InvoiceSort

Privacy policy

InvoiceSort is a tool for organising a company's invoices, VAT and bank reconciliation. It is operated by Milhas e Meridianos ("we"). This policy explains what data the application handles, why, and what control you have over it. Last updated 2026-10-22.

1. Who we are and how to reach us

Milhas e Meridianos is the data controller for the account data described below. Each company using InvoiceSort is the controller of its own business records (invoices, counterparties, bank movements); we process those records on its behalf. Questions and requests: privacidade@milhasemeridianos.pt.

2. What we collect

  • Account data: name, email address, password (stored as a salted hash), optional profile picture, preferred language, and sign-in events.
  • Company data: the company's NIF, name and address, its members and their roles, settings, and the API keys the company chooses to add (encrypted at rest).
  • Business records you upload or import: invoice documents (PDF or images), the data extracted from them, counterparties (suppliers and customers, identified by NIF), AT exports (E-Fatura, SAF-T) and bank statements, and the matches between payments and invoices.
  • Technical data: an audit log of actions taken in a company (who confirmed, edited, imported or matched what), the IP address used for rate limiting of sign-in and uploads, and server logs kept for troubleshooting.

We do not use advertising or analytics trackers. The only cookies are the session cookie and a language preference.

3. Why we process it

  • To provide the service: signing in, keeping each company's data separate, reading invoices, reconciling payments, producing reports.
  • To keep the service secure: verification emails, rate limiting, the audit log, backups.
  • To send the emails you ask for: verification, password reset, invitations. No marketing email.

The legal bases are the performance of the contract with the company using the service and our legitimate interest in keeping it secure and reliable.

4. Google Drive

A company's owner may connect a Google account so that confirmed invoices are filed into Google Drive. When you connect:

  • We request the drive.file scope and your email address. With this scope the application can only see files and folders it created itself, or a folder you explicitly select in the Google folder picker. It cannot read the rest of your Drive.
  • We use this access only to create the folder structure (year, received or issued, trimester, month), upload invoice documents, and move or rename them when an invoice's date or direction changes. We do not read, share, sell or analyse other Drive content.
  • The refresh token Google issues is stored encrypted and used only to obtain short-lived access tokens for the operations above. Your Google email is stored to show which account is connected.
  • You can disconnect at any time under Settings → Google Drive, which deletes the stored token, and you can also revoke the application's access in your Google account's security settings. Files already in your Drive remain yours and are not deleted by disconnecting.

InvoiceSort's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

5. AI providers

To read invoices, the application sends the document's text or page images to the AI provider each company selects in its settings (Anthropic, Google or OpenAI), using that company's own API key. The provider receives the document content and returns structured data; the request is made under the provider's API terms, which for business API use exclude training on your data. A QR-code-only mode runs with no provider at all. The provider and model used for each document are recorded in the extraction log.

6. Who else sees the data

  • Members of your company, according to their role. Nobody outside the company, and no other company on the same instance, can see its data.
  • Service providers we rely on to run the application: the hosting provider (Germany (OVH)), the email delivery service configured for the instance, and the AI and Google services described above, each only to the extent needed.
  • Authorities, when the law requires it.

We do not sell data.

7. Where and how long

Data is stored on servers located in Germany (OVH), within the European Union. Backups are kept for 30 days. Business records stay for as long as the company keeps them in the application; a company's owner can delete invoices, documents and the company itself. Account data is kept while the account exists. Audit and server logs are kept for up to 12 months.

8. Security

Transport is encrypted (HTTPS). Passwords are stored as salted hashes. API keys and Google tokens are encrypted at rest. Access to a company's data is enforced on every request by membership. Sign-in and uploads are rate limited, and uploads can be scanned for malware.

9. Your rights

Under the GDPR you may ask for access to, correction or deletion of your personal data, object to or restrict processing, and ask for portability. Account details can be changed on the Profile page; invoice data can be exported as CSV or spreadsheet from the Invoices and Reports pages. For anything else write to privacidade@milhasemeridianos.pt. You may also complain to the Portuguese supervisory authority, the CNPD.

10. Changes

If this policy changes materially we will update the date above and, where it affects you, tell you in the application.