Privacy Policy

PayChase AI OÜ ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered invoice automation services.

As a company based in Estonia, we comply with both the European Union's General Data Protection Regulation (GDPR) and applicable United States privacy laws, including the California Consumer Privacy Act (CCPA).

Information We Collect

Personal Information

• Account Information: Name, email address, phone number, company name, and billing address
• Business Information: Invoice data, client information, payment details, and business communications
• Financial Information: Payment method details, billing information, and transaction history
• Communication Data: Emails, support tickets, and other communications with us

Automatically Collected Information

• Usage Data: How you interact with our services, features used, and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience

How We Use Your Information

Legal Basis for Processing (GDPR)

We process your personal data based on the following lawful basis:

• Contract Performance: To provide our invoice automation and AI services
• Legitimate Interest: To improve our services, prevent fraud, and ensure security
• Consent: For marketing communications and non-essential cookies
• Legal Obligation: To comply with applicable laws and regulations

Specific Uses

• Provide and maintain our invoice automation services
• Process payments and manage billing
• Generate AI-powered follow-up emails and payment reminders
• Integrate with third-party services (QuickBooks, Stripe, etc.)
• Provide customer support and technical assistance
• Analyze usage patterns to improve our services
• Send important service updates and notifications
• Comply with legal and regulatory requirements

Information Sharing

We do not sell, trade, or rent your personal information. We may share your information in the following circumstances:

• Service Providers: With trusted third-party vendors who help us operate our services (payment processors, email services, hosting providers)
• Business Integrations: With third-party services you choose to integrate (QuickBooks, Stripe, etc.)
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Protection of Rights: To protect our rights, property, or safety, or that of our users

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication mechanisms
• Employee training on data protection practices
• Incident response and breach notification procedures

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Account Data: Until you delete your account or request deletion
• Business Records: For 7 years after account closure for legal and tax purposes
• Marketing Data: Until you opt out or request deletion
• Technical Logs: Typically 12-24 months for security and performance monitoring

Your Rights

GDPR Rights (EU Residents)

• Right of Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Request transfer of your data to another service
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for data processing

CCPA Rights (California Residents)

• Right to Know: Request information about personal data collection and use
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Opt out of the sale of personal information (we don't sell data)
• Right to Non-Discrimination: Not be discriminated against for exercising privacy rights

To exercise these rights, please contact us at privacy@paychase.ai. We will respond to your request within 30 days (GDPR) or 45 days (CCPA).

Third-Party Integrations

Our service integrates with various third-party platforms to provide comprehensive invoice automation. These integrations are subject to their respective privacy policies:

• QuickBooks: Accounting data synchronization
• Stripe: Payment processing
• Email Providers: Automated communication services
• Analytics Services: Service improvement and performance monitoring

International Data Transfers

As we operate globally, your personal information may be transferred to and processed in countries outside the European Economic Area (EEA) or your country of residence. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for transfers to countries with adequate protection
• Additional safeguards where necessary to ensure data protection

Children's Privacy

Our services are designed for businesses and are not intended for individuals under 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. For significant changes, we may also send you an email notification.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Artificial Intelligence Processing

Our service uses artificial intelligence and machine learning to:

• Generate personalized follow-up emails for unpaid invoices
• Analyze payment patterns and predict optimal follow-up timing
• Optimize email content for better response rates
• Detect and prevent fraudulent activities

All AI processing is performed in accordance with this Privacy Policy and applicable data protection laws. You can opt out of certain AI features through your account settings.