Legal

Privacy Policy

Last updated March 29, 2026

This Privacy Policy describes how FilmInvoice (“we,” “us,” or “our”), operated by JJ Stratton LLC at filminvoice.app, collects, uses, and protects your information. This policy is incorporated into our Terms of Service.

1Collection 2Usage 3Sharing 4Financial Data 5AI 6Retention 7Your Rights 8Security

Information We Collect

Information you provide

Account information: Name, email address, phone number, profile photo, position/job title.
Business information: Business name, street address, city, state, ZIP code.
Financial information: Bank account details (routing number, account number, bank name) for ACH payment details on invoices. We do not process payments directly — bank details are displayed on your invoices only.
Tax information: Tax classification, TIN or SSN, and electronic signature for W-9 generation. See Section 4 for how this data is encrypted and protected.
Invoice data: Client names, addresses, contact information, invoice amounts, line items, payment terms, and delivery records.
Job and timecard data: Job titles, dates, locations, rates, call times, meal times, wrap times, and calculated pay information.
Community content: Client and location ratings, tags, comments, and private notes you create.
Chat messages: Messages you send to the AI assistant, including any images you upload for extraction.
Crew information: Names, positions, phone numbers, emails, and social media links of crew members you add to your team directory.

Information collected automatically

Authentication tokens: Firebase authentication tokens stored as HTTP-only cookies for session management.
Push subscription data: Web Push API endpoint and keys if you enable on-set tracking notifications.
User agent: Browser and device information associated with push subscriptions.

Information from third parties

Google Sign-In: If you sign up with Google, we receive your name, email, and profile photo from Google.
Lemon Squeezy: Our payment processor provides us with your subscription status, customer ID, and billing period information. Lemon Squeezy handles all payment card processing — we never see or store your card number.

How We Use Your Information

Provide the Service: Generate invoices and W-9 forms, calculate timecards, track jobs, enable crew coordination, and power the AI assistant.
Send emails on your behalf: When you send an invoice, we email it to your specified recipient from our domain (filminvoice.app). Invite emails are sent to crew members you add to jobs.
Push notifications: Send on-set tracking alerts (meal deadlines, call reminders, wrap reminders) and crew activity notifications if you opt in.
Community features: Display anonymized ratings and comments about clients and locations to other users. Your name is not attached to community ratings.
AI processing: Your chat messages and uploaded images are sent to third-party AI providers (via OpenRouter) to generate responses. See Section 5 for details.
Improve the Service: Understand usage patterns to improve features and fix issues.

Information Sharing

We do not sell your personal information. We share information only in these circumstances:

With your clients: When you send an invoice, the recipient receives your name, business name, and address. If you choose to include ACH payment details or attach a W-9, those documents are included only because you explicitly opted to send them.
With your crew: On shared jobs, linked crew members can see your name, photo, position, and on-set status (clocked in, at meal, wrapped). Crew Notes posts are visible to all participants on a shared job.
Community data: Client and location ratings are visible to all users but are anonymous — your name is not displayed.
Legal requirements: If required by law, subpoena, or legal process.

Service providers

Firebase

Authentication

Neon

Database hosting

Vercel

Application hosting

Resend

Email delivery

Lemon Squeezy

Subscription billing

OpenRouter

AI model access

We do not send your SSN, bank details, or other sensitive financial data to AI providers — only chat messages, uploaded images, and contextual information needed to generate responses.

Sensitive Financial Data

AES-256-GCM encrypted at the application level

TIN/SSN: Your tax identification number is encrypted at the application level using AES-256-GCM before storage. Only the last 4 digits are retained unencrypted for display. Full values are not visible in the database or in normal administrative tools, and are decrypted only when needed to generate a W-9 document you request.
Bank account details: Routing and account numbers are encrypted at the application level before storage. Only the last 4 digits are stored unencrypted for display purposes. Full numbers are decrypted only when needed to generate an invoice that includes your ACH payment details.
Sensitive documents: W-9s and invoices containing ACH details are generated on demand and are not stored as persistent PDF files. Decrypted values are used only during document generation and are not written back to persistent storage in plaintext.
Payment cards: We never see, store, or process credit/debit card numbers. All payment processing is handled by Lemon Squeezy.
Electronic signatures: Your W-9 signature is stored as a data URL and used only for W-9 PDF generation.

AI and Image Processing

Your messages and images are sent to AI model providers via OpenRouter to generate responses.
We do not send sensitive financial data (SSN, bank account numbers) to AI providers. The AI assistant receives your name, client names, invoice summaries, job details, and chat messages — not your tax or banking credentials.
Chat history is stored per session in our database so the assistant can maintain conversation context.
Uploaded images (call sheets, receipts, etc.) are processed for text extraction and are not stored permanently after processing.
AI responses may contain errors — you should review all AI-generated content before acting on it.

Data Retention

Account data: Retained as long as your account is active.
Invoices and timecards: Retained as long as your account is active. These are your financial records.
Chat messages: Retained per session. Sessions can be reset by the user.
After deletion: If you delete your account, we will delete your personal data within 90 days, except where retention is required by law or necessary to resolve disputes. Anonymized community ratings and comments may be retained as they are not personally identifiable.

Your Rights

You have the right to:

Access: your data through the Service (profile, invoices, timecards, etc. are all visible in-app).
Correct: inaccurate data through your settings and profile pages.
Delete: your account and associated data by contacting us.
Export: your data — invoices are downloadable as PDFs, and timecard data can be copied to clipboard.
Opt out: of push notifications at any time through your settings.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

Right to know: You may request the categories and specific pieces of personal information we have collected about you, the sources of that information, our business purpose for collecting it, and the categories of third parties with whom we share it.
Right to delete: You may request deletion of your personal information. Contact us and we will delete your data within 90 days, subject to legal exceptions.
Right to opt out of sale: We do not sell your personal information to third parties. We do not share your information for cross-context behavioral advertising.
Right to non-discrimination: We will not discriminate against you for exercising any of these rights.

To exercise any of these rights, contact us at support@filminvoice.app. We will verify your identity before processing your request.

Security

We use industry-standard security measures including HTTPS encryption for all data in transit, HTTP-only cookies for authentication, and secure hosting infrastructure.

Sensitive financial data (SSN/EIN, bank routing and account numbers) is encrypted at the application level using AES-256-GCM with a 256-bit key before it reaches the database. The encryption key is stored separately from the database in a secure environment. A database breach would expose only encrypted ciphertext that is computationally infeasible to decrypt without the key.

Sensitive documents such as W-9s and invoices containing ACH details are generated on demand in memory and are not persisted as stored files. This means there are no cached PDF artifacts containing your SSN or bank details sitting in our storage.

However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

Cookies

We use a single essential cookie (“AuthToken”) for authentication. We do not use tracking cookies, analytics cookies, or advertising cookies. The auth cookie is HTTP-only, secure, and expires after 12 days.

Children

The Service is not intended for users under 18 years of age. We do not knowingly collect information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The “Last updated” date at the top indicates the most recent revision.

Contact

Questions about this Privacy Policy? Contact us at support@filminvoice.app.