Privacy Policy

1. Introduction

EmberTrails Ltd ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our online invoicing services.

2. Information We Collect

2.1 Personal Information

We collect information you provide directly to us, including:

• Name and contact information (email, phone number, address)
• Business information (company name, VAT number, business address)
• Payment information (processed securely through third-party payment processors)
• Invoice data and client information you input into our system

2.2 Automatically Collected Information

We automatically collect certain information when you use our services:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Cookies and similar technologies

3. How We Use Your Information

We use your information to:

• Provide and maintain our invoicing services
• Process transactions and payments
• Send important service communications
• Provide customer support
• Improve our services and user experience
• Comply with legal obligations

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract performance - to provide our invoicing services
• Legitimate interests - to improve our services and communicate with you
• Consent - for marketing communications (where required)
• Legal obligation - to comply with tax and accounting requirements

5. Data Sharing and Disclosure

We may share your information with:

• Service providers who help us operate our business
• Payment processors for transaction processing
• Legal authorities when required by law
• Business partners with your explicit consent

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• SSL encryption for data transmission
• Regular security audits and updates
• Access controls and employee training
• Secure data storage in UK/EU data centers

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to processing
• Data portability
• Withdraw consent

8. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations. Invoice data is typically retained for 7 years in accordance with UK tax regulations.

9. Cookies

We use cookies and similar technologies to enhance your experience. You can manage your cookie preferences through our cookie settings or your browser settings.

10. International Transfers

Your data is primarily processed within the UK and EU. Any international transfers are conducted with appropriate safeguards in place.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us: