Privacy

The short version. Your recording is sent once to be read and is never stored, by us or by the AI provider that reads it. Your draft is stored on your own device and deleted after 24 hours. We hold your invoice only for as long as it takes to make the PDF and send it. We measure how the product is used, including a replay of your visit with the invoice itself blanked out, and if you have an account that measurement is linked to it. If you answer one of the thumbs up or down prompts, we keep your answer and read it. We do not sell anything to anyone, and there is no advertising here.

Who we are

Invoice is operated by Flash Product Labs. If you want to ask about anything on this page, or make a complaint, write to privacy@flashproductlabs.com and a person will answer.

What we collect, and why

What you say or type

When you record a job, that recording is sent once to our server and straight on to Google, who run the Gemini AI model that reads it, to work out the customer, the work and the amount. We do not store the recording, and we ask Google not to train on it. If you would rather nobody heard it, type the job in instead: every screen that takes a recording takes typing, and typed text is read the same way, without ever being a recording in the first place.

We tell the model never to read out or keep bank details, and anything that looks like one is stripped from what comes back before it reaches your draft. But a spoken BSB or account number is still part of the recording itself before it gets that far, so the safest thing is to never say one out loud: type payment details in on the business details screen instead, which is also the only place they are ever used.

What we get back is the fields your invoice needs, and we return them to you. We do not keep the result either. If the model is unavailable, or we have switched it off, your draft is saved and you can fill it in by hand on the screens after this one.

Your invoice

When you create the invoice we receive the details you confirmed: your business name and ABN, your customer’s name and email, what you did and what you charged. We use them to produce the PDF and, if you ask, to email it. They stay in memory only long enough to do that and to make a repeated tap safe, and they are not written to a database.

Your payment details

If you enter bank details they are used for one thing: printing the payment instructions on your own invoice. They are stored on your device, not on our servers. They never appear in a log, an analytics event, or anything sent to an AI model.

Cookies

We set one cookie containing a random value, which carries nothing about you and is used to apply usage limits, so one visitor cannot exhaust the service for everyone.

Our analytics provider, PostHog, sets its own cookies so it can tell that the pages you visit in one sitting belong to the same visit. There are no advertising cookies, and nobody is permitted to follow you from here to any other website.

How you use the product

We measure how Invoice is actually used, because the alternative is guessing at what to fix. We record which step you reached, which kind of question was asked, which validation rule failed, how long a draft took, and a size band for the total. We also record the pages you visit, the buttons and fields you interact with, and the device and browser you are on. This goes to PostHog, a product analytics company, who process it for us and for nobody else.

What we never send. Transcripts, your customer’s name, email addresses, postal addresses, ABNs, descriptions of the work, bank details and exact amounts are refused by the code that builds each record, so they cannot reach our analytics even by mistake. Amounts are sent as a size band, never a figure. The one exception is a feedback box you choose to type into, described below, where what you wrote is sent as you wrote it.

Session recordings. PostHog also reconstructs a replay of your visit, so we can see where a screen was confusing rather than infer it. The text you type is hidden from these recordings, and so is the invoice itself: your customer’s name, the work, the amounts and the payment details are all blanked out before the recording leaves your browser. What we see is which buttons were pressed and where somebody got stuck.

If you have an account. When you sign in we tell PostHog your email address and your account id, and the visits you made before signing in are joined to your account. That means the measurement above stops being anonymous: we can see that it was you who got stuck on a particular screen, and we may write to you about it. We do this so that a problem can be fixed for the person who hit it rather than counted. It is still the same narrow set of counts and codes, and it still never includes your customers’ details.

If you would rather not be recorded, turning on “Do Not Track” or a tracking blocker in your browser stops all of this, and every part of Invoice keeps working.

What you tell us about the product

Some screens ask how that part of the product went, with a thumbs up or down and a box for a sentence saying why. Answering is entirely optional, nothing is withheld if you ignore it, and you can tap a thumb without typing anything.

If you do answer, we keep the rating, whatever you typed, which screen you were on and which question you were answering. Signed in, it is stored against your account, which means we can recognise it as yours and write back to you about it. Signed out, it is stored against the random cookie described above, and we have no way to reach you. All of it goes to PostHog as well as to our own database, so that what you said can be read beside the screen you said it about.

Please do not put your customer’s name, an amount or bank details in that box. Everywhere else in Invoice, the code refuses those before anything is recorded, and that is still true of every other thing we measure. This box is the one exception, because what you type is the point of it: what reaches us, and PostHog, is exactly what you wrote. If you want to tell us something that involves a customer’s details, write to privacy@flashproductlabs.com instead.

What we do not do

• We do not sell or rent your information, and we never will.
• We do not show advertising, and nothing here follows you to other websites.
• We do not use your invoices or recordings to train an AI model.
• We do not contact your customers except to deliver the invoice you asked us to send.

Who else sees it

Only the suppliers it takes to run the service: our hosting provider, Google for the AI reading described above, PostHog for the usage measurement described above, and the email provider that delivers an invoice when you choose to send one. They act on our instructions and for no other purpose.

Our servers are outside Australia. Hosting, the AI model and our analytics all run in the United States, so the details above are processed overseas while your invoice is being made. If that matters to you, you can use Invoice without sending anything to a customer: make the invoice, download the PDF, and send it yourself from your own email. Your recording, or what you typed instead, does still go overseas to be read.

How long we keep things

• Recordings: never stored.
• Your draft and your finished invoice, signed out: on your device for 24 hours, then deleted. Download anything you want to keep.
• An unfinished invoice, signed in: kept on your account for 90 days so you can pick it up again, and shown on your Invoices page. Deleting one puts it in a recently deleted list for 30 days, after which it is gone. An invoice you have actually issued is never deleted, only voided, because it is a tax record.
• Your business and payment details: on your device until you clear them.
• How you used the product: kept by PostHog for 12 months. While you are signed out this is tied to a random id and not to you.
• Session recordings: kept for 30 days, then deleted.
• What you told us about the product: kept for 24 months in our own database. The copy in PostHog follows the 12-month period above.

Once accounts exist, an invoice you have issued will be kept for the period Australian record-keeping rules require, which is currently five years. That is a legal obligation and it will survive a request to delete your account. Nothing is stored that way today.

Keeping it safe

Everything travels encrypted. Bank details are encrypted before they are stored and are shown only as the last four digits. We will never email you asking to change payment details, and you should treat any message that does, from us or anyone else, as fraud until you have confirmed it by phone on a number you already had.

If something does go wrong, what we do about it is written down in advance rather than worked out on the day. If a breach is likely to cause you serious harm we will tell you what happened, what was involved and what to do about it, and we will notify the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

Getting at your information, and deleting it

Today almost everything of yours is on your device, so you already have it, and clearing this site’s data in your browser deletes it. The exception is anything you sent us through a feedback box, which is on our server rather than yours: write to us and we will find it and delete it.

You can ask us for a copy of anything we hold about you, ask us to correct it, or ask us to delete it, by writing to privacy@flashproductlabs.com. We will answer within 30 days. If we cannot do what you asked, we will tell you why.

Complaints

Write to privacy@flashproductlabs.com first and we will try to sort it out. If you are not satisfied with how we handled it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If we change this policy we will change this page, and we will not apply a change retrospectively to information we already hold. This version applies from September 2026.