Privacy Policy

1. Scope

This policy explains what information BillFlow collects when you use the app, why we process it, and the choices you have. It applies to the BillFlow web application and its connected backend services.

2. Information we process

• Account data — your name, email address, password hash (managed by our authentication provider), organisation names and team memberships.
• Documents you upload — bills, invoices, receipts and bank statements, plus the data extracted from them: vendor details, GSTINs, line items, tax amounts and narrations.
• Connected accounting data — information retrieved from the Zoho Books organisations you authorise, such as vendors, chart of accounts, taxes, outstanding documents and bank feed transactions.
• Operational data — audit logs, notifications, error reports and usage counts used to run, secure and meter the Service.
• Billing data — subscription status and payment references. Card and bank details are handled by our payment gateways and are never stored by BillFlow.

3. How we use it

• To extract, match, categorise and review the documents you submit.
• To push approved records into the Zoho Books organisations you connect.
• To authenticate users, enforce team access rules and maintain audit trails.
• To measure document usage against your plan and process subscription payments.
• To diagnose errors, prevent abuse and improve reliability of the Service.
• To send service-related email such as sign-in, invitation and failure notifications.

4. AI processing

Document text and images, and the business context you provide, are sent to AI model providers through our AI gateway in order to extract and categorise data. This content is transmitted solely to return a result to you. Avoid uploading material that you are not permitted to share with a third-party processor.

5. Who we share data with

We do not sell your data. We share it only with service providers who help operate BillFlow:

• Cloud hosting, database and file storage providers.
• AI model providers, for extraction and categorisation.
• Zoho Books, for the organisations you explicitly connect.
• Payment gateways, for subscription payments.
• Email delivery providers, for transactional messages.
• Authorities, where disclosure is required by law.

6. Access within your account

Data is scoped to organisations. Only members you invite to an organisation can see its submissions, approvals and banking data, and their permissions depend on the role you assign them (owner, approver or uploader).

7. Security

Access to your data is restricted by per-organisation authorisation rules enforced in the database, and credentials for connected accounting systems are stored in a restricted area reachable only by our server-side code. Data is transmitted over encrypted connections. No online service can be guaranteed to be completely secure, so please use a strong, unique password and remove team members who no longer need access.

8. Retention

We keep uploaded documents, extracted records and audit logs for as long as your account is active, so that your history and reporting remain intact. You can delete organisations and their data from within the app. On request, or after account closure, we remove your data within a reasonable period, other than records we must retain for legal, tax or accounting purposes.

9. Your rights

You may request access to, correction of, or deletion of your personal data, and you may withdraw consent for optional communications at any time. Contact us using the details below and we will respond within a reasonable timeframe.

10. Cookies and local storage

We use browser storage strictly to keep you signed in and to remember interface preferences such as your selected organisation. We do not use advertising cookies.

11. Changes to this policy

We may update this policy as the Service evolves. The date at the top of this page shows when it was last revised; continued use after an update constitutes acceptance of the revised policy.

12. Contact

For privacy questions or requests, write to sudarsan@smartaccountants.in.