Privacy Policy

Last updated 27 October 2026

Quick Invoice is an invoicing service operated in New Zealand by Jason Peters (JP), a sole trader trading as Quick Invoice. This page explains what happens to personal information when you use the service.

Information we handle

When you sign in with Google, our sign-in provider, Clerk, receives the basic account information you authorise, such as your name, email address and profile image. Quick Invoice uses your account identifier to keep businesses separate. A business owner can grant staff access through account-specific invitations and roles.

You may enter business settings, customer names and contact details, vehicle details, invoice and quote information, stock items, supplier details, expenses, payment records, logos and job photos. Please only enter customer information you are entitled to use, and tell your customers how you handle their details.

How we use it

We use this information to provide sign-in, save and display your records, prepare invoices and PDFs, and support the service. Customer invoice links and QR codes can be viewed by anyone holding the link until expiry or revocation; private costs and job photos are excluded. Accounting exports are downloaded files and are not automatically sent to an accountant or accounting service. The app may keep temporary copies of drafts and settings in your browser so work can continue on your device. We do not use your Google account to read Gmail, Drive or other Google data.

Feedback and diagnostic investigations

Feedback requests and optional screenshots are linked to the submitting account and selected business. The Quick Invoice platform owner can review requests, keep private internal notes and respond in the app. Other businesses cannot view your request or its attachments. When duplicate requests are grouped, status updates may be shared without sharing descriptions, responses or screenshots between businesses. Please remove personal customer information from feedback attachments.

Job-linked diagnostic investigations store the technical context, sources, measurements and test results you enter. They remain private business records until you deliberately copy a reviewed summary into customer notes. The manual research prompt and import tool does not call an AI API. Copying a prompt to an external service is your choice; review it first and follow that service’s privacy terms. No paid diagnostic research add-on is activated by opening its information screen.

Who processes information

Clerk provides account sign-in. The website and records are hosted using OpenAI Sites and its infrastructure. Connected direct email uses Resend where it has been configured. Selecting job photos for an email discloses those photos to the email provider and recipient. Payment links open the payment provider chosen by the business; Quick Invoice does not receive card details through those links. These providers may process information outside New Zealand under their own privacy terms. An invoice you send or share is disclosed to the recipient you choose; the app may open your own email application to send it.

Optional schedules and complete backups

When you enable recurring invoices, the service copies your selected invoice into a new draft. Enabled payment reminders use invoice due dates, balances and customer email addresses to send reminders through the configured email provider. We record schedule outcomes to help prevent duplicates and show failures. Private job costs and private write-off reasons are excluded from customer copies.

A complete backup downloads supported records and uploaded files to your device. That file can include customer details, private costs and photos. Store it securely and share it only with authorised people. Restoring a backup uploads its supported records and files to your signed-in business; connected-service credentials and staff permissions are not restored.

Optional AI invoice designs

When you choose to generate invoice designs, your business name, business type, branding preferences and the design description you enter are sent to the OpenAI API. Customer records, private job notes, job photos and logo files are not sent automatically by this helper. Avoid including sensitive information in your design description. We request that these API responses are not stored as response objects; OpenAI may still retain service logs under its API data policies. Generated designs are suggestions that you review before saving your business settings.

Free example vehicle photos

The optional image library uses Wikimedia Commons. Library searches send only the vehicle make, model and year, or the selected public file title; customer details, registrations and VINs are not sent. Displaying an example photo loads it from Wikimedia servers, which receive ordinary connection information. Photographer, source and licence credits remain beside the photo. These are example vehicles and may differ in year, market or variant. Your uploaded vehicle photos stay in your business storage and take priority.

Optional diagnostic AI

When an authorised owner or administrator asks the diagnostic AI, vehicle make, model, year, engine, variant, fuel and transmission, the question they review, and up to five confirmed repair outcomes for that vehicle are sent to OpenAI. Registration, VIN, customer records, photos, private locksmith fields and costs are not sent automatically. Do not put personal details, PINs or key secrets in your question. Questions, advice and outcomes are saved within your business permissions. Confirmed outcomes help future questions on that vehicle; they do not train the model. Responses are requested with storage disabled, but provider service logs may still be retained. Diagnostic AI history is not yet included in complete backup downloads.

Shared staff access and activity history

Staff use their own sign-in accounts. Business owners choose who can access their records, change roles and remove access. Activity history records the acting account, its role, the attempted business action and its recorded outcome from the staff-access update onward. It does not reconstruct earlier changes. Removing staff access does not delete business records or retract files a person has already downloaded.

Security and retention

Records are associated with your signed-in account. We use access controls and secure connections, but no online service can promise absolute security. We keep information while it is needed to provide the service and meet applicable business or legal recordkeeping requirements. Deleting a local draft or browser data may not remove a finalised invoice or information held by a payment or sign-in provider.

Quick Invoice subscription payments

Stripe processes payments for your Quick Invoice subscription. We send Stripe your account identifier, the selected plan and number of extra places so payments can be linked to the correct business. Stripe collects payment and billing details directly through its checkout and customer portal. Quick Invoice does not store your full card number or card security code.

We keep Stripe customer, subscription and checkout identifiers, your plan, subscription and payment status, billing dates and extra-place quantity. We use Stripe event notifications to update paid access and help resolve billing issues. Your customer invoices, stock records, job notes and job photos are not sent to Stripe for your Quick Invoice subscription. Stripe may process payment information outside New Zealand; see Stripe’s Privacy Policy for its data handling and privacy choices.

Your choices and requests

You can review and edit many details in the app. To ask for access to, correction of, or deletion of personal information, or to raise a privacy concern, contact Jason Peters (JP) by text or phone at 027 666 6969 or email admin@quickinvoice.nz. We may need to confirm your identity and may have to retain some records required by law.

If you have a privacy concern, contact us first. If it remains unresolved, you can contact the New Zealand Privacy Commissioner.

We will update this page when the service or its data handling changes.

Optional address suggestions

When Google Maps address suggestions are connected, the address text you type is sent to Google to find matching NZ and Australian addresses. Choosing a result fills the address field; you can review and edit it before saving. Google Maps results are not a guarantee of property access or address accuracy. Google’s Terms of Service and Privacy Policy apply. Manual entry remains available.