InvoiceVacuum privacy policy

Effective date: 23 October 2026

InvoiceVacuum is operated by Michael Chachashvili, Israel, using the Shopping Ads Solutions business name. Michael Chachashvili is responsible for the service’s handling of personal data. Privacy and deletion requests can be sent to michael@shoppingadssolutions.com.

What the service does

InvoiceVacuum collects invoice documents from connected Gmail inboxes and an assigned WhatsApp Business number, identifies the provider, receiving business and printed invoice issue date, and files confirmed documents in the workspace owner’s Google Drive. Uncertain details require review. The current pilot is a private workspace for its configured owner; there is no public registration.

Information accessed and retained

Google sign-in provides the account identity needed to restrict workspace access. When an owner connects an inbox, Gmail read-only access lets the service examine message content, sender details, filenames and attachments throughout that inbox for invoices. InvoiceVacuum does not send email, change messages or delete Gmail messages. It retains connection credentials, message checkpoints, discovered invoice details, outcomes and aggregate run reports. Non-invoice email bodies are not retained as a mailbox archive.

Google Drive access is limited to files and folders created or opened for this app through its granted permissions. The app creates its destination folder and invoice hierarchy, uploads confirmed originals and checks destination permissions. It does not request unrestricted access to every Drive file.

WhatsApp submissions pass through WhatsApp/Meta. The service accepts supported photos and PDFs only when the business account, destination number and approved sender match its configuration. It retains an encrypted sender allowlist and connection credential, minimal encrypted metadata for pending downloads, invoice originals when review is needed, and intake outcomes and message identifiers for reporting and duplicate prevention. Captions and contact profiles are not retained by the invoice-intake workflow. Unknown senders’ submission content is ignored. When enabled, automated replies acknowledge files, ask about missing details, link to the private invoice form, and report filing outcomes to the approved sender.

When shared chat is enabled, approved WhatsApp text replies and website messages are kept in a common invoice or support conversation. Stored records include message text, original answers, the channel and account or sender identity, server timestamps, provider message references when available, and previous and revised invoice details. Contents are encrypted at rest. Earlier answers are retained when corrected; the application links events to help detect changes to its history. General support text does not automatically change a filed invoice.

For company-name review, the service retains a bounded encrypted issuer-text excerpt and, after human approval, a supplier name paired with an issuer tax or registration identifier. These confirmations help suggest names within the same workspace; they are not shared across clients or used to train an AI model. An unanswered suggestion remains an unconfirmed draft. Short invoice-review links require sign-in. The service records the first authenticated opening in the conversation and keeps opening counts and first/last timestamps. These are request observations, not proof of reading or consent. No external link-shortening service, IP or user-agent analytics, or new tracking cookie is used. Source erasure removes the related issuer confirmations and review-link records.

How information is used and shared

Information is used to collect, review, file and report invoices; authenticate workspace access; prevent duplicate filing; maintain security; and recover the service. Automated invoice parsing and OCR run locally on the server. That automated workflow does not send invoice or email content to external AI services or use it for model training. Information is not sold, used for advertising, or shared with advertising services.

Google supplies sign-in, Gmail, Drive and the cloud hosting/storage used for the current pilot. Meta supplies WhatsApp delivery and media retrieval. Gmail scanning does not send email bodies or attachments to Meta. If the owner explicitly associates an invoice conversation with an approved WhatsApp sender, its invoice questions, proposed or confirmed fields, and replies are sent through Meta to that sender. Filed documents are accessible according to the configured private Drive destination. Workspace access is limited to the configured owner, any explicitly configured reader and accountants explicitly granted read-only invoice access by the owner. An accountant grant covers all invoices and receiving businesses in that workspace, including viewing and downloading originals and exporting reports. It does not grant access to inbox contents outside collected documents, shared support conversations or workspace controls. Accountants sign in with Google identity only; their own Gmail and Drive permissions are not requested. The app retrieves available filed originals using the existing app-specific Drive grant, without adding the accountant to Drive permissions. Grants, removals and access activity are logged. The owner can remove access and end sessions; previously downloaded copies cannot be recalled. Technical support may inspect specific private data only with authorization, or when necessary to address a security incident or comply with an applicable legal requirement.

InvoiceVacuum follows the Google API Services User Data Policy, including its Limited Use requirements: Google API Services User Data Policy

Security and storage

The service uses HTTPS, restricted workspace access, expiring and revocable sessions, owner confirmation for credential and privacy changes, encrypted stored credentials and retained originals, isolated attachment parsing, and encrypted backups. These measures reduce risk; they do not guarantee that every security incident can be prevented.

Retention and your controls

The owner can pause collection and disconnect a source. Disconnecting removes the app’s stored source credential and stops further source work after the current operation; existing reports and filed Drive documents remain. Revoking Google or Meta access through those providers is a separate action.

Filed, duplicate and excluded originals are removed from local app storage. Originals awaiting review remain until resolved, erased, or removed under an owner-selected retention period. Automatic review-original expiry is disabled by default; the owner can select 30, 90 or 365 days from collection. Reporting metadata remains until source erasure. Pending WhatsApp download metadata is removed when import finishes or the submission is cancelled or permanently fails; intake outcomes and duplicate-prevention identifiers remain until source erasure.

The owner can erase retained local source data through Security & privacy after disconnecting, pausing collection and confirming identity. This does not delete Gmail messages, WhatsApp chats, or filed Google Drive documents. Delete provider copies through the respective provider. Encrypted backups have their own retention and recovery periods, so local erasure does not instantly remove every older backup copy. Restoring an older backup requires reapplying erasure requests before collection resumes.

Conversation histories remain until explicit erasure; there is no automatic chat-history expiry. Source erasure also removes conversations linked to that source or its documents. The owner can separately export and erase a support conversation after confirming identity. Sent-message bodies in the temporary dispatch queue are cleared on terminal status; the encrypted conversation history remains for support and record keeping. Local histories are application records, not certified legal archives or a guarantee of a particular legal retention period.

Deletion requests

To request removal of your submission or workspace data, email michael@shoppingadssolutions.com and identify the relevant workspace or sender number. Do not email passwords, access tokens or invoice contents unless specifically needed and agreed through a secure support process. We verify authority before removing private data and explain which provider-held copies require separate action.

Changes

Material changes to how connected-account data is used will be disclosed before the new use begins, with renewed permission where required.