Privacy Policy
1. Who we are
Invoice Hound (“Invoice Hound,” “we,” “us”) is an accounts-receivable assistant operated by Work Buddy Inc, 2329 Long Hill Road, Guilford, CT 06437. It helps small service businesses (our “customers”) follow up on their own unpaid invoices with their own clients, in the business's own name. Questions about this policy: caleb@getworkbuddy.com.
Two kinds of people appear in this policy: business users (the business that signs up for Invoice Hound) and their clients (the people and companies that owe the business money, whose contact details the business or its accounting system provides to us).
2. What we collect
| Category | Examples | Where it comes from |
|---|---|---|
| Business account information | Business name, trade, owner name, email, phone, timezone, messaging preferences | Provided by the business during onboarding |
| Invoice & client data | Client names, company names, phone numbers, email addresses; invoice numbers, descriptions, amounts, due dates, balances, payment status | Synced read-only from the business's QuickBooks account, or uploaded by the business (for example a spreadsheet) |
| Message history | The text messages and emails sent on the business's behalf, replies received, delivery status, and our system's reading of each reply (for example “this reply is a promise to pay”) | Generated through use of the service |
| Usage data | Log data, timestamps of actions taken in the dashboard, technical diagnostics | Generated through use of the service |
We do not collect payment card numbers or bank account credentials, and we do not process or hold funds. Payments always flow directly between the business and its clients.
3. QuickBooks data, specifically
If a business connects its QuickBooks Online account, we access it through Intuit's official API with the business's explicit authorization, and:
- What we read: customers (names and contact details), invoices (number, description, dates, amounts, open balance), and invoice payment status.
- Access is read-only. We do not create, modify, or delete anything in the business's QuickBooks account. We never write to their books.
- Why we read it: to know which invoices are open and, critically, to know the moment an invoice is paid, so that all follow-up on that invoice stops immediately. Payment detection is the core safety feature of the product.
- Disconnecting: the business can disconnect Invoice Hound at any time from inside QuickBooks (Apps → Manage) or by asking us. Disconnecting stops all syncing; previously synced records remain in the business's Invoice Hound account until the business deletes them or closes the account.
- Our use of information received from Intuit APIs adheres to Intuit's developer requirements, and we use QuickBooks data only to provide the service described here, never for advertising, profiling unrelated to the service, or sale.
4. How we use information
- To draft, send, and deliver invoice follow-up messages in the business's name, subject to the business's approval settings.
- To read replies so the right thing happens next (pause on a dispute, record a promised payment date, stop on an opt-out, alert the business when a human is needed).
- To stop all outreach on invoices that are paid, disputed, or excluded.
- To show the business its own receivables picture (aging, promises, recovery).
- To operate, secure, troubleshoot, and improve the service.
We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use client data to market to a business's clients, ever. Messages are sent only about invoices the business issued.
5. Who we share it with
We share data only with service providers who process it on our behalf, under contract, for the purposes above:
- A telephony and SMS carrier, to deliver and receive text messages on the business's dedicated number.
- An email delivery provider, to send and receive email follow-ups.
- Cloud hosting and database providers, to run the service and store its data.
- An AI model provider, to draft messages and read replies. Message content is processed to provide the service, not used by us to train public models.
We may also disclose information if required by law, to protect rights and safety, or as part of a business transaction (in which case this policy continues to apply to previously collected data). We have no other categories of recipients.
6. Text messaging, consent, and opt-out
- Businesses are responsible for having an appropriate basis to contact their clients about their invoices; Invoice Hound sends only invoice-related, transactional follow-ups, never marketing.
- STOP is honored permanently. If a recipient replies STOP (or any clear opt-out), that channel is silenced for good. Replies like HELP receive assistance information. An opted-out person's inbound messages are still received and passed to the business so nothing goes unheard.
- Messages are sent only between 8am and 9pm in the recipient's local time, with a frequency cap (by default, no more than three messages per person per week across all their invoices).
7. Data retention and deletion
We keep business account data, synced records, and message history for as long as the business's account is active, because the conversation history is the service's memory. When an account is closed, we delete or de-identify its data within 60 days, except where a longer period is required by law or needed to resolve disputes. A business may also ask us to delete specific client records at any time.
8. Security
Data is encrypted in transit (TLS) and at rest by our hosting providers. Access tokens for connected accounts (such as QuickBooks) are stored server-side and never exposed to browsers. Internal access is limited to what operating the service requires. No system is perfectly secure; if a breach affects personal information we will notify affected businesses and regulators as required by law.
9. Your privacy rights
Depending on where you live (for example under the California Consumer Privacy Act as amended), you may have the right to know what personal information we hold about you, to access it, to correct it, to delete it, and to not be discriminated against for exercising those rights. We honor these requests for both business users and their clients.
To make a request, email caleb@getworkbuddy.com. We will verify the request and respond within the time required by applicable law. If you are a client of a business that uses Invoice Hound, we may route your request through that business, since they control the relationship; you can also always simply reply STOP to end text contact.
We do not sell or “share” (as the CCPA defines it) personal information, so there is nothing to opt out of on that front.
10. Children
The service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children. If you believe a child's information has reached us, contact us and we will delete it.
11. International transfers
We operate from the United States and our service providers process data in the United States. If you access the service from elsewhere, you understand your information will be processed in the U.S., where privacy laws may differ from those of your location.
12. Changes to this policy
If we make material changes, we will notify business users by email and update the “last updated” date above before the changes take effect. Continued use after the effective date means the updated policy applies.
13. Contact us
Work Buddy Inc
2329 Long Hill Road, Guilford, CT 06437
caleb@getworkbuddy.com