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 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 go by WhatsApp only, through the Meta WhatsApp Cloud API, 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 messages
Messages are sent by WhatsApp only, through the Meta WhatsApp Cloud API; MyInvoiceDB does not send SMS or email. Nothing about an invoice is sent anywhere until you press send. When you do, the app sends us: the customer phone number, the invoice number, due date, total and balance due, the customer name, your business name and a message ID. We pass the phone number and invoice details to Meta, which delivers the message from the MyInvoiceDB WhatsApp number, and we store a log entry (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 they have agreed to receive billing messages from you on WhatsApp, as the WhatsApp Business Messaging Policy requires.
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 and analytics
myinvoicedb.com uses Google Analytics with IP anonymisation to count visits and clicks on download 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 CA portal uses 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 send a suggestion from the app, 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
- ✓Meta Platforms (WhatsApp Cloud API): WhatsApp message 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; Meta receives only the WhatsApp message details and the ad-measurement events described above
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. When you delete your account, your account details are erased at once and message logs lose the recipient and invoice details.
13
How to delete your account
You can delete your account yourself inside the MyInvoiceDB app. The app asks you to export your data first, because deletion is permanent and cannot be undone.
- ✓1. Open the app and go to Settings → Delete Account.
- ✓2. Step 1, Export your data: save the encrypted backup file (.crmbak) and keep its password safe. You can restore it in MyInvoiceDB later.
- ✓3. Step 2: type DELETE and press Delete My Account. This button unlocks only after your backup is saved.
- ✓4. We delete your account, its Google sign-in link, the business details saved online and your message wallet right away. The app then erases all business data on that device.
- ✓5. We keep only wallet top-up and message-charge records, with your customers' phone numbers and invoice details removed, for as long as Indian tax law requires.
- ✓6. Any wallet balance left is lost when the account is deleted. Email support before deleting if you need help with it.
- ✓Cannot open the app? Email support@myinvoicedb.com from your account email with the subject "Delete my account". We confirm and delete it within 30 days.
- ✓Backup files you saved and backups in your Google Drive belong to you and are not deleted. To remove Drive backups, open Google Drive → Settings → Manage apps → MyInvoiceDB → Options → Delete hidden app data.
14
Your rights
You can ask us to show, correct or delete the personal data we hold by emailing support@myinvoicedb.com from the account email; we answer within 30 days. You can delete your whole account yourself in the app (see "How to delete your account"), 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.
15
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 inside the app.
