1. Who we are
Staple Invoice (the “Service”) is operated by Staple LLC (“Company”, “we”). For the business documents you process in the Service, you are the controller of that data and Company acts as your processor. For account and usage data about you as a user, Company is the controller. Contact: help@staple.jp.
2. Data we collect
- Account data: your email address and name, used to sign you in with an emailed sign-in link, plus your organization, membership and role.
- Business documents: invoices, bills, estimates, receipts and purchase orders you create, upload, forward by email, or receive; their line items, amounts, dates and notes; and the vendor and customer details they contain (names, addresses, contact details, bank or registration numbers where present).
- Files: uploaded PDFs and images, and your organization logo.
- Activity and audit records: who created, edited, approved or sent a document and when, plus integrity hashes and the append-only event log used for record-keeping compliance.
- Usage data: AI credit usage, and anonymized page analytics for this website.
- API and MCP data: metadata about personal access tokens (name, creation and last-used time). We store only a one-way hash of each token, never the token itself.
3. How we use it
To provide and secure the Service: extract and categorize documents, draft invoices, run approval workflows, send documents on your behalf, meter AI credits, keep legally required records, and respond to support requests. We do not sell your data and we do not use your business documents to advertise to you or anyone else.
4. AI processing
When you use AI features (document OCR and field extraction, vendor categorization, payment-term suggestions, invoice drafting, summaries), the relevant content and your instructions are processed as follows. Uploaded and emailed documents are sent to a third-party OCR and extraction service, which processes them in memory without storing them and returns structured fields using AI models. Other AI features send the relevant content directly to third-party AI model providers through an AI gateway. In each case the result is returned to you. Content is processed only when you trigger an AI feature or when a document is received through your organization’s inbound email address or API. We do not use your content to train models, and we choose AI model providers that do not train on it. AI output can be wrong; please review extracted and drafted values before approving or sending them.
5. MCP server and API access
You can create personal access tokens in Settings to let tools and AI agents act on your organization’s data through our REST API and MCP server. A token acts with your user’s access to a single organization, and anything an agent reads through it is disclosed to that agent and to the AI service it runs on, under that service’s own terms and privacy policy. Company does not control those third-party agents. Treat tokens like passwords: you can revoke a token at any time, and revoked tokens stop working immediately. Some clients can only pass a token in the URL (?token=); URLs may be recorded in logs of the tools you use, so prefer the Authorization header where your client supports it. All token-authenticated requests are scoped to your organization and are recorded in the activity log.
6. Shared document links
When you share a document by hosted link, the document contents are encoded in the link itself. Anyone who has the link can view the document, and a link cannot be individually revoked once sent. Share links only with intended recipients.
7. Who we share data with
We use service providers to run the Service, acting on our instructions: a managed database, file storage, application hosting and analytics, an email delivery service for sign-in and document emails, an OCR and extraction service, an AI gateway, and AI model providers (section 4). We may also disclose data if required by law. Where you send a document by email, the recipient receives its contents by design. We will provide a current provider list on request.
8. Retention and deletion
Business records are often legally required to be kept for several years. Documents are therefore soft-deleted and retained until the end of the applicable retention period, and the audit log is append-only; deleting a document hides it but does not immediately erase it. Other data is kept while your account is active and removed or anonymized within a reasonable period after you close it, except where we must keep it for legal or security reasons.
9. Security
Data is encrypted in transit, access is scoped per organization, access tokens are stored hashed, and document integrity is protected with hashing. No system is perfectly secure; tell us promptly at the address above if you suspect a problem.
10. International transfers
Our providers (including AI model providers) may process data in countries other than your own. Where required, we rely on appropriate safeguards for those transfers under applicable data-protection law.
11. Your rights
Subject to applicable law, you can ask to access, correct, export or delete your personal data, or object to certain processing. Contact us at the address above. If your data is in an organization you do not administer, we may refer your request to that organization’s admin.
12. Cookies
We use a session cookie to keep you signed in and privacy-friendly analytics to measure site usage. We do not use advertising cookies.
13. Changes and contact
We will post changes on this page and update the date above, and notify you of material changes. Questions: help@staple.jp, Staple LLC, 1-10-8 Dogenzaka, Shibuya, Tokyo 150-0043, Japan.
Last updated: October 8, 2026