable steps to ensure that it keeps all employees informed and reminded of privacy and security practices.

We seek to use reasonable organisational, technical and administrative measures to protect Personal Data within our organisation. Unfortunately, no transmission or storage system can be guaranteed to be completely secure, and transmission of information via the internet is not completely secure. If a User has any reason to believe that their interaction with us is no longer secure (for example, if they feel that the security of their account might have been compromised), they should notify us of this problem immediately by contacting us via support@envoice.eu.

7. Sharing of Personal Data

Envoice does not use Users’ Personal Data to introduce them to third parties.

However, we may share certain Personal Data as follows:

Users’ accountants and bookkeepers. If a User is using any Envoice Product that has been made available to them by a service provider who has signed as our Client (e.g., your accountant or bookkeeper), then all Personal Data uploaded by such Users will be available to that Client and its authorised employees and agents who have access to the relevant Company Account.

Other third parties. We may share Users’ Personal Data with our third party service providers who need it to do work for us. For example:

As described above, we may share information with Analytics Services that assist us in the improvement and optimisation of our Site and Envoice Products.

Corporate restructuring. We may share Personal Data when we do a business deal, or negotiate a business deal, involving the sale or transfer of all or a part of our business or assets. These deals can include any merger, financing, acquisition, or bankruptcy transaction or proceeding.

Other disclosures. We may share Personal Data for legal, protection, and safety purposes, in accordance with this Policy:

  • We may share Personal Data to comply with laws or to allow us to enforce the terms of this Policy and/or our then current Terms of Service.
  • We may share information to respond to lawful requests and legal processes.
  • We may share Personal Data to protect the rights and property of Envoice, our Clients, Users, and others. This includes enforcing our agreements, policies and Terms of Service.
  • We may share Personal Data in an emergency. This includes protecting the safety of our employees and agents, our Clients, our Users, or any person.
  • We may share Personal Data with those who need it to do work for us.
  • For information on how we may also share Anonymous Data, see the section titled “Anonymous Data”.

8. International Data Transfer

All the Personal Data Envoice stores about its Users is stored on servers based in the European Economic Area (“EEA”) by Google. If the location of our servers change in the future, we will update this Policy.

As a modern company, Envoice uses various cloud-based systems and tools, including certain customer relationship management and marketing automation services (“Tools”) to allow us to provide the Envoice Products to our Users quickly and efficiently. For example, to help us manage our client relationships, we use software provided by internationally renowned companies such as Intercom. As part of our use of the Tools, certain limited client and User profile information is sent to the providers of the Tools, some of whom are based outside the EEA. Where Users’ Personal Data is sent by Envoice to Tool providers based outside the EEA, we ensure such transfers are conducted in accordance with Envoice’s obligations under the law.

By accepting this Policy, Users’ agree to the transfer of their Personal Data outside the EEA in accordance with the practices described in this Policy. We will take all steps reasonably necessary to ensure that such Personal Data is treated securely and in accordance with this Policy.

9. Anonymous Data

When we use the term “Anonymous Data”, we are referring to data and information that does not permit an individual person to be identified or identifiable, either alone or when combined with any other information available to a third party – this could include data derived from Personal Data which is aggregated and complied in anonymous form, Analytics Information and information collected from Cookies.

We may create Anonymous Data records from the Personal Data we receive about our Users and other individuals whose Personal Data is submitted to us. We make Personal Data into Anonymous Data by excluding information (such as a User’s name) that makes the data personally identifiable to them. We use this Anonymous Data to analyse requests and usage patterns so that we may enhance the Envoice Products and improve Site navigation and the functionality of Envoice Products.

We may use Anonymous Data for a number of purposes, which could include disclosing that Anonymous Data to third parties.

10. Users choices about privacy

Users may always opt not to disclose certain Personal Datas. User’s name, email address, country of residence and timezone are necessary to complete the registration process.

If Users have a complaint about this Policy, please send it via email to support@envoice.eu. Users’ complaints will be filed and reviewed by a qualified member of the Envoice team. If required, Users will receive a response to their message as soon as possible.

11. Changes to this Privacy Policy

Envoice may amend or change this Policy at its sole discretion at any time. The use of the Personal Data we collect at any given point is subject to the Policy in effect at the time of collection. Users should periodically check the Policy to make sure they understand the current Policy. When we do make changes to the Policy, we will change the Last Updated date at the top of this document.

Envoice will notify Users by sending an email to the email address they have registered with their account, or by posting a prominent notice on the Site or Envoice Products, before we implement any material changes regarding our privacy practices or this Policy.

12. Email communications

Although we do not use Users’ Personal Data to send them marketing emails if they have not opted in, we may still send service communications. Service communications emails include emails about Users’ Company Accounts, Billing Accounts, approvals and our business dealings with them – for example, if any part of the Envoice Products is temporarily disrupted or suspended. Users can opt in to product emails to receive emails on upcoming features or improvements to the Envoice Products. In addition, please note that all Users will receive an automatic welcome email necessary to complete their registration process.

If Users do not wish to receive these communications any more, they have the option of opting out from marketing emails and product emails. Users may also request that their account be deleted or deactivated by sending an email to support@envoice.eu.

13. Updating Personal Data

Users can add, delete or update their Personal Data, but Envoice may retain a copy of the unrevised information. Users can also add, delete or update their Personal Data through the Envoice Products. Contact us via support@envoice.eu with any questions.

Whenever Users become aware that their Personal Data needs to be updated or corrected to maintain its accuracy, they should do so by following the manuals http://docs.envoice.eu

14. Request your information

The law gives any individual whose Personal Data we store the right to access that data. Anyone who wishes to exercise this right in accordance with the Act, please contact us at support@envoice.eu. Any access request may be subject to a fee of €10 to meet our costs in providing you with details of the information we hold about them.

15. Third party sites

Our Site may contain links to and from the websites of our partner networks, advertisers and affiliates. If Users follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Users should please check these policies before they submit any Personal Data to these websites. The links to third party websites or locations are for convenience only and do not signify our endorsement of such third parties or their products, content, or websites. If Users disclose information to others, or authorise us to do the same under this Policy, the use and disclosure restrictions contained in this Policy will not apply to any third party. We do not control the privacy policies of third parties, and Users are subject to the privacy policies of those third parties where applicable.

16. Sensitive information

We ask that Users not send us, and that Users not disclose, any sensitive Personal Data about themselves or anyone else (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background or trade union membership) on or through the Envoice Products or otherwise to us.

17. Conditions of use

Users use of the Site and Envoice Products is subject to this Policy and Envoice’s Terms of Service.