Privacy Policy

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Ezzha Ltd (“we”,“us”,“our”), on behalf of Cool Invoice respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Cool Invoice, our SaaS invoicing and point-of-sale platform.

By using our Services, you consent to the data practices described herein.

INFORMATION WE COLLECT
a. Personal Information

When you register or use our Services, we collect personal information including but not limited to:

  • Name, business name, email address, postal address, phone number
  • Billing and payment details
  • User-generated content such as product and pricing information
  • Identification and verification documents when required
b. Usage Data

We collect information automatically when you interact with our Services, including:

  • Device and browser type, IP address, operating system
  • Usage patterns, session duration, page views
  • Location data (with your consent)
c. Customer Data

We may process information about your customers in relation to invoices, payments, or appointments scheduled through our Services, which may include:

  • Customer contact details
  • Transaction data and payment details
  • Device and usage information related to customer interactions with the Services
d. External Data
  • In some cases, we obtain information from credit reference agencies or identity verification partners to meet regulatory requirements and prevent fraud.
HOW WE USE YOUR INFORMATION

We use your data to:

  • Provide, maintain, and improve our Services
  • Process transactions and billing
  • Verify your identity and prevent fraud
  • Communicate notices, updates, and support information
  • Comply with legal and regulatory obligations
  • Conduct research, analytics, and service improvement
  • Personalize your experience and provide marketing information (with consent)
LEGAL BASIS FOR PROCESSING

Our legal bases for processing your data include:

  • Contractual necessity to provide Services
  • Compliance with legal obligations (e.g., AML, tax laws)
  • Legitimate interests to maintain security and improve Services
  • Consent where required (especially for marketing communications or sensitive data)
DATA STORAGE & SECURITY
  • Your data is stored securely in the UK or EU with GDPR-compliant providers.
  • We use encryption (in transit and at rest), access controls, and audit logs.
  • Access to personal data is restricted to authorised staff only.
HOW WE SHARE YOUR INFORMATION

We may share your personal data with:

  • Trusted third-party service providers (payment processors, hosting, analytics)
  • Regulatory authorities as required by law
  • Business partners, affiliates, or in connection with corporate transactions
  • Others as you direct or with your consent

We do not sell your personal information to third parties.

DATA RETENTION
  • We keep financial and transaction data for at least 6 years (to comply with UK tax law).
  • Account data is deleted within 90 days after you cancel your subscription, except where retention is legally required.
  • Marketing consent records are kept until you withdraw consent.
YOUR RIGHTS

Under UK GDPR, you have rights including:

  • Access to your personal data
  • Correction of inaccurate data
  • Deletion of your data (subject to legal exceptions)
  • Data portability
  • Withdraw consent where applicable
  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, contact us at privacy@coolinvoice.com

COOKIES AND SIMILAR TECHNOLOGIES

We use cookies and similar technologies to enhance your experience, analyze usage, and provide personalized content.

You can manage cookie preferences through your browser or our cookie banner.

INTERNATIONAL TRANSFERS

Data may be processed or stored outside the UK. We ensure proper safeguards are in place for such transfers to comply with data protection laws.

UPDATES/ CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. If significant changes are made, we will notify you via email or in-app alerts.

CONTACT US

For privacy enquiries or to exercise your data rights, please contact:

Data Protection Officer (DPO)

Ezzha Ltd

Address: 140 High Street South, Dunstable, England, LU6 3HR

Email: privacy@coolinvoice.com

If you are unhappy with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk