Privacy Policy

Platform Owner: Bileeta (Pvt) Ltd. · Website: https://www.invoicebridge.lk · Contact Email: info@invoicebridge.lk

1. Introduction

At InvoiceBridge, we respect your privacy and are committed to protecting the information you share with us.

InvoiceBridge is a digital invoice conversion and processing platform that allows businesses to upload, validate, convert, generate, download, and manage invoice documents through file upload, API integration, and AI-assisted invoice extraction.

This Privacy Policy explains how we collect, use, store, share, and protect information when you access our website, register for an account, use our platform, upload invoice data, connect through APIs, or interact with our services.

By using InvoiceBridge, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect different types of information depending on how you use InvoiceBridge.

2.1 Account and Business Information

When you register or onboard your business, we may collect:

• Company name
• Business registration details
• Tax identification details
• VAT registration information
• Registered business address
• Contact person name
• Email address
• Telephone or mobile number
• User login details
• Billing and subscription information

2.2 Invoice and Document Data

When you use InvoiceBridge to process invoices, we may collect and process:

• Invoice numbers
• Invoice dates
• Supplier details
• Customer or purchaser details
• Product or service descriptions
• Quantity, value, tax, and total amounts
• Uploaded PDF, Excel, CSV, image, JSON, XML, or ZIP files
• Generated invoice documents
• Validation results and processing status

Some uploaded invoice documents may include personal data relating to your customers, suppliers, employees, or other business contacts.

2.3 API and Technical Data

When your ERP, POS, accounting, billing, or other business system connects to InvoiceBridge through API, we may collect:

• API request and response logs
• IP address
• Device and browser information
• System identifiers
• Authentication tokens or API key references
• Error logs
• Usage timestamps
• Processing status

2.4 Payment and Billing Information

For paid plans, we may collect:

• Selected subscription plan
• Invoice usage count
• Payment status
• Billing contact details
• Transaction references
• Tax invoice details related to subscription charges

Payment card or bank account information may be processed by a third-party payment service provider, depending on the payment method enabled.

2.5 Website and Cookie Data

When you visit our website, we may collect basic technical and usage information such as:

• Browser type
• Device type
• Pages visited
• Time spent on pages
• Referral source
• Cookies or similar tracking technologies

This helps us improve website performance, security, and user experience.

3. How We Use Your Information

We use the collected information to deliver, manage, and improve InvoiceBridge.

We may use your information to:

• Create and manage customer accounts
• Verify business and billing details
• Process uploaded invoices and documents
• Extract invoice information using AI-assisted tools
• Validate invoice data
• Generate standardized invoice outputs
• Enable API-based invoice processing
• Provide invoice history and usage dashboards
• Manage subscription plans and billing
• Send service notifications and important updates
• Provide customer support
• Monitor system performance and security
• Prevent misuse, fraud, or unauthorized access
• Improve platform functionality and user experience
• Comply with applicable legal, tax, regulatory, and audit requirements

4. AI-Based Invoice Extraction

InvoiceBridge may use AI-assisted document processing to read and extract information from uploaded invoices, PDFs, scanned documents, and images.

The AI extraction feature may process invoice-related information such as supplier details, customer details, invoice number, invoice date, line items, tax values, and totals.

Where AI extraction is used:

• Extracted data may be shown to the user for review before final generation.
• Users are responsible for verifying and correcting extracted information.
• Low-confidence or unclear fields may require manual review.
• InvoiceBridge does not guarantee that AI extraction will be error-free.
• Uploaded invoices and extracted data will be handled according to this Privacy Policy and applicable retention settings.

As described in our Terms and Conditions, your data — including uploaded invoice data — may be used to train and improve InvoiceBridge's own AI models. It is not sold or shared with third parties for their own purposes, except where required by law.

5. Legal Basis and Customer Responsibility

InvoiceBridge processes information to provide the services requested by customers, support contractual obligations, maintain platform security, manage billing, and comply with applicable legal requirements.

Customers are responsible for ensuring that they have the required authority, consent, or legal basis to upload and process invoice data containing personal or business information of their customers, suppliers, employees, or other parties.

InvoiceBridge acts as a technology service provider and does not provide tax, legal, or regulatory advisory services.

6. How We Share Information

We do not sell your personal data.

We may share information only where necessary to operate, support, secure, or legally comply with our services. Information may be shared with:

• Cloud hosting providers
• Payment service providers
• Email and notification service providers
• Analytics and monitoring providers
• Customer support and technical service teams
• Professional advisors such as auditors, legal advisors, or tax consultants
• Regulatory or government authorities, where legally required
• Integration partners, where authorized by the customer

If future direct regulatory submission features are enabled, invoice data may be transmitted to the relevant authority or approved system only based on customer configuration, authorization, and applicable legal requirements.

7. Data Security

We apply reasonable technical and organizational measures to protect information processed through InvoiceBridge. Security controls may include:

• User authentication
• Role-based access control
• API authentication
• Encryption in transit
• Secure document storage
• Access logging
• Activity monitoring
• Backup and recovery procedures
• Restricted internal access
• Tenant-level data separation

However, no digital platform can guarantee absolute security. Customers are also responsible for protecting their login credentials, API keys, and user access.

8. Data Retention

We retain information only for as long as necessary to provide the service, comply with legal obligations, resolve disputes, support audits, and maintain business records.

Invoice and document retention may depend on the customer's selected package or service agreement. For example:

• Free / Trial — Limited retention based on platform policy
• Starter — Standard invoice history retention
• Pro — Up to 3 months data retention
• Enterprise — Up to 1 year data retention or as agreed

Backup copies may remain for a limited period after deletion due to system backup and disaster recovery processes.

Customers may request deletion of eligible data, subject to legal, tax, audit, and contractual retention requirements.

9. User Access and Control

Authorized users may access, update, correct, download, or manage information through the InvoiceBridge platform, depending on their role and permission level. Customer administrators are responsible for:

• Creating and removing user accounts
• Assigning correct access rights
• Reviewing user activity
• Managing API credentials
• Ensuring only authorized users access invoice data

10. Cookies and Tracking Technologies

InvoiceBridge may use cookies and similar technologies to improve website functionality, remember user preferences, analyze traffic, and enhance security.

Users may control cookies through browser settings. However, disabling cookies may affect certain website or platform features.

11. International Data Processing

Depending on the cloud infrastructure, service providers, or integrations used, information may be processed or stored in locations outside Sri Lanka.

Where cross-border processing is required, InvoiceBridge will take reasonable steps to ensure that appropriate safeguards are applied in line with applicable data protection requirements.

12. Data Subject Rights

Subject to applicable laws, individuals may have rights regarding their personal data, including the right to request access, correction, deletion, restriction, or objection to certain processing activities.

Where InvoiceBridge processes personal data on behalf of a business customer, requests relating to invoice data may need to be directed to that customer as the primary data controller.

To submit a privacy-related request, contact us using the details provided in this policy.

13. Third-Party Links and Integrations

InvoiceBridge may contain links to third-party websites, services, payment gateways, or integration platforms.

We are not responsible for the privacy practices, security, or content of third-party services. Users should review the privacy policies of those third parties before using their services.

14. Children's Privacy

InvoiceBridge is designed for business users and is not intended for use by children.

We do not knowingly collect personal information from children through the platform.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, technology, or business operations.

When changes are made, we will update the “Last Updated” date. Significant changes may be communicated through email, platform notification, or website notice.

Continued use of InvoiceBridge after the updated policy becomes effective means you accept the revised policy.

16. Contact Us

For privacy-related questions, requests, or concerns, please contact:

• Platform Owner: Bileeta (Pvt) Ltd.
• Website: https://www.invoicebridge.lk
• Contact Email: info@invoicebridge.lk