Privacy Policy

1. Introduction

Welcome to WebPlanetFinance ("we," "our," or "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our invoice and financial management application.

This policy complies with the General Data Protection Regulation (GDPR) and other applicable data protection laws. By using WebPlanetFinance, you agree to the collection and use of information in accordance with this policy.

2. Data Controller Information

Company: WebPlanetFinance

Email: privacy@webplanetfinance.com

Address: [Your Business Address]

If you have any questions about this Privacy Policy or our data practices, please contact us using the information above.

3. Information We Collect

3.1 Information You Provide

• Account Information: Name, email address, phone number, password (encrypted)
• Business Information: Company name, VAT number, business address
• Customer Data: Customer names, contact information, addresses, VAT numbers
• Financial Data: Invoice details, payment information, transaction records
• Tax Information: VAT numbers, tax identification numbers

3.2 Information We Collect Automatically

• Usage Data: IP address, browser type, device information, access times
• Cookies: Session cookies, authentication cookies, preference cookies
• Audit Logs: Login attempts, data modifications, security events

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract Performance: To provide our invoice and financial management services
• Legal Obligation: To comply with tax laws, accounting regulations, and financial reporting requirements
• Legitimate Interest: To improve our services, prevent fraud, and ensure security
• Consent: For marketing communications and non-essential cookies (where applicable)

5. How We Use Your Information

• To create and manage your account
• To process and store invoices, customers, and financial data
• To generate financial reports and analytics
• To comply with tax and accounting regulations
• To communicate with you about your account and services
• To improve and optimize our application
• To detect and prevent fraud and security threats
• To send marketing communications (with your consent)

6. Data Retention

Standard Data: We retain your personal data for as long as your account is active or as needed to provide services.

Financial Data: Invoice and transaction data is retained for 7 years to comply with tax and accounting regulations.

Audit Logs: Security and access logs are retained for 2 years for security and compliance purposes.

Marketing Consent: Consent records are kept for 3 years after consent is withdrawn.

When data is no longer required, it is either permanently deleted or anonymized in accordance with our Data Retention Policy.

7. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights:

7.1 Right of Access (Article 15)

You have the right to access your personal data and receive a copy. View My Data

7.2 Right to Rectification (Article 16)

You have the right to correct inaccurate or incomplete personal data.

7.3 Right to Erasure (Article 17)

You have the right to request deletion of your personal data. Request Deletion

Note: Some data may be retained for legal compliance (e.g., 7-year retention for invoices).

7.4 Right to Data Portability (Article 20)

You have the right to receive your data in a machine-readable format. Download My Data

7.5 Right to Object (Article 21)

You have the right to object to processing based on legitimate interests or for direct marketing purposes.

7.6 Right to Withdraw Consent (Article 7)

You can withdraw consent for marketing communications at any time. Manage Consent

7.7 Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority.

8. Data Security

We implement robust security measures to protect your personal data:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Authentication: Secure password hashing (bcrypt), JWT tokens with expiration
• Access Control: Role-based permissions, principle of least privilege
• Security Headers: HSTS, CSP, X-Frame-Options, XSS Protection
• Rate Limiting: Protection against brute force attacks
• Audit Logging: Comprehensive logging of all data access and modifications
• Regular Updates: Security patches and vulnerability assessments

9. Data Sharing and Disclosure

We do not sell your personal data.

We may share your data in the following limited circumstances:

• Service Providers: Cloud hosting, payment processors (under strict data processing agreements)
• Legal Obligations: When required by law, court order, or regulatory authority
• Business Transfers: In the event of a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize data sharing

10. International Data Transfers

Your data is stored and processed within the European Economic Area (EEA). If data is transferred outside the EEA, we ensure appropriate safeguards are in place (Standard Contractual Clauses, adequacy decisions, or equivalent protection).

11. Cookies and Tracking

We use the following types of cookies:

• Essential Cookies: Required for authentication and security (cannot be disabled)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us improve the application (with your consent)

You can manage cookie preferences in your browser settings.

12. Children's Privacy

WebPlanetFinance is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new policy on this page
• Updating the "Last Updated" date
• Sending an email notification (for material changes)

Your continued use of WebPlanetFinance after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@webplanetfinance.com
• Data Protection Officer: dpo@webplanetfinance.com
• Address: [Your Business Address]

We will respond to your inquiry within 30 days as required by GDPR.