Bilbee Privacy Policy

Bilbee (https://bilbee.app) is operated by Richard Morrisson (ABN 89 650 318 493), an Australian sole trader. This policy explains what personal information we collect, why, where it's stored, who else touches it, and your rights. It's written to align with the Australian Privacy Principles (APPs).

Account information: your email address and a password. Passwords are hashed with scrypt via the Better Auth library — we never see or store your plain-text password beyond the sign-in request itself. If you choose Google sign-in instead, we receive basic profile details from your Google account (such as your name and email address) to create and secure your account — we never receive your Google password.

Information you store in the app:

• your business details — business name, ABN, and the bank account details and PayID you want displayed on invoices
• client records — client names, contact person names, email addresses, addresses and ABNs
• invoices, quotes and payment records
• expenses, including uploaded receipt images
• bank transaction CSV files you import
• your tax settings.

Connected integrations: if you connect optional integrations, we store the credentials needed to use them — your Stripe account key (so your clients can pay invoices by card) and, if you connect Google Calendar, a Google authorisation token. These are stored encrypted, and you can disconnect them at any time.

Technical information: like most online services, our servers keep standard logs that include technical details such as your IP address, and we use IP addresses for security protections like rate limiting.

Support correspondence: if you email us (for example at [email protected]), we keep that correspondence so we can help you and keep a record of your request.

Some of what you store in Bilbee is personal information about other people — your own clients. We store and process that information on your behalf so you can invoice and keep records. We don't use your client data for our own purposes, and we don't contact your clients except to send the invoice and quote emails you ask us to send.

You're responsible for collecting your clients' details lawfully and for telling them how you use their information, where that's required.

We collect and use your information only to run Bilbee for you:

• providing the service — creating invoices and quotes, tracking expenses, reconciling bank transactions, calculating GST/BAS figures and tax estimates, and exports
• sending emails — invoice and quote emails to your clients, and account emails like email verification
• keeping your account secure.

We don't run advertising, we don't currently use any analytics trackers, and we never sell your data.

Bilbee is hosted on Railway, so your data — including your clients' details — is stored on Railway's servers outside Australia.

Several providers that help run Bilbee operate outside Australia. Resend delivers our email, so the invoice and quote emails you send (which can include client names, contact details and invoice contents), any receipt emails you forward, and our account emails may be processed on Resend's infrastructure, including in the United States. If you upload or forward a receipt, Anthropic processes that receipt image (in the United States) to extract the expense details. If you connect Stripe to accept card payments, your clients' card payments are processed by Stripe, which operates globally, including in the United States. And if you use Google sign-in or Google Calendar, Google processes that on its own infrastructure, which operates globally, including in the United States.

Under the Australian Privacy Principles (APP 8), these are cross-border disclosures, and the privacy laws in those countries differ from Australia's. We take reasonable steps to ensure our providers handle your data — and your clients' data — consistently with the Australian Privacy Principles.

We share data only with the service providers needed to run Bilbee:

• Railway — hosts the app and database
• Resend — sends transactional email (invoice and quote emails to your clients, and account emails like verification) and receives forwarded receipt emails if you use the receipt inbox
• Anthropic — when you upload or forward a receipt, we send the receipt image to Anthropic's Claude AI to read the vendor, date, amount and GST and pre-fill an expense draft; receipts are sent only for that extraction
• Stripe — if you connect your own Stripe account to accept card payments, your clients' card payments are processed by Stripe; Bilbee never sees or stores full card numbers, and funds go directly to your Stripe account
• Google — only if you choose Google sign-in (to authenticate you) or connect Google Calendar (covered next).

Google Calendar and the Google API Services User Data Policy: if you connect Google Calendar, Bilbee requests read-only access to your calendar events (the calendar.events.readonly scope) for one purpose — to show your events on the Timesheet so you can turn them into billable time entries with a click. Bilbee never writes to your calendar, doesn't store your events on our servers (they're fetched live and shown to you), and doesn't use them for advertising or sell them. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. You can disconnect Google Calendar at any time from the Timesheet, which removes the stored authorisation.

We don't sell or rent your data to anyone, and we don't share it with advertisers.

Bilbee uses one essential session cookie to keep you logged in. No advertising or tracking cookies.

If you generate a public link for an invoice, anyone who has that link can view the invoice — including the client details and payment details on it. Links use long random tokens designed to be unguessable, but they aren't password-protected, and there's currently no way to disable or regenerate a link once it exists (deleting the invoice removes the page). Only share links with the people who should see them.

• Encryption in transit (HTTPS) between you and Bilbee.
• Passwords hashed with scrypt — never stored in plain text.
• Per-tenant row-level security in our Postgres database, so each account's data is isolated from every other account's.

No online service can promise perfect security, but these protections are in place and we take them seriously.

If a data breach occurs that's likely to cause you serious harm, we'll notify you promptly — including what happened, what information was involved, and what we're doing about it — and we'll notify the Office of the Australian Information Commissioner (OAIC) where required.

We keep your data for as long as your account is active — it's your business record-keeping, so it stays until you say otherwise.

If you ask us to delete your account (see section 12), we delete all your data. Copies may persist in encrypted backups for up to about 30 days before they're gone completely.

• Access and correction: almost everything we hold about you is visible and editable inside the app. If there's anything you can't see or fix yourself, email us and we'll help.
• Export: download everything as a zip anytime via Settings → Account → Export all data.
• Deletion: email [email protected] from your account's email address and we'll delete your account and all its data (subject to the backup window above). Consider exporting first — tax law generally requires you to keep business records for five years.

If you think we've mishandled your personal information, email [email protected] and we'll look into it and respond as quickly as we can.

If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992.

If we change this policy — for example, if we add a new service provider — we'll update the effective date at the top and notify you of material changes by email or in-app before they take effect.

Privacy questions or requests: email [email protected].