Last updated: 16 July 2026
Effective date: 16 July 2026
Invoice Pilot is operated by Andrew Richardson, sole trader, trading as Invoice Pilot (“Invoice Pilot”, “we”, “us” or “our”).
Business address: 300 Stockport Road, Timperley, Altrincham, WA15 7XS
Company number: Not applicable (sole trader)
Support: support@invoicepilot.co.uk
Privacy enquiries: support@invoicepilot.co.uk
Invoice Pilot provides online administration software for childcare, education and activity providers. The Service includes features for managing children and parent details, sessions and attendance, invoices and payments, expenses and receipts, reports, documents and electronic signing.
We act in two different capacities.
We are the data controller for information we decide how and why to use, including:
Childcare, education and activity providers use Invoice Pilot to enter or upload information about children, parents, guardians, emergency contacts, attendance, invoices, payments, expenses, receipts, forms and signed documents.
For that Customer Data, the provider using Invoice Pilot normally acts as the data controller and Invoice Pilot acts as its data processor. We process Customer Data only to provide the Service, on the customer’s documented instructions, and under our Data Processing Agreement.
If you are a parent, guardian, child, emergency contact or other individual whose information has been entered into Invoice Pilot by a provider, please contact that provider first to exercise your data-protection rights. We will assist the provider where required.
Depending on how the Service is used, we may process the following categories.
Payment-card details are processed by the relevant payment provider. Invoice Pilot should not store complete payment-card numbers or card-security codes.
This may include:
Customers may upload documents containing health information, allergies, medical conditions, additional needs, safeguarding information or other special-category personal data.
Invoice Pilot does not require customers to upload sensitive information unless it is genuinely needed for their lawful business purpose. The customer is responsible for identifying an appropriate lawful basis and special-category condition, providing required privacy information, limiting access and collecting only what is necessary.
We obtain information:
When Invoice Pilot acts as controller, we use personal information for the following purposes.
| Purpose | Typical lawful basis |
|---|---|
| Create and administer accounts | Contract |
| Provide purchased features and customer support | Contract |
| Process subscriptions and maintain billing records | Contract and legal obligation |
| Secure the Service, prevent fraud and investigate misuse | Legitimate interests and legal obligation where applicable |
| Maintain, troubleshoot and improve the Service | Legitimate interests |
| Send essential service messages | Contract and legitimate interests |
| Comply with tax, accounting, court and regulatory duties | Legal obligation |
| Send optional marketing communications | Consent, or legitimate interests where permitted for business contacts |
| Use non-essential analytics or advertising cookies | Consent |
Our legitimate interests include operating a secure and reliable SaaS business, preventing misuse, improving the Service, understanding business-level usage and communicating with customers about their accounts. We consider the effect on individuals and do not rely on legitimate interests where their rights override our interests.
When we act as processor, the customer determines the purpose and lawful basis for processing Customer Data.
We use Customer Data only as necessary to:
We do not sell Customer Data. We do not use children’s, parents’ or guardians’ Customer Data for advertising.
We will not use Customer Data to train a general-purpose artificial-intelligence model unless a customer has expressly opted into a separately described feature and lawful terms have been put in place.
We may share information with:
Our current core sub-processors include the following.
| Provider | Purpose |
|---|---|
| Supabase | Database, authentication and private file storage |
| Vercel | Application and website hosting. Vercel, Inc. (US-based). Serverless functions run in the US (Washington, D.C. region) by default. Transfers safeguarded under the UK Addendum to Standard Contractual Clauses. |
| Resend | Transactional email delivery. Resend, Inc. (US-based, infrastructure on AWS US-East). Certified under the EU-US Data Privacy Framework and its UK Extension as a lawful transfer mechanism. |
| Stripe | Subscription and payment processing. Stripe processes payment and billing data under its own terms as an independent controller/processor for regulated payment services; PCI-DSS Level 1 certified; standard contractual transfer safeguards apply. |
| Vercel Analytics | Aggregated website usage analytics. |
| Meta | Advertising measurement (Meta Pixel). Currently active on every page load; not yet gated behind a consent mechanism. |
A maintained sub-processor list is published on the Data Processing Agreement page and updated when suppliers change.
Some suppliers may process or make personal information accessible outside the United Kingdom.
Where a restricted transfer occurs, we will use a lawful transfer mechanism, such as:
Customers may contact support@invoicepilot.co.uk for more information about relevant transfer safeguards.
We use appropriate technical and organisational measures designed to protect personal information. Measures currently intended for Invoice Pilot include:
No online service can guarantee absolute security. Customers must protect their passwords, control authorised users and promptly tell us about suspected unauthorised access.
We keep controller data only for as long as reasonably necessary for the purpose collected.
Typical periods are:
Customer Data is retained for the subscription term. Following termination, customers will normally have 30 days to request an export before production Customer Data is deleted or anonymised, unless the law requires retention. Residual copies may remain in protected backups for up to 7 days before being overwritten or securely deleted.
The customer remains responsible for its own retention schedule and for deleting Customer Data it no longer needs.
We may use:
Non-essential analytics or advertising technology will only be used after valid consent where required. Full details should be provided in a separate Cookie Policy and consent-management interface. As of the effective date above, Invoice Pilot uses Vercel Analytics and the Meta Pixel, and neither is currently gated behind a consent-management interface — this is a known gap between this policy and the live Service, being addressed separately from the pack this page was generated from.
Depending on the circumstances, individuals may have rights to:
These rights are not absolute and may depend on the lawful basis and circumstances.
For information controlled directly by Invoice Pilot, contact support@invoicepilot.co.uk.
For information entered by a childcare, education or activity provider, contact that provider first. We will assist the provider with verified requests in accordance with the Data Processing Agreement.
Invoice Pilot does not currently make decisions producing legal or similarly significant effects about children, parents or customers solely through automated processing.
If this changes, this policy will be updated before the relevant feature is introduced.
Invoice Pilot is a business administration service intended for adult providers and authorised staff. Children are not permitted to create Invoice Pilot accounts.
Customers remain responsible for providing appropriate privacy information to parents, guardians and children and for complying with laws applying to children’s information.
Please contact support@invoicepilot.co.uk first so we can investigate.
Individuals may also complain to the Information Commissioner’s Office. Nothing in this policy affects that right.
We may update this policy to reflect changes in the Service, suppliers or law. We will publish the updated version and change the effective date. Where a change materially affects customers, we will provide reasonable notice through the Service or by email.