How CristovInvoices collects, uses, and protects your personal data — in plain English.
Cristov Studio (cristovstudio.co.uk) is the data controller for all personal data collected through CristovInvoices. We are a sole trader operating under UK law and process your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
CristovInvoices is a web-based invoicing and financial management platform designed for self-employed courier drivers, road freight operators, and freelancers working in the UK.
Contact: info@cristovstudio.co.uk · cristovstudio.co.uk
We collect only the data necessary to provide the service. Below is a full breakdown of every category:
| Category | What we collect | Why |
|---|---|---|
| Identity | Full name, username | Account creation & invoice generation |
| Contact | Email address, home/business address, postcode | Two-factor authentication, invoice "From" details |
| Financial | Bank account name, sort code, account number | Shown on invoices for payment by your clients — never charged by us |
| Business | VAT number, VAT registration date, flat rate %, invoice history, expenses, job records, mileage logs, company/client records | Core invoicing & reporting features |
| Tax (optional) | National Insurance Number (NINO), Self Assessment UTR, MTD ITSA Business ID, quarterly income tax submissions | Only if you use the Self Assessment / MTD ITSA feature |
| HMRC OAuth | Encrypted OAuth access tokens for VAT MTD and Income Tax MTD | Submitting VAT returns and income tax updates to HMRC on your behalf |
| Receipt images | Photos of receipts attached to expense records | HMRC-ready PDF expense reports |
| Authentication | One-time login codes (OTP, max 10 min), remember-me tokens (7 days, browser only) | Secure login with two-factor authentication |
| Technical | IP address, browser type, screen resolution, device information | Required by HMRC fraud prevention rules — transmitted to HMRC with every API call |
| Subscription | Stripe Customer ID, subscription plan status (free/pro) | Managing your Pro subscription via Stripe — we never store card details |
We use your data exclusively to deliver and improve the CristovInvoices service:
• To create, store, and display invoices with your business and banking details
• To track expenses, income, and mileage for financial reporting
• To generate PDF invoices and HMRC-ready expense reports
• To submit VAT returns and income tax updates to HMRC via Making Tax Digital APIs
• To transmit HMRC-mandated fraud prevention headers with every API request
• To send one-time login codes to your email for two-factor authentication
• To manage your Pro subscription via Stripe
• To maintain security, prevent fraud, and protect your account
We never sell, rent, or share your data with third parties for marketing or commercial purposes.
Under UK GDPR, we rely on the following legal bases:
| Basis | What it covers |
|---|---|
| Contract | Processing your invoices, expenses, and financial records as part of delivering the service you signed up for |
| Legal obligation | Transmitting fraud prevention headers to HMRC as required by UK law; retaining financial records for 7 years per HMRC requirements |
| Legitimate interest | Maintaining service security, preventing unauthorised access, and fraud prevention |
| Consent | Any optional communications you explicitly opt in to; use of the MTD ITSA Self Assessment feature (which collects additional tax data only with your explicit use) |
We share data with the following third parties only where strictly necessary to provide the service:
CristovInvoices Pro subscriptions are processed entirely by Stripe, Inc. When you click "Upgrade Now", you are redirected to a Stripe-hosted checkout page. The following applies:
What we do receive from Stripe:
• A Stripe Customer ID — a reference number used to manage your subscription
• Your subscription status (free or pro) and renewal date
• Confirmation of successful or failed payments (no card details)
You can manage, pause, or cancel your subscription at any time via the Manage Subscription option in Settings, which opens Stripe's secure customer portal. Cancellation takes effect at the end of your current billing period.
For payment disputes or refunds, contact us at info@cristovstudio.co.uk. Stripe's own privacy policy governs how they handle your payment data.
| Data type | Retention period | Reason |
|---|---|---|
| Invoices, expenses, VAT returns, mileage records | 7 years after account deletion | HMRC statutory requirement for financial records |
| Account data (name, email, address, bank details) | Deleted within 30 days of account deletion request | Right to erasure under UK GDPR |
| Receipt images | Retained with expense records for 7 years | HMRC evidence requirement |
| One-time login codes (OTP) | 10 minutes | Security — auto-expired |
| Remember-me tokens | 7 days (stored in your browser) | Convenience login — cleared on logout or expiry |
| HMRC OAuth tokens | Until you disconnect HMRC or delete your account | Required for MTD submissions |
To request account deletion, contact us at info@cristovstudio.co.uk. Note that financial records will be retained for 7 years as required by HMRC, even after account deletion.
We take data security seriously. The following measures are in place:
• SSL/TLS encryption on all connections between your browser and our server
• bcrypt password hashing — passwords are never stored in plain text and cannot be read by anyone, including us
• HMRC OAuth tokens encrypted at rest in the database
• OTP codes hashed with SHA-256 and expire after 10 minutes
• Remember-me tokens are hashed in our database and cannot be used without your device
• Two-factor authentication (MFA) via email is required for every login
• Role-based access control — your data is accessible only through your own secure login
• Read-only admin access for support purposes only, with full audit trail
You have the following rights regarding your personal data. To exercise any of them, email us at info@cristovstudio.co.uk — we will respond within 30 days.
CristovInvoices uses a minimal approach to cookies and browser storage:
| Type | Purpose | Duration |
|---|---|---|
| Session cookie | Maintains your login state while the browser tab is open | Session (cleared on browser close) |
| Remember-me token (localStorage) | Keeps you logged in for 7 days if you check "Remember me" | 7 days or until logout |
| What's New seen version (localStorage) | Remembers which version of the changelog you've seen, so the notification badge doesn't reappear | Persistent (until cleared) |
We use no tracking cookies, no advertising cookies, no analytics cookies, and no third-party cookie scripts. We do not use Google Analytics or any similar tracking service.
We may update this Privacy Policy from time to time to reflect changes in the service, new features, or updated legal requirements. When we do:
• The "Last updated" date at the top of this page will be revised
• Significant changes will be communicated via the in-app "What's New" notification on your next login
• Continued use of the service after changes have been published constitutes your acceptance of the updated policy
We recommend reviewing this page periodically. Previous versions are available on request.
If you have any questions about this Privacy Policy, how we handle your data, or wish to exercise any of your rights, please contact us:
We aim to respond to all data-related requests within 30 days. If you are unsatisfied with our response, you may escalate to the ICO at ico.org.uk.
Governed by the laws of England and Wales. This policy does not affect your statutory rights under UK law.