Privacy Notice

Last updated 21 September 2026

Who we are

VanNotes is based in Ireland. For anything in this notice, email hello@vannotes.ie.

Whose information, and who is responsible

Tradespeople who use VanNotes: we are the data controller for your account, your business details and the notes and invoices you create.

Customers of a tradesperson who uses VanNotes: your tradesperson is the data controller for your details. VanNotes processes them only on their instructions, to produce and deliver their invoice to you. Ask them first about why your details were collected; you can also contact us about how we handle them.

What we collect and why

• Job notes recorded by the tradesperson, which may include a customer's name, address and phone number, and the text and invoice produced from them. Used to create and send the invoice.
• Business and account details of the tradesperson, including the bank details printed on their invoices. Used to run their account and produce their invoices.
• Basic service records such as when an invoice was created or sent. Used to run and secure the service.
• Website enquiries you send us, and basic website analytics.

We rely on our contract with the tradesperson, the tradesperson's legitimate interest in invoicing their customers, our legal duty to keep invoice records, and your consent for website enquiries. We do not sell personal information and we do not use it for advertising.

Who else handles it

We use a small number of service providers to host the service and to help turn a spoken note into an invoice. Your information is stored in Ireland. Some processing may take place outside the EU under the EU's Standard Contractual Clauses. Our providers work under data processing agreements and may not use your information for their own purposes or to train their systems. A list of providers is available on request.

Invoice links are sent by the tradesperson from their own phone, using messaging apps of their choice, which have their own privacy terms.

How long we keep it

• Recordings: deleted automatically 90 days after they are made.
• Issued invoices: six years, as Irish tax law requires.
• Everything else: for as long as the account is open, and deleted within 30 days of it closing.

Security

Information is encrypted in transit and at rest, kept private to the account it belongs to, and backed up.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, restrict or object to how we use it, or receive it in a usable format. Email hello@vannotes.ie and we will reply within a month. We may have to keep issued invoices even if you ask for deletion, because the law requires it. If you are a customer of a tradesperson we will handle your request with them.

You can also complain to the Data Protection Commission at dataprotection.ie.

Changes

If this notice changes in a way that matters, we will tell tradespeople using VanNotes before it takes effect.