Privacy Policy

1. Who is responsible

The controller of your personal data is:

For anything about your data, email info@billbase.app.

2. What we collect and why

Your account

Your email address and password. The password is stored only as a secure hash by our login provider; we can't read it. If you log in with Google, we receive your name, email address and profile picture from Google. We use this to create your account and keep it secure.

Your profile and preferences

Your display name, an optional profile photo, the currency you want amounts shown in, your reminder settings and your time zone. We detect the time zone from your device the first time you log in so reminders arrive at the right local time; you can change it in settings.

Your subscription records

Everything you add: service names, prices and currencies, billing cycles, renewal and charge dates, billing history, status (active, paused or cancelled), categories, notes, workspaces and custom logos. You can also label the payment method you use for a subscription, for example "Visa", and add its last four digits and the bank that issued it if you want to. Billbase never asks for a full card number, and you shouldn't enter one.

Reminder emails

We use your subscriptions, reminder settings and time zone to email you before something renews. We keep a record of which reminders were sent, so you never get the same one twice. You can turn reminder emails off at any time in Settings, or with the link in each reminder.

Monthly reports

If you email yourself a monthly report, your browser creates the PDF, and we store it in a private folder for your account and email you a link to it that works for 7 days. The PDF is deleted after those 7 days.

Billy (Pro)

When you ask Billy a question, your question and the subscription data needed to answer it are sent to our AI provider to generate the answer. Your conversations are saved to your account so you can read them again, and each one is linked to the workspace it's about. If you rate an answer with thumbs up or down, we store that rating with the answer, so we can see where Billy needs to improve. We count questions and new chats per day to apply fair-use limits.

Imports

When you import a PDF or CSV, your browser reads the file and sends a limited amount of its text to our AI provider to find the subscriptions in it. For a photo or screenshot, a reduced copy of the image is sent instead. You review the results before anything is saved, and we don't keep the file or the image. We count imports per day to apply fair-use limits.

Purchases

Pro is sold through Link, Stripe's checkout (see section 3). When you start checkout, we send Stripe your account's email address and an account identifier, so the payment belongs to your account. We receive and keep the identifiers of your purchase, the product, its status and the date, so we can unlock Pro on your account. We link the purchase to the account you bought it from, and keep the email address you paid with alongside it. For older purchases made before signing up, that address is how the purchase is linked to an account. If you delete your account, its purchase records keep only Stripe's identifiers and the status, without your email address or a link to you. We never receive your card details.

Feedback

If you send us feedback from the app, we keep your message and the topic you picked.

Newsletter

If you sign up for our newsletter on the website, we store your email address, where you signed up and when, and send you one email with a link to confirm your subscription. We only send the newsletter to addresses that have been confirmed. If you don't open the link, it stops working after 7 days and we don't email you again, unless someone signs up with your address again. A sign-up that is never confirmed is deleted 30 days after the last confirmation email. We send at most one confirmation email to an address per day, so the form can't be used to flood someone's inbox. Once you confirm, we record when, and we get an email telling us about the new subscriber. We use the address only to send you news about Billbase. You can unsubscribe at any time with the unsubscribe link we include in the newsletter, or by replying to any newsletter or emailing us. You don't need an account to sign up.

Shared links

When you share Billbase, the link carries a random code that identifies your account (not your name or email). When someone opens it, we record the channel it was shared through (for example WhatsApp or email), the time, and whose link it was. If they create an account, we record that too, and later whether they bought Pro. We don't record IP addresses for this (to stop abuse, visits are only counted per hashed address, see Error reports and server logs). We use it only to see which ways of sharing work.

Visit statistics

Our host, Lovable, counts visits to the website for us. For each page you open, it records the page address, the site that sent you there, your browser and its language, the time, and a random session code that groups the pages of one visit. Lovable's server also receives your IP address with each request, and the statistics estimate which country a visit came from. We only look at totals, such as the number of visitors, the most visited pages, where visitors came from, and which devices and countries they used. We don't use these statistics for advertising and don't link them to your account.

Error reports and server logs

When something fails in the app, we log what went wrong together with your account identifier, so we can fix it. Our hosting providers process IP addresses and request details to deliver the website and protect it from abuse. To stop abuse, we count requests per IP address (for IPv6, the network prefix) for the newsletter form, logo lookups, website suggestions, shared-link visits and checkout, and per account for checkout and new Billy chats. For these counts we store only a salted hash of the address (a one-way scrambled code), never the address itself. These counts are deleted after two days.

Legal bases

• To provide Billbase to you (contract, GDPR article 6(1)(b)): your account, profile, subscription records, reminders, monthly reports, Billy, imports and Pro.
• Your consent (article 6(1)(a)): the newsletter, which you can stop at any time.
• To meet legal obligations (article 6(1)(c)): keeping purchase records for the period Dutch tax law requires.
• Our legitimate interests (article 6(1)(f)): improving Billbase from feedback, counting visits to the website, understanding which sharing channels work, fixing errors and keeping the service secure. You can object to these at any time (section 6).

We don't use your data for advertising, we don't build marketing profiles, and we don't sell or rent it to anyone.

3. Who else handles your data

We use a small number of providers. They handle data only to deliver their part of Billbase:

• Lovable (Sweden) hosts the website and app on Cloudflare's network, counts visits (see Visit statistics), sends our emails (account and login emails, reminders, reports and newsletter confirmations), passes Billy and import requests to our AI provider, and relays our server's requests to Stripe.
• Supabase stores your account, your Billbase data, your profile photo and monthly report PDFs you email yourself, which are deleted after 7 days, and handles logging in.
• OpenAI generates Billy's answers and reads imported files and images.
• Stripe and Link process your payment. Link is the seller of record for Pro, so for the payment itself Stripe and Link are responsible for your data under their own policies: stripe.com/privacy and link.com/privacy. When you're about to open checkout (pointing at, tabbing to or pressing a Get Pro button, or opening a Pro screen), your browser may connect to Stripe's checkout a moment early so it opens faster. That connection shows Stripe your IP address, but nothing else is sent and no cookie is set until you start checkout.
• Google, only if you choose to log in with Google, under Google's privacy policy.
• logo.dev provides service logos. Our server asks it for a logo by domain name, such as netflix.com. No personal data is sent.
• Clearbit (part of HubSpot) suggests company websites when you look up a logo for a subscription. Our server sends it only the name or address you type there, such as veora. No personal data is sent.

Exchange rates come from the European Central Bank's public reference rates, which our server fetches through the free Frankfurter service (frankfurter.dev). No personal data is involved.

4. Data outside the European Economic Area

Some of these providers process data in the United States. Where your data leaves the European Economic Area, it is protected by the EU–US Data Privacy Framework or by the European Commission's Standard Contractual Clauses.

5. How long we keep it

• Your account and everything in it, including Billy conversations: until you ask us to delete your account. We then delete it within 30 days. Copies in our hosting provider's backups expire on their normal schedule.
• Purchase records: 7 years, as Dutch tax law requires. If you delete your account, they no longer include your email address or a link to you.
• Emailed report PDFs: 7 days.
• Request counts used to stop abuse (stored as a salted hash, never the address itself): two days.
• Newsletter address: while you are subscribed. If you never confirm, the sign-up is deleted 30 days after the last confirmation email. After you unsubscribe, we keep the address marked as not subscribed, so we don't email it by mistake, until you ask us to delete it.
• Shared-link records: as long as the account that shared the link exists.
• Visit statistics: as long as Lovable keeps statistics for our project.
• Error reports and logs: only as long as needed to run and fix the service.

6. Your rights

Under the GDPR you can:

• See the data we hold about you, and take it with you: download a full backup or a spreadsheet any time in Settings → Data.
• Correct it: edit anything directly in the app.
• Delete it: email us from the address on your account and we'll delete your account and its data, including your profile photo and any stored report PDFs, within 30 days. The payment records we must keep for tax purposes stay with Stripe, our payment provider, and are deleted when that period ends. Our own record of the purchase keeps only Stripe's identifiers and its status.
• Restrict or object to how we use it, in particular to anything based on our legitimate interests.

Email info@billbase.app for any of these. We reply within one month. If you're not happy with how we handle your data, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, or the authority in your own country.

7. Storage on your device

Billbase stores a few things in your browser to keep you logged in and make the app fast. If you log out while some changes are still unsaved, they're kept on this device for your next log-in and expire after 30 days. There are no advertising cookies; the only measuring cookie is the short-lived visit-statistics code described under Visit statistics. The details are on our Cookies page.

8. Security

All traffic is encrypted. Each account can read only its own data, enforced by the database itself rather than by the app alone. Payment details never reach our systems.

9. Children

Billbase is not meant for anyone under 16, and we don't knowingly collect data from children.

10. Changes to this policy

When this policy changes, we update the date at the top. If a change affects how we use data you've already given us, we'll tell you by email or in the app before it takes effect.