I Need Invoice

Legal

Privacy Policy

Last updated 1 May 2026

This Privacy Policy describes how I Need Invoice (“we”, “us”) collects, uses, and protects personal information when you use the I Need Invoice web application and related services (the “Service”). I Need Invoice is built in South Africa and processes personal information in line with the Protection of Personal Information Act, 2013 (POPIA).

1. Information we collect

Information you provide

  • Account information: name, email address, password, business name, country, VAT number.
  • Customer data: client records, invoices, quotes, line items, payments, and any documents you upload to the Service.
  • Communication data: emails you send through I Need Invoice (e.g. invoices), and support messages you send to us.

Information we collect automatically

  • Usage data: pages visited, features used, IP address, browser type, device type, timestamps, and similar technical metadata.
  • Cookies and similar technologies: we use a small number of essential cookies to keep you signed in and remember settings. We do not use third-party advertising cookies.

Information from third parties

Where you connect a payment provider (PayShap, Stripe, Ozow, Stitch, Yoco, PayFast) or an email-sending domain, those providers may share delivery, bounce, or settlement data with us so we can show invoice status accurately.

2. How we use information

  • To provide, maintain, and improve the Service;
  • To send transactional emails (invoices, payment confirmations, security alerts);
  • To respond to support requests;
  • To detect and prevent fraud, abuse, or security incidents;
  • To comply with legal obligations, including tax record-keeping.

We do not sell your personal information. We do not use Customer Data to train third-party AI models.

3. Legal basis (POPIA)

We process personal information on the basis of your consent, performance of a contract with you, our legitimate interests in running and improving the Service, and where required to comply with a legal obligation. You may withdraw consent at any time by contacting us, subject to the impact this may have on your use of the Service.

4. Sharing

We share personal information only as needed:

  • Service providers / operators: hosting (Supabase, Vercel), email delivery (Resend), payment rails, and analytics tooling, all bound by appropriate data-processing terms.
  • Tax and regulatory authorities: where required by law, including future SARS clearance channels for tax invoices.
  • Business transfers: in the event of a merger or acquisition, with notice to you.

5. International transfers

Some of our service providers store data outside South Africa. Where we transfer personal information across borders, we put in place appropriate safeguards in line with POPIA.

6. Security

We use industry-standard measures to protect personal information, including encryption in transit, role-based access controls, append-only audit logs on sensitive records, and regular reviews of our security posture. No system is perfectly secure — please choose a strong password and tell us promptly if you suspect a compromise.

7. Retention

We retain personal information for as long as your account is active and as needed to provide the Service. Tax records (invoices, credit notes, related documents) are retained for at least five (5) years in line with SARS requirements, even after you close your account.

8. Your rights

You have the right to:

  • access the personal information we hold about you;
  • correct or update that information;
  • request deletion, subject to retention obligations;
  • object to or restrict certain processing;
  • lodge a complaint with the Information Regulator (South Africa).

To exercise any of these rights, email hello@ineedinvoice.com.

9. Children

I Need Invoice is intended for use by businesses and adults. We do not knowingly collect personal information from children under 18.

10. Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will notify you in-app or by email before they take effect.

11. Contact

For privacy questions or to contact our information officer, email hello@ineedinvoice.com.