Privacy Policy

Last updated: September 25, 2026

This Privacy Policy explains how Voince ("we", "us", "our") collects, uses, stores, and protects your personal data when you use our invoice-processing service at voince.com (the "Service").

1. Who we are

Voince is a software-as-a-service product that extracts structured data from PDF invoices using a locally-hosted language model. The Service is operated by the Voince team. For privacy questions, contact us at [email protected].

2. Data we collect

2.1 Account data

  • Email address
  • Password (stored as a bcrypt hash — the plaintext is never retained)
  • If you sign in with Google or GitHub: the provider's user ID and the verified email address they return
  • Account creation date, plan status, monthly usage counters

2.2 Invoice data

  • The PDF files you upload
  • The text extracted from those PDFs
  • The structured data the AI extracts (supplier, invoice number, dates, amounts, line items)
  • Validation results

2.3 Billing data

  • Cryptocurrency payments are processed by Trybit. We do not receive or store your wallet keys or card details. We receive the payment amount, currency, timestamp, and the transaction identifier from Trybit's webhook.
  • Internal balance ledger entries (top-ups and subscription charges)

2.4 Technical data

  • Session cookies (essential, see Section 5)
  • Language preference cookie
  • Server logs may include IP address, timestamp, HTTP method, and requested URL for security and debugging purposes

3. How we use your data

  • To provide the Service: process your invoices, store the results, display them in your account
  • To authenticate you and manage your account
  • To enforce monthly usage limits and process subscription payments
  • To prevent abuse, fraud, and security incidents
  • To respond to your support requests

4. Local AI processing — no external AI providers

Voince runs the language model on the same server that hosts the Service (via Ollama). Your invoice text is never sent to OpenAI, Google, Anthropic, or any other external AI provider. All extraction happens locally on our own infrastructure.

The AI model is used only to extract structured data from the text. All financial validation (arithmetic, totals, line items) is performed by deterministic Python code, not by the AI.

5. Cookies

Voince uses only essential cookies:

  • voince_session — your authenticated session, signed with a secret key, HTTP-only, SameSite=Lax
  • voince_lang — your selected language (UI preference only)

We do not use advertising, tracking, or third-party analytics cookies.

6. Data storage and security

  • All data is stored on a dedicated virtual private server
  • The database is SQLite, stored on encrypted disk
  • Uploaded PDF files are stored on the same server and are accessible only through authenticated endpoints
  • All traffic to and from the Service uses HTTPS (TLS 1.2+)
  • Passwords are hashed with bcrypt; we cannot recover your password
  • Access to the server is restricted to authorised operators
  • Daily database backups are performed

7. Data retention

Your account data and invoice data are retained for as long as your account is active. When you delete your account (Settings → Delete account), we permanently delete:

  • Your user record
  • All your documents and uploaded PDF files
  • All extracted invoice data, line items, and validation results
  • Your balance and transaction history

Note: aggregated or anonymised records that cannot be linked back to you may be retained for statistics. Server logs are rotated and deleted within 30 days.

8. Sharing your data

We do not sell your data. We share it only with:

  • Trybit (payment processor) — to process cryptocurrency payments and subscription renewals
  • Google / GitHub — only if you choose to sign in with them, and only the minimum information needed for authentication
  • Cloudflare (CDN / DNS) — for site delivery and DDoS protection
  • Legal authorities — if required by applicable law

9. Your rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data (you can update your email in Settings)
  • Delete your account and all associated data (self-service in Settings)
  • Export your invoices as CSV or Excel (self-service)
  • Object to processing or lodge a complaint with a supervisory authority

To exercise any of these rights, use the tools in your account or email [email protected].

10. Children

Voince is not intended for children under 16. We do not knowingly collect data from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email or through a notice on the Service. Continued use after the effective date means you accept the updated policy.

12. Contact

For privacy questions, data requests, or complaints, contact [email protected].