Privacy Policy

1. Our Role

Customer Data. When a business ("Customer") uses the Service, we process the information in its mailbox, Slack workspace and QuickBooks company on the Customer's behalf and under its instructions. For this data we act as a processor or service provider, and the Customer is the controller. If you are an employee of a Customer or a supplier named on an invoice, please send privacy requests to that Customer first — we will help them respond.

Account and Website Data. We are the controller for the information we collect to manage Customer accounts, billing and support, and for visits to the Website.

2. Information We Collect

2.1 Customer Data (processed on the Customer's behalf)

• Email (Gmail / Google Workspace). Messages that the Customer routes to its accounts-payable label: sender, recipients, subject, date, message text and attachments (invoices and related documents). The Service is designed to read only messages carrying that label, and it adds a label to each message it has processed.
• Invoice content. Data on invoices, such as supplier names and contact details, invoice numbers, dates, line items, amounts and tax. Supplier bank details are stored in masked form only, so a change can be detected without keeping the full account number.
• QuickBooks Online. Vendor list, chart of accounts, classes and related reference data, and the bills the Service creates or updates, with the original document attached.
• Slack. Slack user and channel IDs, display names of approvers, the messages and approval cards the Service posts, and the approve or reject actions people take on them.
• Workflow records. Approvals, comments, exceptions, settings and an audit log of actions taken in the Service.

2.2 Account Data

• Information received from Google Cloud Marketplace when a Customer subscribes: Google Cloud account and entitlement identifiers, the plan chosen, and subscription status.
• Names and business email addresses of Customer administrators and dashboard users.
• Billing usage records, such as the number of invoices processed per month. These records contain no invoice content.
• Support requests and other communications with us.

2.3 Technical Data

• Service logs (timestamps, request and job identifiers, error messages and performance data) used to operate and secure the Service. Logs are designed to exclude invoice content, credentials and bank details.
• Our Website does not use analytics or advertising cookies. The InvoiceBloom dashboard uses only essential cookies needed to keep users signed in.

3. How We Use Information

We use Customer Data only to provide the Service to that Customer:

• to read, classify and extract invoices; check for duplicates, errors and changed bank details; match vendors and suggest GL accounts;
• to send invoices for approval in Slack and create approved bills in QuickBooks Online;
• to show metrics, exceptions and audit history in the Customer's dashboard;
• to provide support, keep the Service secure, and fix problems at the Customer's request.

We use Account Data and Technical Data to manage subscriptions, report usage to Google Cloud Marketplace for billing, communicate with Customers, secure and improve the Service, and meet legal obligations.

We do not sell personal information, use it for advertising, or use Customer Data to train AI models.

4. Artificial Intelligence

The Service uses Google's Gemini models through Google Cloud Vertex AI to classify documents, extract invoice data, choose between similar vendors and suggest GL accounts. Invoice content is sent to Vertex AI only to perform these tasks. Google processes it as our subprocessor under its Google Cloud terms and does not use it to train its models. AI output is checked by rules and is never acted on without a person's approval: no bill is created without a person's approval.

5. Google User Data (Gmail)

InvoiceBloom's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Gmail data only to provide the invoice-processing features the Customer can see in the Service.
• We do not transfer Gmail data to others except as needed to provide those features (for example, invoice content to Vertex AI for extraction), to comply with law, or as part of a merger or acquisition with notice to the Customer.
• We do not use Gmail data for advertising, and we do not sell it.
• Humans do not read Gmail data except with the Customer's consent for specific messages (for example, a support request), for security purposes such as investigating abuse, or to comply with law.
• We do not use Gmail data to develop, improve or train generalized AI or machine-learning models.

6. How We Share Information

We share information only with:

• Service providers (subprocessors) that host or operate the Service for us under contracts that protect the data: Google LLC (Google Cloud: hosting, database, storage, Vertex AI, logging; Google Cloud Marketplace: billing).
• Services the Customer connects. When a Customer connects Gmail, Slack or QuickBooks Online, data is exchanged with Google, Slack Technologies and Intuit as needed to provide the Service. Their own privacy policies apply to their services.
• Legal and safety reasons: when required by law, or to protect the rights, safety and security of our users, the public or us.
• Business transfers: in a merger, acquisition or sale of assets, subject to this Policy, with notice to Customers.

7. Where Data Is Stored

Each Customer has a dedicated, isolated environment (its own database, file storage, encryption keys and credentials) hosted on Google Cloud in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

8. How We Protect Information

• A separate environment for each Customer, so no Customer database or file storage is shared.
• Encryption in transit (TLS) and at rest; Gmail and QuickBooks connection tokens are additionally encrypted by us.
• Least-privilege service accounts; secrets kept in Google Secret Manager.
• Invoice files are private and opened only through short-lived signed links.
• Dashboard access requires authentication.
• An audit log of actions that cannot be edited by the Service.
• Hardened containers, pinned dependencies and automated vulnerability scanning before release.

No system is completely secure. If we learn of a security incident affecting Customer Data, we will notify the affected Customer without undue delay and in any case within 72 hours.

9. Retention and Deletion

• During a subscription, we keep Customer Data for as long as the Customer uses the Service. Customers can ask us to delete specific records.
• After a subscription ends, the Service stops processing email. We delete the Customer's environment, including its database, files, tokens and keys, within 30 days, unless the Customer asks for an export first. Backups expire within 7 days of deletion, and logs within 30 days.
• Account and billing records are kept for as long as needed for legal, tax and accounting purposes (up to 7 years).
• Bills created in QuickBooks Online and messages posted in Slack stay in the Customer's own accounts and are controlled by the Customer.

Customers can disconnect InvoiceBloom at any time from their Google account, Slack workspace settings or QuickBooks Online settings.

10. Your Rights

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent. This includes rights under laws such as the GDPR and the California Consumer Privacy Act. To make a request, contact us at contactus@bloomwell.cc. If your information is Customer Data, we will pass your request to the relevant Customer and assist them. We will not discriminate against you for exercising your rights.

11. Children

The Service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children.

12. Changes to This Policy

We may update this Policy. If we make material changes, we will notify Customers by email or in the Service at least 30 days before the changes take effect, and we will update the effective date above.

13. Contact Us

Questions about this Privacy Policy can be directed to:

JG Solutions
InvoiceBloom
contactus@bloomwell.cc