Policies

Effective Date: 2026-02-10
Provider: IntByte, 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 exercise your privacy rights under laws such as GDPR and CCPA. 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 (billing records, logs, files) to use the Service.
• Usage & diagnostics: logs, IP addresses, device/browser metadata, error reports, and performance metrics.
• Cookies & similar technologies: necessary session cookies for login; optional analytics cookies only with opt-in.

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 (GDPR)

Where GDPR applies, our legal bases include performance of a contract (providing the Service), compliance with legal obligations, legitimate interests (security, product improvement, fraud prevention), and, where required, consent (e.g., optional analytics cookies).

5. Sharing & third parties

We may share Personal Data with trusted service providers who help deliver the Service (payment processors, hosting, analytics if opted-in, email/notification providers). Those providers act as processors and are contractually required to protect data and only process it per our instructions. 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 countries outside your jurisdiction. Where required by law, we implement appropriate safeguards (standard contractual clauses, etc.) or otherwise ensure 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, and operational needs. On termination, we typically make data available for export for a limited retention window (e.g., 30 days) and then delete backups according to our retention policy. If you need a different retention arrangement, contact us to discuss.

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 to object to certain processing. Under the CCPA, California residents have rights to know, delete, and opt-out of sale (we do not sell personal information). To exercise rights, 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 public site uses strictly necessary cookies for login sessions and optional analytics cookies only with explicit consent. Below are examples of cookies 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 and Cookie Policy.