Last updated: September 11, 2026
Energy Invoice Matcher ("we," "our," or "us") operates the Energy Invoice Matcher web application (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.
When you create an account, we collect your name, email address, and a password. Your password is stored in a securely hashed format and is never stored or accessible in plain text.
When you upload invoices for comparison, we process the PDF or spreadsheet files you submit to extract structured data such as invoice numbers, dates, amounts, line items, counterparty names, delivery locations, volumes, and pricing information. We use a tiered approach designed to retain as little as possible for as short a time as possible:
We automatically collect certain technical information when you use the Service, including your IP address, browser type, and user agent. This information is used solely for session management and security purposes.
We use the information we collect to:
To extract structured data from your invoices, we send the text content of uploaded PDFs to OpenAI's API for processing. Before transmission, we automatically redact sensitive financial information including bank account numbers, routing numbers, SWIFT/BIC codes, IBANs, and tax identification numbers. We do not send the original PDF files or images to OpenAI — only sanitized text content. OpenAI's use of this data is governed by their API data usage policy.
Invoice comparisons are performed entirely on our servers and are not sent to any third party.
We use Sentry for error monitoring to maintain the reliability of our Service. Sentry receives technical error reports when issues occur. Personally identifiable information is not sent to Sentry by default.
We use third-party email providers to deliver transactional emails (such as email verification and password reset messages). These providers receive only your email address and the email content necessary to deliver the message.
Your account data is stored on secure servers. Uploaded invoice files are processed in memory by default and are not written to disk. When you opt in to debug retention or create a share link, the corresponding files or reconciliation data are stored in a private directory that is not publicly accessible. We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Your account is isolated from other users through multi-tenant architecture. You can only access your own invoices, comparisons, and data.
We don't permanently retain your invoices.
Source documents are automatically deleted within 48 hours (and, by default, are never stored at all). Reconciliation data — the transactions, matches, and discrepancies from a comparison — is temporary and deleted automatically unless you explicitly choose to share a reconciliation, in which case it is retained only for the sharing period disclosed at the time you create the link.
Verified email addresses of shared-link viewers are retained indefinitely as a record of who has viewed a shared analysis, even after the underlying share link expires and is deleted.
Aggregate, non-identifying metadata about your comparisons (counts, match rates, processing time, error types, AI usage cost) is retained longer-term as part of your account to support reporting and an audit trail of your usage. We retain your account information for as long as your account is active or as needed to provide you the Service. If you delete your account, we will delete your personal information and any retained invoice or reconciliation data within a reasonable timeframe, except where we are required to retain it for legal or regulatory purposes.
Depending on your jurisdiction, you may have the right to:
To exercise any of these rights, please contact us at the email address provided below.
We use essential cookies required for the Service to function, including session cookies for authentication and CSRF protection tokens for security. On our public marketing and sign-up pages (before you log in), we also use Google Analytics to measure site traffic and where visitors drop off during sign-up. Google Analytics is not loaded anywhere in the authenticated application — it stops the moment you log in. We do not use advertising cookies or cross-site tracking.
The Service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children.
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes your acceptance of the revised policy.
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at: