Invio is operated by Bakhtiyar Duganov, trading as Invio ("we", "us", "our"), a New Zealand business. This policy explains how we collect, use, and protect the personal information of our customers and website visitors in Australia.
Our home jurisdiction is New Zealand, and our primary legal obligations for handling personal information are under the New Zealand Privacy Act 2020. Businesses with an annual turnover of A$3 million or less are generally outside the scope of Australia's Privacy Act 1988 (Cth), and Invio is well below that threshold - so we are very likely not directly regulated under that Act or by the Office of the Australian Information Commissioner (OAIC). Even so, we have chosen to handle the personal information of our Australian customers consistently with the Australian Privacy Principles, and this policy sets out how.
1. Information we collect
Information you provide:
- Account information (name, email, password)
- Business details (business name, address, ABN, bank account)
- Invoice and quote data, and payment records
- Voice recordings and audio you dictate when using the optional voice-to-invoice feature
- The text of your conversations with Offsider (our in-app AI assistant) and of your voice invoices, and the AI's answers (see AI features and voice data)
- Files you choose to send us for import help, such as a client export from your old tool (see Data retention for how long we keep them)
- Your answer, if you choose to give one, to the optional question we ask when you cancel a subscription (the reason you pick and any note you add). We store it on your account, use it to improve Invio, and include it in your data export
- Your answer to a one-question survey email, if you choose to reply, and any note you add. We only quote a note publicly, with your first name and business name, if you tick the box that says we may
- Communications with our support team
Information collected automatically:
- IP address and browser type
- Device information
- Usage data (pages visited, features used)
- Cookies and similar technologies
2. How we use your information
We use your information to:
- Provide and maintain the Service
- Process your invoices, quotes, and payments
- Draft invoices from your voice using AI, when you choose to use the voice-to-invoice feature
- Send transactional emails (invoice reminders, quotes, receipts) and notices about your account or plan, such as a change to your plan
- Improve our Service
- Respond to support requests
- Comply with legal obligations
- Detect and prevent fraud
3. How we handle your information (Australian Privacy Principles)
As a voluntary commitment, we aim to handle your personal information consistently with the Australian Privacy Principles. In practice that means:
- Collecting only the information reasonably necessary to provide the Service
- Using and disclosing your information only for the purposes described in this policy, or purposes you would reasonably expect
- Taking reasonable steps to keep your information accurate, secure, and up to date
- Giving you access to, and the ability to correct, your own information
- Being open about how we handle personal information, including where it is stored
4. Data sharing
We may share your information with service providers (hosting, email, payment processing), professional advisors, and law enforcement when legally required.
We do NOT sell your personal data or share data with advertisers.
Third-party services we use: see our Subprocessors page for the current, specific list of who they are, what each one does, and where they process data. We keep that list on its own page so it can be updated when a provider changes without needing a rewrite of this policy.
Xero sync (optional)
If you choose to connect Invio to your Xero organisation, Invio copies your documents into it so that you do not have to key them twice. The Xero sync is optional and off until you connect it. Nothing is sent until you sign in to Xero on Xero’s own page, choose the organisation, and finish the setup in Invio.
What Invio sends to the Xero organisation you chose:
- Each invoice you send, and any change you make to it afterwards: its number, dates, lines, amounts and tax, your PO number, and a link to the invoice page that anyone with access to that Xero organisation can open.
- Payments recorded against those invoices (amount, date and reference), if you leave Record payments in Xero on, and the removal of a payment you remove in Invio.
- A credit note, when you void an invoice that has payments recorded.
- Your client as a Xero contact: the name and, where you have them in Invio, the email address, phone number and address. Invio looks for an existing contact first and links to it rather than making a second one.
- Invoices you sent before you connected, only if you choose to send them: you see the list, and one button sends exactly that list.
What Invio reads from Xero: the organisation’s name, currency and lock dates, and its accounts, tax rates and branding themes (so you can choose how Invio’s invoices map to them). Invio also looks up an invoice number or a contact in Xero to avoid creating a duplicate, and reads the state of an invoice before it adds a payment to it. Invio does not copy Xero’s contact lists, invoices or reports into its own database; the account, tax rate and theme lists are kept for up to a day so the settings screen can show them.
What Invio keeps: the access Xero gives it, stored encrypted and never shown in the app; the organisation’s name; and a queue and log of what was sent - Invio’s and Xero’s ids, whether each item went through, and any message Xero gave when it refused an item (that message can quote a name or number from the document). The log holds no amounts.
Who can see it: you, and people you have given access to your business in Invio, according to their role. We do not sell it or share it with advertisers. Neither the data from Xero nor the sync’s records are sent to our AI features (Offsider, voice invoices and receipt scanning), to our connectors for AI assistants (the Invio and Xero connectors) or to the REST API, and none of them can read them. An assistant that sends an invoice for you does so through the same step as you do; the invoice is then queued for the sync like any other.
How long we keep it, and how to stop it:
- While Xero is connected we keep the access and the sync’s records.
- When you press Disconnect in Invio, Invio asks Xero to remove its connection and deletes the stored access at once. We keep the sync’s ids (no amounts, no personal details beyond those ids) so that connecting the same organisation again does not create duplicates. Nothing that is already in Xero is changed or deleted by disconnecting.
- If you ask us to delete your Invio account, the stored access and the sync’s records are deleted when the account is permanently deleted, 30 days after your request. Invio does not ask Xero to remove the connection at that moment, so press Disconnect in Invio first, or remove Invio under Connected apps in your Xero settings.
- Xero holds your documents in your own Xero organisation, under your agreement with Xero. Where Xero stores them is decided by Xero; see our Subprocessors page.
AI features and voice data
Our optional voice-to-invoice feature uses artificial intelligence to turn what you say into a draft invoice. When you use it, the audio you record and the related invoice context (such as the client name and the line items needed to build the draft) are sent to our AI provider, Google Cloud (Vertex AI), for processing.
When you use Offsider (our in-app AI assistant) or voice invoicing, we keep the text of the conversation - what you asked, what the AI looked up or drafted for you, and its answers (for voice, the words the AI heard, never the recording) - for 30 days to check and improve the answers, then delete it automatically.
If you turn on support worker invoicing for a business, the AI features (voice invoices, Offsider and receipt scanning) stay off for that business until you turn them on, and, whether or not you do, we do not keep the text of AI conversations for that business.
Receipt scanning. If you choose Scan receipt on the Add expense screen, the photo or PDF you give it is sent to Google Cloud (Vertex AI), our AI provider, which reads it and returns the details for you to check. Under Google Cloud's enterprise terms it is not used to train Google's AI models. Invio does not keep the image from the scan or the AI's reply: if you save the expense, the photo you attached is stored as that expense's receipt, in the same private storage as any other receipt, and the lines are saved with the expense. The scan is a draft; you check and save it.
- Invio does not store your voice recordings. They are processed to create your draft and are not kept on our systems.
- Under Google Cloud's enterprise terms, your data is not used to train Google's AI models. Google may retain it only briefly for safety, abuse detection, and legal compliance.
- AI output is a draft you review and confirm before anything is sent. We do not guarantee the accuracy of AI-generated drafts, and you are responsible for checking them before use.
Overseas data processing
Some of our providers process data outside Australia. Invio itself is based in New Zealand, so your information is also processed there. Our database (MongoDB Atlas) is hosted in Sydney, Australia. Our web hosting (Vercel), our AI provider (Google Cloud Vertex AI), and our product analytics provider (PostHog) primarily process data in the United States. Our error-monitoring provider (Sentry) processes data in Germany. Our email delivery provider (Brevo) processes data primarily in France and the European Union. Our payment processor (Stripe) processes data in Ireland and the United States, and may use local processing entities in other countries where it operates. Our file-storage provider (Cloudflare R2) does not pin storage to a single country. We only use providers that are subject to privacy protections comparable to the Australian Privacy Principles, for example through data processing agreements and standard contractual clauses. By using these features you acknowledge that your information may be processed overseas.
5. Data retention
- Active accounts: Data retained while account is active
- Scheduled account deletion: Data deleted after 30 days unless you cancel before then
- Care and worker records: If you keep care records or worker records in Invio (progress notes, incidents, worker screenings and credentials, shifts and hours), you as the provider are responsible for keeping the records the law requires; Invio deletes them 30 days after you delete your account, and offers you a full export first.
- Backups: We keep encrypted backups on a rolling 30-day cycle. Data you delete stays in any backup that was taken before the deletion, until that backup reaches 30 days old and is removed automatically
- Invoices and Quotes: Export and retain your own records as needed, including where tax law applicable to your region requires it (currently 5-7 years depending on jurisdiction)
- Voice recordings: Not stored by Invio - processed transiently to create your draft, then discarded
- AI conversations: The text of your Offsider chats and voice invoices is deleted automatically 30 days after it was written
- AI conversations for a support worker invoicing business: Not kept. If you turn on support worker invoicing for a business, we do not store the text of its AI conversations at all
- Files you send us for import help: Stored privately, readable only by our team, and deleted within 7 days of us returning your ready-to-import file (or within 14 days of receiving it if we do not return one)
6. Data security
We protect your data with encryption in transit (HTTPS/TLS), encryption at rest, secure password hashing, and periodic security reviews (most recently in July 2026).
7. Data breach notification
As a New Zealand business, our legal breach-notification duty is under the New Zealand Privacy Act 2020: if we experience a breach that has caused, or is likely to cause, serious harm, we must notify the New Zealand Privacy Commissioner and affected individuals as soon as practicable - the Commissioner expects this within 72 hours of us becoming aware. For the small-business reason described above, we are very likely also outside Australia's Notifiable Data Breaches scheme. Even so, we apply the same standard to Australian users as a voluntary commitment: if a breach involving your information is likely to result in serious harm, we will notify you without undue delay. If you believe your information may have been affected by a breach, contact us at support@invio.co.nz.
8. Your rights
You can ask us to access, correct, or delete your personal information at any time. To exercise these rights, contact us at support@invio.co.nz. We apply the same access and correction rights to Australian users as we do to our New Zealand customers.
9. Cookies
We use cookies for authentication, preferences, and analytics. You can control cookies through your browser settings.
10. Contact us
Privacy contact: Bakhtiyar Duganov trading as Invio
Email: support@invio.co.nz
Address: Auckland, New Zealand
11. Complaints
If you have concerns about how we have handled your personal information:
1. Contact us first. Email support@invio.co.nz with details of your concern. We will acknowledge your complaint within 5 business days and aim to investigate and respond within 30 days.
2. If you are not satisfied, or want independent guidance. As a New Zealand business, our privacy supervisory authority is the Office of the New Zealand Privacy Commissioner (privacy.org.nz). Australian users can raise a complaint there by email or through the website - the Commissioner's 0800 freephone number is a New Zealand-only line and is not reachable from Australia. Australians seeking general guidance on their privacy rights can also refer to the Office of the Australian Information Commissioner (oaic.gov.au). As explained above, we are very likely not within the OAIC's jurisdiction, so this is a source of information rather than a body that supervises us.