Who are we?

• We are CostPocket OÜ.
• We are a multinational organisation, headquartered in Estonia (reg code 14016832).
• Our customers in Finland are serviced through our registration in Finland business register (y-tunnus 3173095-4).
• Our customers in Poland are serviced through CostPocket Sp. z o.o. (regon 520356585).
• Our customers in Latvia are serviced through CostPocket SIA. (registration number 40203537286).

Personal data we may process

• We may process the following information:
• Email addresses of our users
• Email addresses of customers of our users (as invoices are sent to email)
• Information on services provided by user
• Correspondence and communications with us
• IP address

Where we store your data?

• Digital Ocean - Amsterdam (EU) data center - hosting provider for the production environment.

How we store your data?

• Your data is kept in Destination Server in an encrypted database, where each company has their own user and unique password.
• Your files (PDF, JPG, XML) are kept in destination server in encrypted with company specific unique password.
• Your credentials to API services and other sensitive data is separately encrypted with a Destination Server specific key and kept inside the company specific encrypted database.
• The password to decrypt your data and files is kept in another instance - the Main Server.
• The Main Server keeps all data in encrypted database.
• The Main Server performs request user authentication and authorization and in case of a non-erroring request connects request with Destination Server, where data and files are decrypted with the password from the Main Server.

Data processors

• Zone Media OÜ - domain registration, email server. Data center in Estonia.
• Cloudflare - DNS service and https certificates. Uses closest available data center to you.
• Mailgun - EU data center (Germany) - API for sending emails. Main use case - sending PDF invoice to customer email relies on this service provider.

Optional data processors

• Billberry OÜ - E-invoice operator for customers who have turned this service on. Data centers in Finland and Germany.
• CostPocket OÜ - automatic robot digitisation of already issued invoices.
• Data hosting and OCR subprocessors for CostPocket:
• Microsoft Ireland Operations Limited - Data center in Germany.
• Google Cloud EMEA Limited - Data center in Germany.
• OPEN AI Inc - In case you use the "Excel with AI" import feature, the first few lines of your EXCEL file are sent to Open AI for translation and categorisation to make sure, which column responds to which invoice item.
• Google Cloud EMEA Limited - in case our correspondence is through @costpocket.ee email address,

Right to be forgotten

You can delete all your data from the server with with a click of a button yourself.

All data includes:

• All registred customers
• All registred products
• All issued invoices (data and all related JPG, PDF, XML files)
• All integrations credentials

Backup strategy

This server is backed up 1 time a week by Digital Ocean.

Each backup is available for a time of one month.

Terms and conditions & privacy policy for this website (www.outvoicer.com)

• This website is hosted in Digital Ocean Frankfurt (EU) data center.
• There are no cookies.