Privacy Policy for Read-Only Billing Review

Information BillFound handles

Account and workspace information

We store the account email, business or workspace name, a password hash, session records, connection status, billing status, review decisions, workspace preferences such as a Schedule Check start date, support requests, and limited security and audit metadata such as timestamps, IP address, and browser information.

Calendar provider information

After you connect a calendar provider, such as Google Calendar or Microsoft Outlook, and choose work calendars, BillFound reads calendar-list details and event information needed to identify completed customer work. This can include calendar names, event titles and descriptions, locations, dates and times, status, recurrence details, organizer and creator details, attendee names, email addresses and response status, event identifiers, provider IDs, and update metadata.

BillFound has read-only calendar access. BillFound does not create or modify Google Calendar or Outlook Calendar events.

Billing provider information

After you connect a billing provider, such as QuickBooks Online or Xero, BillFound reads billing and accounting records used to compare work with billing. This can include organisation, tenant, company, and preference information; customer or contact names, company names, email addresses, phone numbers, addresses, status, and balances; sales invoices and invoice lines, invoice status, dates, service dates, totals, amounts, balances, memo text, delivery status, draft-like indicators where available, and related billing metadata required for matching.

BillFound does not write to QuickBooks Online or Xero. BillFound does not create or modify invoices, process Xero payments, or process payments in connected billing systems.

Derived information

BillFound stores normalized copies of connected records, deterministic customer and invoice match evidence, possible billing findings, confidence and suppression reasons, dismissal or confirmation feedback, connection health, and scan history. BillFound does not create a legal conclusion that money is owed.

How the information is used

• Connect and synchronize the calendar and billing sources you authorize.
• Compare past work events with customer, invoice, recurring-billing, and supported draft-invoice records.
• Show possible billing findings and source-backed evidence for your review.
• Organize open QuickBooks invoices by provider-reported delivery, view, due-date, balance, and overdue information when those fields are available.
• Apply your saved Schedule Check start date to current schedule-coverage calculations without deleting older source records.
• Remember review decisions, honor dismissals, and resolve findings when later evidence appears.
• Process subscription access through Stripe.
• Secure, maintain, troubleshoot, and support BillFound.

BillFound may use privacy-limited advertising conversion measurement to understand whether a first BillFound check was completed after marketing activity. That measurement does not include customer names, calendar contents, invoice details, finding details, provider record details, finding amounts, or other private business data.

BillFound does not sell connected-account or customer data. BillFound does not use connected calendar or billing data for advertising, ad targeting, credit decisions, or training a general-purpose artificial intelligence model. BillFound does not use Xero data to train, fine-tune, adapt, or enhance AI models.

Google API Limited Use

For Google data specifically, BillFound's use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Workspace data is used only to provide and support BillFound's visible user-facing features.

Storage, security, and limited access

BillFound sends data over HTTPS and stores workspace data in a workspace-scoped database on its hosting provider. Provider access and refresh tokens are encrypted at the application layer before storage using authenticated encryption. Client secrets and encryption keys are kept in server-side environment secrets and are not sent to the browser.

Access controls, expiring sessions, secure cookies, request protections, audit records, and workspace isolation reduce unauthorized access. No system can guarantee absolute security. BillFound operators may access specific connected data only with your affirmative permission for a support request, when necessary to investigate security or abuse, or when required by law. Do not send OAuth tokens, passwords, or unnecessary customer records in support email.

Service providers and disclosure

BillFound uses infrastructure providers to host the application, database, encrypted credentials, operational logs, and any backups that are created. Stripe processes payment and subscription information for BillFound. BillFound does not store full payment-card details. BillFound stores only billing identifiers and subscription status needed to manage account access, such as Stripe customer and subscription identifiers. Google Ads may receive a bare conversion event and opaque transaction identifier for advertising conversion measurement. We may also disclose information when required by law, to investigate abuse or protect the service, or as part of a business transaction where required consent and legal protections are obtained. We do not provide connected-account data to advertising platforms or data brokers.

Retention, disconnecting, and deletion

BillFound retains account, synchronized source records, match evidence, findings, feedback, billing status, and scan history while needed to operate the service. Selecting Disconnect in Connections deletes the stored OAuth credential and stops future provider access. Disconnecting does not automatically erase records already synchronized into BillFound.

To request account or data deletion, follow the instructions at billfound.com/data-deletion. The implemented offboarding process disables login, revokes sessions, removes workspace access, stops scheduled work for an orphaned workspace, and deletes stored OAuth credentials when no active member remains. Prior workspace evidence, finding history, billing records needed for accounting or dispute handling, and redacted audit records may be retained for security, legal, fraud-prevention, and support purposes. Requests to remove or de-identify retained data are reviewed subject to legal and security obligations.

Your choices

• Choose which connected calendars BillFound monitors.
• Disconnect calendar or billing providers from Connections.
• Revoke BillFound directly from the relevant provider account settings.
• Request account access help, correction, or deletion through Support.

Changes and contact

We may update this policy as BillFound changes. Material changes to connected-data use will be disclosed before the new use begins and, where required, will require new consent.