Data handling and privacy

What happens to an uploaded file depends on the deployment mode. In the public portal, files and results are stored for a limited time for quality assurance; in an installation on your own premises that is off by default. This page states both cases in full.

What is stored

	Cloud (www.invoiceflair.com)	Enterprise
Usage log — tool, duration, language, client address, format	on	can be switched off
Uploaded files and results in the operations log	up to 30 days, then deleted automatically	default off
Anonymised copy in the quality corpus — without address or browser identifier	on, with no automatic deletion period	default off
Third-party analytics	integrated	not integrated

For the cloud this means: data is stored

The two middle rows are the point that often comes as a surprise. Validating an invoice in the public portal leaves a copy of it for quality assurance. Anyone who does not want that uses the Enterprise installation or Invoice Desktop — there the data never leaves your premises.

What does not happen

Invoice data capture does not train on your data. It is a deterministic layout heuristic: labels, zones on the page, table bands, arithmetic of the totals. No cloud model, no training on customer data — not even in the cloud. There is no route by which your corrections feed back into the recognition.

During PDF import, only which fields you changed is logged, never what you changed them to.

An optional refinement by a language model is provided for — and off by default

It is permitted only with a self-hosted model on your own network. Invoice content does not go to third parties.

Results are transient

Independently of the storage above: a result page lives for 30 minutes in memory. After that it reads “This result has expired or is unknown.” That is not retention, it is the opposite — download whatever you want to keep, or save it to the archive with an account.

Deleting the account

An account including all its data can be deleted by you; the deletion cascades across the archive, master data, memberships and keys. See Deleting the account (GDPR).

Where the application reaches out of its own accord

In an Enterprise installation the data sits wherever you install it. The application talks to no external service of its own accord — the sole exception is the EU VIES system, and only when a user triggers the VAT ID check.

For the cloud, the privacy statement names the controller and the processor.

The VIES check is the only outbound contact in normal operation

It is triggered only at the push of a button and transmits the VAT ID, not the invoice. If VIES does not answer, a neutral note states that only the format was checked — never an “invalid”.