Privacy Policy
Effective August 30, 2026
The short version: we collect what's needed to run an invoicing service and nothing more. Your business records belong to you. We don't sell data, we don't run ads, and we don't put trackers in the product.
What we collect
- Your account — your name, email address, and a password we store only in encrypted form.
- Your business — the company details you add so they can appear on your invoices.
- Your records — the invoices, customers, and products you create here or sync from QuickBooks with your permission.
- Payment records — the status and amount of payments processed by Stripe. Card numbers never touch our servers.
- Logs — routine server logs (IP address, browser, pages requested) kept briefly for security and debugging.
What we use it for
Running the service, supporting you, billing you, and keeping the service secure. That's the whole list.
Your clients' information
When you add a client's name, email, or address, we process it only on your behalf and only to create, send, and collect your invoices. We never contact your clients for our own purposes and never use their information for marketing.
Who else touches it
A few services help us run Ultimate Invoice, each seeing only what its job requires:
- Render — hosts the application and database (United States).
- Cloudflare — stores uploaded files, like your logo and invoice PDFs.
- Postmark — delivers the emails the app sends.
- Surge — delivers the text messages the app sends, when you or your clients ask for them.
- Stripe — processes payments, and our own subscription billing.
- Intuit — when you connect QuickBooks, data syncs to and from your QuickBooks company at your instruction.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Cookies
One cookie, to keep you signed in. No third-party trackers, no advertising pixels, no analytics that follow you around the web.
How we protect it
Everything travels over encrypted connections and is encrypted at rest. Credentials and tokens are kept in encrypted storage, and access inside the company is limited to the people who need it to help you.
How long we keep it
As long as you have an account. If you close it, we delete your personal data; financial records are kept only as long as bookkeeping and tax law require, and backups age out on a fixed schedule.
Text messages
We value your privacy and make every effort to respect your wishes and personal information. This section explains how we collect, use, and manage phone numbers.
Collection of phone numbers
We collect your phone number only when you voluntarily provide it to us — for example, during transactions, inquiries, or when you sign up to receive notification messages. You can opt in to receive these SMS messages by providing your phone number.
Use of phone numbers for SMS
SMS messaging charges may be applied by your carrier. We will only share your phone number with our SMS provider, subject to their privacy policy.
Opting out of messages
If at any time you wish to stop receiving messages from us, you can opt out by texting STOP.
Privacy of phone numbers
Once you have opted out, we will not send you any more SMS messages, nor will we sell or transfer your phone number to another party.
Your rights
You can export your data, correct it, or ask us to delete it at any time — email support@ultimateinvoice.com and a person will handle it.
Changes
We may periodically update this policy. If we change it in a way that matters, we'll email you before the change takes effect and place a prominent notice on our site.