Privacy policy

The short version

We take eight fields per unpaid invoice out of your accounting system and nothing else. We can send email from your mailbox and cannot read it. We never see or handle money. We don’t sell anything to anyone, there is no advertising in this product, there is no tracking on this website, and nothing here is used to train an AI model.

1. Who we are and what this covers

PaySpotter LLC, a Pennsylvania limited liability company, operates PaySpotter — a service that chases unpaid business invoices on behalf of businesses. This policy covers payspotter.com and the PaySpotter application.

For information about you, the account holder, we are the controller: we decide what is collected and why. For information about your clients, you are the controller and we act as your processor — we hold and use it on your instructions, for the purpose of chasing your invoices, and for nothing else.

Questions about anything on this page go to ben@payspotter.com and are answered by a person.

2. What we collect from you

• Your email address, and your business’s name.
• The name you type when you sign the authorisation, and the date and time you signed it.
• If you enter your address in the sign-up form on this website before creating an account, we keep it so we can reply to you.
• Basic security and reliability logs: the fact that a request happened, when, and whether it failed. We do not use these to build a profile of you.

3. What we collect from your accounting system

When you connect QuickBooks Online we read your unpaid invoices. For each one we store exactly these fields:

• the invoice’s internal QuickBooks identifier
• the invoice number
• the name of the client who owes it
• the billing email address on the invoice
• the invoice date
• the due date
• the original amount
• the outstanding balance

Everything else the QuickBooks API returns — line items, descriptions, tax detail, postal addresses, customer records, payment records, bank details — is discarded as it arrives and never written to our database. This is enforced by the database itself: there are no columns for it.

Our QuickBooks access is read-only. We cannot create, edit or delete anything in your books.

One exception worth naming: when a reminder is about to go out, we look up the contact’s first name so the email can open with it, and we look up the invoice PDF when the message attaches a copy. Neither is stored — both are read at the moment of sending and discarded.

We do not use QuickBooks data for any purpose other than chasing your invoices. We do not combine it with data from other customers, and we do not sell, transfer or disclose it to anyone except the processors listed in section 7.

4. What we collect from your mailbox

When you connect your email account we ask Google for two permissions and nothing else:

• gmail.send — send a message as you. This is the only permission that touches your mail, and it allows a message to be sent and nothing more. It does not allow reading, searching, listing, labelling, downloading or deleting anything in your mailbox, and we have no other way in.
• userinfo.email — read the email address of the account you just connected, so we know which mailbox we are sending from and can show it to you. It gives us the address and nothing else.

You can see both on the Google consent screen before you approve them, and the same two are listed at myaccount.google.com/permissions afterwards.

We store the address we send from, and the messages we ourselves sent.

5. Replies from your clients

Reminders carry a reply address belonging to us, so replies come to us rather than to you. We store the reply — sender, subject, body, and when it arrived — because reading and answering it is the service. We use it to update the invoice’s status, stop chasing where the reply says to, draft a response, and decide whether the matter needs to come to you.

Your clients did not sign up with us, so we keep what they send narrow: we do not build profiles of them, score their creditworthiness, market to them, or use anything they say for any invoice other than yours.

6. Google user data — Limited Use

PaySpotter’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, data obtained through Google APIs is:

• used only to provide or improve the user-facing feature it was granted for — sending invoice reminders from your own mailbox;
• never transferred to anyone except as necessary to provide that feature, to comply with applicable law, or as part of a merger or acquisition with notice to you;
• never used for advertising, and never sold;
• never read by a human, except with your explicit permission, where it is necessary for security purposes or to comply with applicable law, or where the data has been aggregated and de-identified;
• never used to develop, improve or train generalised or non-personalised AI or machine-learning models.

You can withdraw this access at any time at myaccount.google.com/permissions. It takes effect immediately and sending stops.

7. Who else touches the data

To operate the Service we rely on the providers below. Each processes data only to provide its function, under a contract that restricts it to that purpose. We do not send your data anywhere else.

We will also disclose information where we are legally required to — a valid subpoena, court order or lawful request — and where it is necessary to establish or defend a legal claim, or to protect the rights or safety of someone. Where we are permitted to tell you first, we will.

If the business is ever sold or merged, data may transfer with it. You would be told before that happened, and the buyer would be bound by this policy or something at least as protective.

8. What we never do

• We do not sell or share your personal information, and we never have. Under California law that includes sharing for cross-context behavioural advertising — we do none of it.
• We do not use your data, or your clients’, for advertising.
• We do not use your data, or your clients’, to train machine-learning models — ours or anyone else’s.
• We do not build profiles of your clients or score their creditworthiness.
• We do not report anyone to a credit bureau or a collection agency.
• We do not take payments, so we never see card or bank details.
• We do not run analytics, advertising pixels, or third-party trackers on this website.

9. Cookies

One cookie, and it is strictly necessary: after you click your sign-in link we set a signed session cookie so you stay signed in. It holds which account you are and when it expires, signed so it cannot be altered. It carries no tracking identifier, is not shared with anyone, lasts 30 days, and is removed when you sign out. There are no analytics or advertising cookies on this site, which is why there is no cookie banner — there is nothing to consent to.

10. How it’s protected

• Connection credentials for your accounting system and mailbox are encrypted with AES-256-GCM before they are written to the database, with the key held outside it. A copy of the database alone cannot be used to reach your accounts.
• All traffic is over HTTPS.
• Sign-in is by one-time link, valid for 30 minutes and usable once. There are no passwords in this product to be guessed, reused or leaked.
• Access to production data is limited to the people who operate the Service, and is used only to run it or to answer a request from you.

No system is perfectly secure. If a breach affects your information we will tell you and any regulator we are required to tell, without undue delay, and describe what happened and what we are doing about it.

11. How long we keep it

• Invoice records — while we are chasing them, and up to 30 days after your account ends, then deleted.
• Messages we sent and replies we received — kept as the record of what was said in your name, for up to two years after your account ends, then deleted. This is the one thing we ask you to let us keep: it is the evidence of what was done on your behalf if it is ever questioned.
• Your signed authorisation — kept for four years, which is the Pennsylvania limitation period for a contract claim.
• Access tokens — deleted immediately when you disconnect.
• Sign-in links — 30 minutes, single-use.
• Enquiries from the website — 12 months if they do not become an account.
• Security logs — 90 days.

Ask us to delete anything sooner and we will, unless we are required to keep it or need it for a claim already underway.

12. Withdrawing access

You can disconnect PaySpotter at any time — from inside the app, from your QuickBooks account settings, or from your Google account permissions. Any of those takes effect immediately and stops all chasing.

13. Your rights

Whatever state you are in, you can ask us to:

• tell you what we hold about you and where it came from;
• give you a copy, in a portable format;
• correct anything wrong;
• delete it;
• limit what we do with it.

Email ben@payspotter.com. We answer within 45 days — usually far sooner — and there is no charge. We will verify it is you by replying to the address on the account. If we turn a request down, we will say why, and you can ask us to look again by replying to that answer.

California. If you are a California resident, the CCPA as amended by the CPRA gives you the rights above, plus the right to know the categories of personal information we collect and the purposes, and the right not to be discriminated against for exercising them. The categories we collect are identifiers (name, email address), commercial information (invoice amounts and dates), and internet activity limited to security logs. We do not collect sensitive personal information as that law defines it. We do not sell or share personal information, and we have not in the preceding 12 months, so there is nothing to opt out of. You may use an authorised agent, with written proof.

Other states. Residents of Virginia, Colorado, Connecticut, Utah, Texas and other states with comprehensive privacy laws have substantially the same rights, including a right to appeal a refusal. The email address above is how to exercise them and how to appeal.

14. If you are one of our customers’ clients

If you received a reminder from a business using PaySpotter, we are holding your name, your email address, and the details of an invoice that business says you owe — because they asked us to chase it.

Write to ben@payspotter.com and we will tell you what we hold, which business gave it to us, and stop contacting you about it. Because that information belongs to that business rather than to us, a request to correct or delete it is passed to them, and we will tell you who they are so you can go to them directly. Asking us to stop always works immediately, whatever they say.

15. Where the data is

Everything is stored and processed in the United States. We do not transfer personal information outside it, and the Service is not offered outside it.

16. Children

This is a service for businesses. It is not directed at children, and we do not knowingly collect information from anyone under 18. If we learn we have, we delete it.

17. Changes

If we change this policy we update the date at the top. If a change meaningfully affects what we collect or what we do with it, we will email account holders at least 30 days beforehand rather than rely on you noticing.

18. Contact

PaySpotter LLC
1606 Keats Drive
Greensburg, PA 15601
United States
ben@payspotter.com