Trust & Policies

Effective Date: 2026-02-10
Provider: BillingReconcile, Calgary, Alberta, Canada (“Provider”, “we”, “us”)
Website: www.BillingReconcile.com
Contact (privacy/legal): support@billingreconcile.com • Security: support@billingreconcile.com

Introduction

We respect your privacy. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, who we share it with, how long we keep it, and how you can contact us about privacy requests. This policy covers visitors to our public site and customers using our billing reconciliation SaaS.

1. Scope

This policy applies to Personal Data we collect when you visit www.BillingReconcile.com and when customers and their users sign up for or use our Service. For customers that are organizations (B2B), the organization is responsible for data they upload or share through the Service.

2. Data we collect

• Account & contact information: name, company, business email, phone, billing details.
• Billing & payment data: subscription records, invoices, payment transaction references (we do not store full card numbers; payment processors handle that).
• Account Data: the data you or your Users upload or connect to use the Service, such as client names, services, products, invoice quantities, license counts, device counts, sync history, mapping data, and reconciliation results.
• Usage & diagnostics: logs, IP addresses, device/browser metadata, error reports, and performance metrics.
• Cookies & similar technologies: session cookies for login, local storage for cookie preferences, optional PostHog cookie-based analytics if enabled, cookieless analytics, Stripe payment technologies, reCAPTCHA on protected forms, and Google Fonts.

3. How we use Personal Data

• To provide, maintain, and improve the Service (account management, reconciliation, integrations).
• To process payments and billing and to prevent fraud.
• For security, troubleshooting, and abuse prevention.
• To communicate important account or product notices (billing updates, policy changes).
• For legal compliance and to respond to lawful requests.

4. Legal bases where applicable

Where privacy laws require a legal basis for processing, our reasons may include performing a contract, complying with legal obligations, legitimate business interests such as security, product improvement, support, and fraud prevention, and consent where required for specific activities.

5. Sharing & third parties

We may share Personal Data with trusted service providers who help deliver the Service (payment processors, hosting, analytics, email delivery, security tools, and notification providers). Those providers are expected to protect data and use it only to provide services to us. We may also disclose data to comply with legal obligations.

We may engage subprocessors (e.g., cloud hosts). A list of subprocessors or a DPA is available on request; customers requiring a DPA should contact support@billingreconcile.com.

6. International transfers

Data may be processed or stored in Canada, the United States, or other locations where we or our service providers operate. Where required by law, we use appropriate safeguards or lawful transfer mechanisms. Contact support@billingreconcile.com for details about cross-border transfers.

7. Data retention

We retain Account Data for as long as needed to provide the Service and as required to meet contractual, legal, tax, security, backup, fraud-prevention, dispute-resolution, and operational needs. Cancelling a subscription does not automatically delete organization data. Customers may contact us to request deletion or export, subject to limited retention where needed for legitimate business or legal purposes.

8. Your privacy rights

Depending on your jurisdiction, you may have rights including the right to access, correct, export, delete, restrict processing of your Personal Data, or object to certain processing. BillingReconcile does not sell customer data. To submit a privacy request, contact support@billingreconcile.com.

We aim to respond to verified requests within 30 days. Complex requests may require additional time; we'll notify you if an extension is necessary.

9. Cookies & tracking

Our website and application use cookies and similar technologies for authentication, preferences, payments, form protection, fonts, and analytics. Optional PostHog cookie-based analytics are enabled only when selected in cookie settings. Anonymous cookieless PostHog measurement may run before or without optional cookie-based analytics consent. Below are examples of technologies we use:

Cookie examples

10. Security

We implement reasonable technical and organizational measures (HTTPS, access controls, encrypted storage for credentials, regular updates) to protect Personal Data. While we strive to protect your information, no system is perfectly secure. Report suspected incidents to support@billingreconcile.com.

11. Children

Our Service is intended for businesses and their authorized users and is not directed at children. We do not knowingly collect Personal Data from children under applicable age limits. If you believe we have collected such data, contact support@billingreconcile.com.

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be posted with a new effective date and, where appropriate, notified to customers by email or notice on the Site.

13. Data Processing Addendum (DPA)

For customers subject to data protection laws (e.g., EU/UK), we offer a DPA that describes roles, subprocessors, security measures, and data subject request handling. Customers can request a DPA by contacting support@billingreconcile.com.

14. How to contact us

For privacy questions, requests, or concerns contact: support@billingreconcile.com.
For security incidents contact: support@billingreconcile.com.

This Privacy Policy is part of our legal documentation. For related terms see our Terms of Service, Cookie Policy, Data Handling, and Integration Permissions.