Privacy Policy

The short version: forwarded emails are used for one purpose — generating your invoice. Payments are processed by Stripe; we never see card numbers. We don’t sell your data, ever.

Who we are

MailToInvoice is operated by Zen Acquire LLC(“we”, “us”). This policy covers mailtoinvoice.com and the MailToInvoice service. Questions: privacy@mailtoinvoice.com.

What we collect, and why

• Account data — your email address, business name, address details, currency and tax defaults, and (on Pro) your logo. Used to render your invoices and sign you in.
• Forwarded emails — when you forward a client email to your private address, its content is processed to extract invoice fields (client, line items, rates, terms). We store the email’s message-ID (to prevent duplicate processing) and the structured invoice that results; our email provider retains messages according to its own policy.
• Invoices — the invoices you create, their line items, status history, and generated PDFs. This is the product; it’s yours, and you can export it (CSV) or delete your account at any time.
• Payment data — handled entirely by Stripe. We store only Stripe identifiers (account, customer, payment-link IDs), never card or bank numbers.
• Cookies — one session cookie to keep you signed in. No advertising trackers.

AI processing

Extraction is performed by third-party large language models accessed via API. The forwarded email’s text is sent to the model solely to produce the structured invoice data you asked for. We do not train models on your data ourselves; the AI providers process and may briefly retain inputs under their own data-usage terms.

Who processes data on our behalf

• OpenRouter / AI model providers — AI extraction of forwarded email content
• Resend — inbound and outbound email delivery
• Stripe — payments, payment links, and Pro subscriptions
• Neon — database hosting
• Netlify — application hosting

Each processes only what their role requires, under their own data-processing terms.

Your clients’ data

Invoices necessarily contain your clients’ names and email addresses. We use that data solely to render your invoices, send receipts, and (on Pro, at your direction) send payment reminders. We never market to your clients.

Retention and deletion

Invoices are kept while your account is active. Delete your account by emailing privacy@mailtoinvoice.com and all your data — account, invoices, PDFs, logo — is removed within 30 days, except records we must keep for legal or accounting compliance.

Your rights

Depending on where you live (GDPR, UK GDPR, CCPA), you may have rights to access, correct, export, or delete your personal data, and to object to processing. Email us and we’ll honor them — the CSV export in your dashboard covers most access requests instantly.

Changes

We’ll post any changes here and update the date above. Material changes will be announced by email to account holders.