Privacy Policy.

1. Company Contact

SpeakBill is operated by VantLaunch. For any privacy-related inquiries or requests, contact us at build@vantlaunch.com.

2. Data We Collect

• Account Information: Name, email, and password (hashed).
• Business Information: Company name, address, tax ID, country, currency, and default tax rate.
• Client Information: Names, email addresses, phone numbers, and addresses of your clients.
• Invoice Data: Work descriptions, line items, pricing, and AI-generated invoice structures.
• Usage Data: Browser type, device information, and app interactions (via PostHog).
• Error Data: Crash reports and error diagnostics (via Sentry).

3. How We Use Information

We use your information for the following purposes:

• Providing the Service: Account access, invoice creation, PDF generation, email delivery, storage, and billing.
• Security and reliability: Authentication, fraud prevention, error monitoring, and abuse prevention.
• Service improvement: Product analytics and usage insights, where enabled.
• Legal compliance: Recordkeeping and responding to lawful requests where required.

4. Automated Decision-Making

Our AI-powered invoice parsing uses OpenAI and may use DeepSeek as a fallback provider to structure invoice data from your voice or text input. The AI output is presented to you for review and editing before any invoice is created. You have full control over the final content.

5. Third-Party Service Providers

We use the following third-party services to provide our Service:

• MongoDB Atlas — Database hosting. Processes all account, invoice, and client data.
• Vercel — Application hosting and serverless functions. Processes all application traffic.
• Vercel Blob Storage — Invoice PDF and file storage.
• OpenAI — AI invoice parsing. Invoice descriptions may be sent to OpenAI servers. OpenAI does not use API data for model training by default.
• DeepSeek — Fallback AI invoice parsing if configured. Invoice descriptions may be sent to DeepSeek for processing.
• Polar.sh — Payment processing and subscription management. Processes customer email and subscription data.
• Resend — Transactional email delivery (password reset, invoice sending, verification). Processes email addresses and email content.
• Sentry — Error monitoring. Processes error data, IP addresses, and browser information.
• PostHog — Product analytics. Processes usage analytics, page views, and device information. Only active if you accept analytics cookies.

6. Data Location

Our service providers may process and store information in the United States or other countries where they operate. By using SpeakBill, you understand that your information may be processed in locations outside your state or country.

7. Data Retention

• Account data: Retained for the duration of your account plus 30 days after deletion.
• Invoice data: Retained while your account is active. You may delete individual invoices at any time.
• Analytics data: Retained for up to 2 years.
• Error data: Retained for up to 90 days.

8. Your Privacy Choices

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information.

• Access: Request a copy of your personal information.
• Correction: Correct inaccurate account or business information.
• Deletion: Delete your account and associated data in Settings or by contacting us.
• Portability: Download your data in a machine-readable format where available.
• Analytics choice: Accept or decline analytics cookies via the cookie banner.

9. Cookies

We use essential cookies for session management, security, and language preference. With your consent, we also use PostHog for product analytics. You may accept or decline analytics cookies via the banner shown on your first visit. You can change your preference at any time by clearing your browser cookies and refreshing the page.

10. Contact & Complaints

For privacy inquiries or to exercise your rights, contact us at build@vantlaunch.com.

If you are a California resident or live in a state with applicable privacy rights, you may contact us to exercise those rights.