Invoice AI Plus Privacy Policy Last Updated: May 2025 Invoice AI Plus is a Canadian-built business management platform developed by iCubemedia Inc., offering invoicing, time tracking, inventory management, expense logging, and other smart AI-powered tools to small businesses worldwide. We are committed to protecting your privacy and handling your personal information in compliance with applicable laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) . This Privacy Policy explains how we collect, use, store, and protect your data, as well as the responsibilities you, as a user, have in using our app. For clarity, this policy is divided into two parts: Part I: Data Collection, Use, and Protection 1. Information We Collect • Personal Identifiers: When you create an account or subscribe, we collect information such as your name, email address, and contact details. If you sign up via social login (e.g., Google or Apple), we receive basic profile information (like your name and email) from that provider . If you use one-time password (OTP) verification, we collect your email or phone number solely to send the login code. • Business Data: To provide our invoicing and business management features, you may input data including your company name and logo, client/customer information (names, addresses, emails), invoices and payment details, expense records, time entries, inventory details (product names, quantities, prices), and tax-related information (e.g., tax registration number, GST/HST rates). This user content is stored in your account and is used to operate the app’s features. • Usage Data: We collect data about how you use the app and our services. This may include device information (device type, OS version), log data (when you logged in, features used), and usage analytics. We may also collect your IP address and language preference to provide regional content (for example, applying Canadian GST rules when relevant) and multi-language support. • Subscription and Payment Info: Invoice AI Plus is a subscription-based app. Purchases and subscriptions are handled through the Apple App Store (and other platform app stores, if applicable). We do not collect or store your full payment card details; those are managed securely by Apple via your Apple ID. We receive confirmation of your subscription status and basic transaction details from Apple to enable your premium features. Note that subscriptions are set to auto-renew by default per App Store policy , though you can cancel auto-renewal at any time via your Apple account settings. • Cookies & Tracking Technologies: If you use any web portal or our website, we may use cookies or similar technologies to remember your preferences and analyze site traffic. (This is generally not applicable to the mobile app usage, but may apply to our website or web features.) 2. How We Use Your Information We use the collected information to provide and improve the Invoice AI Plus service. This includes: • Providing Services: We process your data to generate invoices, track time entries, manage inventory, calculate taxes, and facilitate other features you use. For example, we will use client information and invoice details to create PDF invoices or send invoices to your clients as you direct. • Cloud Synchronization: The app syncs your data securely to our cloud servers so that you can access your information from multiple devices and restore data if you reinstall. This ensures that your invoices, expenses, and other records are backed up and kept up-to-date across devices. Data may be cached locally on your device for offline access and auto-synced when an internet connection is available. • AI Features: Invoice AI Plus includes smart AI tools (such as automated expense categorization, invoice drafting suggestions, or data analytics). Any AI-driven processing of your data is done to enhance your experience and provide intelligent insights. For example, AI might analyze your expense entries to suggest categories, or scan an uploaded receipt to pre-fill expense details. These AI features operate on your data under strict privacy controls – we do not use your personal data to train public AI models, and any AI processing by third-party services (if used) is subject to confidentiality agreements. • Communication: We may use your contact information to send you service updates, notifications, invoices, receipts, and important account or security alerts. We may also send promotional communications or offers; however, you can opt out of marketing emails at any time. • Improvement and Analytics: Usage data and aggregated, anonymized information may be used to troubleshoot issues, analyze trends, and improve our app’s performance and features. For instance, we might look at how many users use a time-tracking feature to decide on future improvements. This analysis will not identify you personally. • Legal and Compliance: We may use or disclose information as necessary to fulfill our legal obligations, such as complying with tax law requirements, responding to lawful requests by authorities, or enforcing our terms of service. If you are using our GST compliance features, note that while we provide tools to calculate taxes, you are responsible for verifying that the tax rates and rules applied are correct for your situation. 3. How We Store and Protect Your Data We take data security seriously and implement industry-standard practices to protect your personal information : • Secure Storage: All your data (including business content and personal info) is stored on secure cloud servers. We use encryption in transit (SSL/TLS) for all communication between the app and our servers, and encryption at rest to protect data on our servers. • Access Controls: Within our organization, access to personal data is restricted to authorized personnel who need it to operate and support the service. Invoice AI Plus also features role-based access controls for users: if you invite team members or employees to your account, you can control what data they can see or edit. It is your responsibility to grant access only to trusted individuals. We are not responsible for any misuse of data by users whom you have given access to. • Retention: We retain your information only as long as necessary to provide the services or as required for legal and accounting purposes. For example, if you cancel your account or subscription, we may retain invoice records or account information for a certain period as needed for tax reporting, dispute resolution, or as required by law. After such retention is no longer required, we securely delete or anonymize your personal data. • Geographic Storage: Our primary servers are located in secure data centers (we aim to store data in Canada when feasible, but some data may be transferred to or stored on servers in other jurisdictions, such as the United States, especially if we use third-party cloud providers). Regardless of location, we ensure that your data is afforded a level of protection equivalent to Canadian standards. By using the app, you consent to the transfer of your information to these servers, which may be outside your country of residence. • Payment Data: As noted, we do not store credit card numbers or banking details on our servers. All subscription payments are handled by the App Store or relevant platform provider, which have their own stringent security and privacy protections. • No Guarantee: While we employ strong security measures, no system can be 100% secure. We therefore cannot guarantee absolute security of your information. However, we continuously update and monitor our security protocols to prevent unauthorized access or breaches. In the unlikely event of a data breach that affects your personal information, we will notify you and the appropriate authorities as required by law. 4. Sharing and Disclosure of Information Your privacy is important to us. We do not sell or rent your personal information to third parties for marketing or any other purpose . We only share your information in the following circumstances: • Service Providers: We use trusted third-party service providers to help us operate the app and deliver services (for example, cloud hosting providers, email/SMS delivery services for OTP or sending invoice emails, or AI processing services). These providers may process certain data on our behalf, but strictly for the purposes of providing their services to us. We ensure they are bound by confidentiality obligations and do not use your data for any other purpose . • Third-Party Integrations: If Invoice AI Plus integrates with third-party platforms or services at your request (for example, if in future you link the app with an accounting software or import contacts from your phone), we will only share data with those services with your consent and as needed to fulfill the integration. Any data transferred to a third-party service at your direction becomes subject to that third party’s privacy policy, and we are not responsible for how they handle your information. • Legal Requirements: We may disclose your information if required by law or lawful subpoena, or if we believe in good faith that such disclosure is necessary to (a) comply with legal obligations, (b) protect and defend our rights or property, (c) act in urgent circumstances to protect the personal safety of users or the public, or (d) investigate and prevent fraud or security issues. • Business Transfers: If iCubemedia Inc. is involved in a merger, acquisition, sale of assets, or reorganization, your data may be transferred to the successor or acquiring entity as part of that transaction. If this happens, we will ensure the new owner honors the commitments we’ve made in this policy regarding your personal information. Apart from the above, your data remains under your control and is not shared with any other parties. If we ever need to share your information for any new purpose, we will obtain your consent beforehand in accordance with privacy laws. 5. Your Rights and Choices We believe in transparency and user control regarding personal data. Subject to applicable law, including PIPEDA, you have the following rights: • Access and Portability: You have the right to access the personal information we hold about you and to request a copy of it. We will provide this in a structured, commonly used format where feasible. • Correction: You can request that we correct or update any inaccurate or incomplete personal information in your account (for example, you can update your profile or business info directly within the app, or ask us to correct any errors). • Withdrawal of Consent: Where we rely on your consent to process data (such as for marketing emails), you have the right to withdraw that consent at any time. For example, you can unsubscribe from newsletters or disable certain data collection via app settings if available. Note that if you withdraw consent for core data uses, you may lose access to some features (since certain data is essential for providing the service). • Account Deletion: You have the option to delete your account and associated personal data. You can request account deletion through the app’s settings or by contacting us. Upon verification of your identity, we will proceed to delete your data (except for any information we are required to retain for legal reasons). Once deleted, your data (invoices, records, etc.) cannot be recovered. • Challenge Accuracy: In line with PIPEDA principles, you can challenge the accuracy and completeness of your information and have it amended as appropriate . We encourage you to keep your account information up to date. To exercise any of these rights or if you have any questions about your data, you can contact us at the information provided in Part II of this policy. We will respond to your requests within a reasonable timeframe and in accordance with applicable law. Please note that for security, we may take steps to verify your identity before granting access or making corrections. 6. International Users and Legal Compliance Invoice AI Plus is available to users around the world. We primarily operate in Canada, and our data practices adhere to Canadian privacy laws, notably PIPEDA, which governs how we collect, use, and disclose personal information . PIPEDA’s principles include accountability for personal data protection, identifying purposes for collection, obtaining consent, limiting collection to what is necessary, and ensuring appropriate security safeguards, among others  . We strive to uphold these principles in all aspects of our service. If you are located in other jurisdictions (such as the European Union or United States), we also aim to comply with relevant data protection laws (like the GDPR or state laws) to the extent they apply. This means you may have additional rights under those laws (for instance, EU users have rights to erasure and to object to processing, and California users have certain disclosure and opt-out rights). We will facilitate the exercise of those rights as required by law. Our intention is to provide a privacy-protective service regardless of location. By using Invoice AI Plus, you acknowledge that your information will be processed in Canada and potentially in other countries as explained in Section 3 (Storage and Protection). These countries may have data protection rules different from your country, but we will maintain the privacy protections described in this policy. 7. Children’s Privacy Invoice AI Plus is intended for business use by adults. We do not knowingly collect personal information from children under the age of 13 (or the applicable age of digital consent in your region) . Our app and services are not directed to minors. If you are a minor, you should not create an account or use our services. If we become aware that we have inadvertently collected personal data from a child, we will delete that information promptly. Parents or guardians who believe that we might have any information from or about a child may contact us to request deletion. 8. Changes to this Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will revise the “Last Updated” date at the top of the policy. If the changes are significant, we may also provide a more prominent notice (such as by email notification or an in-app alert). We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of Invoice AI Plus after any modifications to this policy will signify your acceptance of the changes. If you do not agree with any updated terms, you should stop using the app and may request deletion of your data.