Privacy notice

Who is responsible

PaperworkPilot is run by Vũ Hoàng Giang, 1227/16 Đường Lê Đức Thọ, Phường An Hội Tây, Thành Phố Hồ Chí Minh, Việt Nam (“we”, “us”). We are the controller of the personal data described here: we decide why and how it is used. For privacy questions and requests, email support@yourpaperworkpilot.com.

The details of your own clients that you enter (for example a client’s name and email address) are handled for you: you decide what to enter and what to send, and we process those details only to run the service for you.

What we hold

• Your account: your email address, when you signed in, the workspaces you belong to and your role in each.
• Your company profile: what you enter about your business, such as its legal and trading name, address, email, phone, website, registration and tax numbers, currency, time zone, payment instructions, and the bank details (account holder, IBAN and BIC) printed on your invoices for your clients.
• Your clients and projects: what you enter, such as client names, email addresses, addresses and tax numbers, and project names, descriptions, dates and prices. When you check a client’s VAT number, we keep the result: the number, whether it was found, the name and address the register holds for it, its reference number and when you checked.
• Your documents: quotes, statements of work, invoices and payment reminders, the payments you record against invoices (amount, date and reference), and the PDF files of finalized documents, kept in private file storage.
• Billing: your workspace’s plan, credits and their use, and the payment status and reference numbers Paddle sends us (customer, subscription and transaction ids). To open a checkout we give Paddle the workspace owner’s email address. We never receive your card or bank details: Paddle collects those.
• Usage and audit records: events such as “document previewed”, “PDF exported” or “checkout started”, with the document type, timings and ids but never the document’s content; and a log of important actions, such as finalizing, voiding or recording a payment, with who did it and when.
• Technical logs: our hosting and database providers record requests, including IP addresses, browser details and times, to run and protect the service.

Why we use it, and our legal basis

• To provide PaperworkPilot to you (your account, workspace, documents and PDFs, and checking a client’s VAT number when you ask): because it is needed for our contract with you.
• To take payments and manage plans and credits, with Paddle: for our contract with you, and to meet our legal duties, such as keeping tax and accounting records.
• To keep the service secure and working (technical logs, audit records, preventing abuse and fraud): our legitimate interest in a safe, reliable service.
• To understand how the service is used and improve it (usage events, which hold no document content): our legitimate interest in improving the product.
• To answer your messages and requests: for our contract with you, or our legitimate interest in helping you.
• To meet legal obligations, such as answering lawful requests from authorities.

We email you to sign you in, to answer your messages, and to tell you about important changes to the service, your plan, these terms or this notice. We don’t send marketing emails, we don’t sell your data, and we don’t use it for advertising.

Who receives it

• Supabase hosts our database, sign-in and file storage.
• Vercel hosts the website and runs the app’s server code.
• Resend sends the sign-in emails.
• Cloudflare runs our domain’s DNS and forwards emails sent to our support address, which arrive in a Google (Gmail) mailbox.
• Paddle is our Merchant of Record: it sells plans and credits to you and handles payments, tax, receipts and refunds. Paddle uses your data under its own privacy notice.
• The European Commission (VIES) for EU VAT numbers: only when you press Check on a client, we send it the VAT number you entered, and nothing else about the client, to ask whether it is registered. It handles the request under its own privacy notice.
• Professional advisers, such as accountants and lawyers, when we need their advice.
• Authorities, such as tax authorities, courts or the police, when the law requires it.

PaperworkPilot sends nothing to your clients. You copy or download documents, or open a reminder in your own email app, and send them yourself.

The providers that process data for us, and where, are listed on our subprocessors page. For your clients’ personal data, our data processing terms apply.

Where your data is processed

Your data is stored and processed in the United States: our Supabase project is in the United States (N. Virginia, us-east-1) region. Vercel and Paddle may also process data outside the European Economic Area (EEA) and the UK. We run the service from Vietnam.

When personal data from the EEA or the UK goes to a country without an adequacy decision, we rely on our providers’ data processing terms, which include the European Commission’s Standard Contractual Clauses (SCCs) and, for UK data, the UK Addendum. You can ask us about these safeguards at support@yourpaperworkpilot.com.

How long we keep it

• Account, workspace and documents: while your account is open. You can ask us by email to close your account and erase your personal data. We answer within one month.
• Billing and usage records: the records of payments, plans and credits that tax and accounting law requires us to keep, for as long as it requires.
• Records of finalized documents: only for as long as we need them, for example to settle a dispute or meet a legal duty.
• Technical logs: for a short time, set by our hosting providers.

Finalized documents can’t be changed in the app, because they are kept as issued.

Your rights

Depending on where you live, including under the GDPR in the EEA and the UK, you have the right to:

• get a copy of the personal data we hold about you (access);
• have inaccurate data corrected (rectification);
• have your data deleted (erasure);
• ask us to limit how we use it (restriction);
• receive your data in a common, machine-readable format, or have it sent to another provider (portability);
• object to our use of your data based on legitimate interests;
• withdraw consent at any time, where we rely on your consent; and
• not be subject to decisions based only on automated processing. We make none.

To use any of these rights, email support@yourpaperworkpilot.com. We will answer within one month. If a request is complex we may need up to two more months; if so, we will tell you within the first month. We may ask you to confirm your identity first.

You also have the right to complain to a data protection supervisory authority, for example the one in the country where you live or work. In the UK, that is the Information Commissioner’s Office (ICO). We would appreciate the chance to help first.

Security

We protect your data with measures suited to the risk. Connections use HTTPS. Each workspace’s data is kept apart by access rules in the database itself. PDF files are in private storage that only members of the workspace can download through the app. Secret keys stay on our servers, and sign-in uses one-time codes instead of passwords. No system is perfectly secure; if a breach puts your data at risk, we will tell you and the authorities as the law requires.

Cookies

PaperworkPilot uses only strictly necessary cookies: the sign-in session cookies set by Supabase Auth, which keep you signed in. They are needed for the service to work, so we don’t ask for consent. We use no analytics, advertising or tracking cookies.

When you open checkout, Paddle’s payment form runs on the page and may use its own cookies, as described in Paddle’s privacy notice.

Do Not Track: we don’t track you across other websites and let no one else do so on ours, so a Do Not Track signal from your browser changes nothing here.

Children

PaperworkPilot is for people aged 18 and over. We don’t knowingly collect data about children.

Changes to this notice

We may update this notice. The date at the top shows the latest version, and we will tell you about important changes by email or in the app.

Contact

Email support@yourpaperworkpilot.com, or write to Vũ Hoàng Giang, 1227/16 Đường Lê Đức Thọ, Phường An Hội Tây, Thành Phố Hồ Chí Minh, Việt Nam. See also our terms.