Privacy Policy

Receivaro is operated as an independent software product. If you have questions about your data, contact us at privacy@receivaro.com.

This policy applies to the live Receivaro service. If our data practices or supporting providers change materially, we will update this policy and notify users where required.

When you use Receivaro, we collect and store:

• Account data: Your email address, name, and company name provided during sign-up.
• Invoice data: Invoice numbers, amounts, due dates, and descriptions that you add to the platform.
• Customer data: The names, email addresses, and phone numbers of the customers you invoice — entered by you.
• Payment metadata: Stripe checkout session IDs and payment confirmation records. We do not store card numbers or bank details.
• Reminder logs: Records of which emails were sent, when, and to whom — so you can see your collections history.
• Customer reply content: Replies sent to invoice-specific receiving addresses, including the sender, subject, message body, and your classification of the reply.
• Operational and security logs: Basic logs and audit records used to operate the service, investigate problems, and protect the platform from misuse.
• Referral data: Referral codes, the account that made a referral, the referred account, and subscription reward status.
• Business prospect data: Business contact names, work email addresses, company details, public source information, outreach history, replies, follow-up dates, and opt-out status used for Receivaro's own business development.

We process this data under the lawful basis of legitimate interest (Article 6(1)(f) UK GDPR). Receivaro is a B2B invoice collection service. The data we process is commercially necessary for the service you have contracted with us to provide. Specifically:

• Sending automated payment reminders to your customers on your behalf.
• Tracking payment status and updating invoice records when payment is received.
• Providing you with a collections dashboard and audit trail.
• Operating the referral programme and applying earned subscription discounts.
• Introducing Receivaro to relevant business contacts, recording responses, and measuring trial or subscription conversion where we have assessed an appropriate lawful basis.

• Active account: Data is retained for as long as your account is active.
• Deleted account: We delete all personal data within 30 days of account closure.
• Sales prospects: Unsuccessful prospect records are reviewed and deleted after no more than 24 months without a meaningful interaction. We may retain the minimum email and opt-out record needed to honour an unsubscribe or objection.
• Payment records: Stripe payment records may be retained longer for financial compliance purposes, in accordance with Stripe's own retention policy.

We do not sell your data. We use the following third-party services to operate Receivaro:

• Resend — email delivery and inbound processing used for service messages, customer reminders, and Receivaro's own business outreach.
• Stripe — payment processing and Stripe Connect for collecting payments on your behalf.
• Neon / managed PostgreSQL infrastructure — database hosting used to store account, invoice, customer, reminder, and audit data.
• Render — cloud hosting provider where the application runs.
• SMS Works — SMS delivery provider used if you enable SMS reminders.
• Cloudinary — media hosting used if you upload business logos or similar assets.
• Your configured SMTP provider — email delivery provider used if SMTP fallback is enabled on your workspace.

Some providers may process data outside the UK/EU depending on their infrastructure and your configuration. Where that happens, we rely on the provider's applicable transfer safeguards and contractual protections.

Under UK GDPR, you have the right to:

• Access the data we hold about you.
• Correct inaccurate data.
• Delete your account and associated data (right to erasure).
• Object to our processing.
• Portability — receive a copy of your data in a portable format.

To exercise any of these rights, email us at privacy@receivaro.com. We will respond within 30 days.

You also have the right to complain to the UK Information Commissioner's Office (ICO) if you believe your personal data has been handled unlawfully.

Cookies

Receivaro uses session cookies only, to keep you signed in. We do not use tracking cookies or third-party analytics scripts.

When you add customer email addresses and send reminders through Receivaro, you are the data controller for your customers' data. Receivaro acts as a data processor on your behalf. You are responsible for ensuring you have a lawful basis to contact your customers (for invoice collection, this is typically legitimate interest or contractual necessity).

Every reminder email we send on your behalf includes contact information for your business and a way for your customers to raise queries about the invoice directly with you.

If you obtain customer data from another source rather than directly from the customer, you remain responsible for providing any privacy information and notices required by law.

Changes to this policy

If we make material changes to this policy, we will notify you by email and update the “Last updated” date above. Continued use of the service after notification constitutes acceptance of the updated policy.

Questions about this policy? Email privacy@receivaro.com.