Privacy Policy

1. Who we are

PayNox is operated by Paynox AB, a company registered in Sweden.

• Company name: Paynox AB
• Organisation number: 559558-0654
• Postal address: Trädgårdsgatan 2 a Lgh 1102, 598 74 Mariannelund, Sweden
• Website: paynox.net
• App: https://app.paynox.net

For privacy questions, contact us at: [email protected]

2. What this policy covers

This policy applies to personal data processed when you:

• Visit paynox.net
• Use the PayNox App
• Create or manage invoices
• Create or manage customer records
• Send invoices or reminders
• Open a public invoice page
• Contact PayNox
• Use PayNox reports, payment tracking, or receivables tools

3. Our role under GDPR

Paynox AB may act as a data controller for personal data relating to our website visitors, account users, business contacts, and direct customer relationship with PayNox.

Where a business user uses PayNox to store information about its own customers, invoice recipients, contact persons, or payment activity, the business user may be the data controller for that customer data, and Paynox AB may act as a data processor or service provider depending on the circumstances.

Businesses using PayNox are responsible for ensuring that they have the right to enter customer and invoice-recipient personal data into PayNox.

4. Personal data we may collect

Depending on how PayNox is used, we may process the following categories of personal data:

• Name
• Email address
• Phone number
• Company name
• Organisation number
• Address and country
• Job role or contact person details
• Invoice information
• Payment status and payment records
• Payment reference, payment method, and payment notes
• Invoice view activity, such as view count, first viewed date, and last viewed date
• Reminder activity, such as reminder type, reminder count, and last reminder date
• Customer payment behaviour data generated from invoice and payment activity inside PayNox
• Technical information such as IP address, browser type, device information, log data, and timestamps
• Messages sent through contact forms or email

5. How we use personal data

We use personal data to provide, operate, secure, and improve PayNox, including to:

• Create and manage user accounts
• Provide invoicing and invoice management features
• Create invoice PDFs and receivables reports
• Store and manage customer records entered by business users
• Send invoice emails and reminder emails
• Provide public invoice pages for customer access
• Track invoice activity and customer invoice views
• Record full and partial payments
• Display paid amounts, remaining balances, overdue invoices, and receivables dashboards
• Generate customer receivables risk profiles based on PayNox invoice and payment activity
• Respond to contact requests and support enquiries
• Maintain service reliability and prevent misuse
• Comply with legal, accounting, tax, and business record obligations

6. Legal bases for processing

We process personal data only when we have a lawful basis to do so. Depending on the context, the legal basis may include:

• Performance of a contract, where processing is necessary to provide PayNox services
• Legitimate interests, such as operating, improving, securing, and supporting PayNox
• Legal obligations, such as accounting, tax, and compliance requirements
• Consent, where we ask for consent for a specific processing activity

Where processing is based on consent, you may withdraw your consent at any time. This does not affect processing carried out before consent was withdrawn.

7. Customer receivables risk profiles

PayNox may generate operational customer receivables risk profiles based on invoice and payment activity inside PayNox. These profiles may include customer payment behaviour, overdue balances, viewed-but-unpaid invoice counts, average days to pay, late paid invoices, maximum days overdue, risk signals, and recommended follow-up actions.

8. Public invoice pages

PayNox may provide public invoice links so invoice recipients can view invoice details without creating an account. Public invoice pages are designed for customer invoice access and may show invoice details, payment instructions, invoice PDF access, paid amounts, and remaining balances.

PayNox may record invoice activity such as view count, first viewed date, and last viewed date to help businesses understand invoice engagement and payment follow-up needs.

9. Sharing personal data

We do not sell personal data. We may share personal data with service providers and partners where necessary to operate PayNox, such as:

• Hosting and infrastructure providers
• Email delivery providers
• Analytics or logging providers, if used
• Payment, accounting, or compliance service providers, if relevant
• Professional advisers, such as lawyers, accountants, or auditors
• Authorities where required by law

Where service providers process personal data on our behalf, we take steps to ensure appropriate contractual and data protection safeguards are in place.

10. International transfers

Where personal data is transferred outside the EU/EEA, we will take steps intended to ensure that the transfer is carried out in accordance with applicable data protection law, such as using appropriate safeguards where required.

11. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

Retention periods may depend on the type of data, the purpose of processing, user account status, accounting or tax obligations, legal requirements, and legitimate business needs.

12. Security

We use technical and organisational measures intended to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

No online service can guarantee absolute security, but we work to maintain appropriate safeguards for the nature of the data processed through PayNox.

13. Your rights

Under GDPR, you may have the right to:

• Request access to your personal data
• Request correction of inaccurate personal data
• Request deletion of personal data
• Request restriction of processing
• Object to certain processing
• Request data portability where applicable
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Swedish Authority for Privacy Protection, IMY

To exercise your rights, contact us at [email protected].

14. Cookies and similar technologies

PayNox may use cookies or similar technologies for website functionality, service operation, performance, analytics, or security. Where required by law, we will ask for consent before using non-essential cookies.

You can control cookies through your browser settings. Blocking some cookies may affect how the website or app works.

15. Children

PayNox is intended for business use and is not directed at children. We do not knowingly collect personal data from children.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page. If we make significant changes, we may provide additional notice where appropriate.

17. Contact

For privacy questions, contact:

• Paynox AB
• Org.nr: 559558-0654
• Trädgårdsgatan 2 a Lgh 1102, 598 74 Mariannelund, Sweden
• Email: [email protected]