Clear and practical
Summary
Your day-to-day billing data never leaves your computer unless you choose to back it up or send a message. Online, we keep only what is needed to run your account, the prepaid message wallet and support. We do not sell personal data. We advertise MyInvoiceDB on Meta (Facebook and Instagram) and measure those ads as described under "Website, portal and analytics".
01
Summary
Your day-to-day billing data never leaves your computer unless you choose to back it up or send a message. Online, we keep only what is needed to run your account, the prepaid message wallet and support. We do not sell personal data. We advertise MyInvoiceDB on Meta (Facebook and Instagram) and measure those ads as described under "Website, portal and analytics".
- ✓Invoices, customers, products and stock stay in a local database on your PC
- ✓One-time Google sign-in gives us your Google account ID, email address and name
- ✓Wallet top-ups are processed by Razorpay; we never see card, UPI or bank credentials
- ✓Messages you choose to send pass through MSG91 with the recipient and invoice details you selected
02
Data that stays on your PC
The Windows application stores all operational records in a local SQLite database (Documents\crm_database.db on the billing PC): customers, suppliers, products and stock, invoices, estimates, credit and debit notes, purchase records, expenses, payroll, payment ledgers, staff logins, the audit log, your company profile with GSTIN and logo, invoice templates, and every PDF or Excel file you export. This data is never uploaded to us. Uninstalling the app does not delete the database file; you can delete or copy it yourself at any time.
03
Google sign-in
The app is unlocked with a one-time Google sign-in. Google sends us your Google account ID, email address and display name. We use them to create your customer account, own your message wallet, give you installer downloads and identify you when you write to support. The sign-in token is stored on your PC encrypted with Windows Data Protection (DPAPI). We never receive or store your Google password. You can remove access at any time at myaccount.google.com/permissions; signing out in the app does the same on that PC.
04
Google Drive backup (optional)
If you turn on Drive backup, the app asks Google for permission to create files in your own Google Drive (the drive.file and drive.appdata scopes). Backup copies of your database are written to your Drive only. MyInvoiceDB servers do not receive, read or hold these files, and the Drive credential stays encrypted on your PC. Revoke the permission from your Google account settings whenever you want.
05
Wallet and payments
Razorpay handles checkout for wallet top-ups. We receive and store the Razorpay order ID, payment ID, amount, status, the gateway fee deducted and the time of payment, together with your account ID. Full card, UPI or bank details are entered on Razorpay pages and never reach us. The wallet ledger (top-ups, per-message charges, refunds) is kept as an accounting record.
06
Sending WhatsApp, SMS and email messages
Nothing about an invoice is sent anywhere until you press send. When you do, the app sends us: the recipient phone number or email address, the invoice number, due date, total and balance due, the customer name, your business name and a message ID. We forward this to MSG91 to deliver the message and store a log entry (channel, recipient, invoice summary, status, charge or refund) to bill the wallet, refund failed messages and block duplicates. Your customers are your data subjects: make sure you have their consent to receive billing messages, as required by TRAI DLT and WhatsApp rules.
07
Device identifier
Message requests and desktop sign-in include the Windows machine ID of the billing PC. It links the app installation to your account, helps stop wallet abuse and lets support diagnose delivery problems. It is not used for advertising or cross-site tracking.
08
App updates and the Microsoft Store
The website-installer edition reads a version record from our servers to offer updates; no personal data is sent for this check. The Microsoft Store edition is installed and updated by the Store under the Microsoft privacy statement. Both editions store your billing data in the same local file.
09
Website, portal and analytics
myinvoicedb.com uses Google Analytics with IP anonymisation to count visits and clicks on download and sign-in buttons. When you click Download we also record the time, the button used, your language, the campaign tags on the link you arrived from, your browser type and a one-way hash of your IP address that changes every day; this counts downloads and measures our Meta (Facebook and Instagram) ads. If you arrive from a Meta ad, the Meta Pixel sets the _fbp and _fbc cookies and we send Meta a "Lead" event with your IP address, browser type and those cookie values through the Meta Conversions API, so Meta can attribute the download to the ad. We do not build remarketing audiences from your billing data. The customer portal and CA portal use Firebase Authentication and Firebase App Check, which store only the technical cookies and browser storage needed to keep you signed in and to block automated abuse.
10
Support, suggestions and contact
When you email support or submit a suggestion from the portal, we keep the message, your account email and any files you attach so we can reply and improve the product. Do not send passwords, card numbers or bank details.
11
Who processes the data and where
We run on Google Firebase (Cloud Firestore, Cloud Functions and Hosting) with servers in India (Mumbai, asia-south1) and the United States (us-central1). Other processors act only on our instructions for the purpose listed:
- ✓Google: sign-in, Drive backup, Analytics
- ✓Razorpay: wallet payments
- ✓MSG91: WhatsApp, SMS and email delivery
- ✓Microsoft: Microsoft Store distribution and updates
- ✓Meta Platforms: measurement of our Facebook and Instagram ads (Meta Pixel and Conversions API)
- ✓No data is sold or rented; only the ad-measurement events described above are shared with Meta
12
How long we keep data
Local data stays on your PC until you delete it. Account details and the wallet ledger are kept while your account exists and afterwards only as long as Indian tax and accounting law requires. Message logs are kept for billing and refund disputes and then removed. Temporary records such as duplicate-message checks, payment webhook events and rate limits expire automatically.
13
Your rights
You can ask us to show, correct or delete the personal data we hold, or to close your account, by emailing support@myinvoicedb.com from the account email. We answer within 30 days. Wallet balance is settled before an account is closed, and we keep only what the law requires. Data on your PC is under your control: delete the database file to erase it. Under the Digital Personal Data Protection Act, 2023 you may also raise a grievance at the same email address.
14
Security, children and changes
All traffic uses HTTPS; server access is limited by Firebase security rules; tokens on your PC are encrypted with Windows DPAPI; no passwords are stored by us. You are responsible for securing the billing PC and keeping backups. MyInvoiceDB is a business tool and is not intended for anyone under 18. When this policy changes we update the date at the top of this page; material changes are also announced in the customer portal.
