Privacy Policy

We collect the following categories of information:

• Account information — when you sign up: your name, email address, and (optionally) company name, logo and profile details.
• Content you create — invoices, estimates, purchase orders, client and product records, and related notes you enter into the app. This data belongs to you; we process it to provide the Services.
• Payment information — if you subscribe to a paid plan, your payment is processed by Stripe. We do not see or store your full card number; we receive limited billing details (e.g., last four digits, plan, status).
• Communications — messages you send us via forms, email or support.
• Log & usage data — standard server logs such as IP address, browser type, referring page, and timestamps, plus basic, privacy-respecting usage metrics used to keep the Services reliable and secure.
• Cookies — see “Cookies & Tracking” below.

Our free tools — for example the PDF↔Word converters, image and CSV converters, the invoice and estimate generators, and the calculators — run entirely in your web browser. The files you drop in and the numbers you enter are processed locally on your device and are never uploaded to, transmitted to, or stored on our servers. When you close the tab, they are gone.

The one exception is any tool that explicitly uses AI (such as the AI Quote Generator): in that case the text you submit is sent securely to our AI provider to generate a result, as described in “Artificial Intelligence” below. We tell you at the point of use when a tool does this.

• To provide, operate and maintain the Services and your account.
• To process payments and manage subscriptions.
• To send transactional messages (e.g., invoices you send, account and security notices) and, where permitted, occasional product updates you can opt out of.
• To respond to your requests and provide support.
• To monitor, secure, debug and improve the Services and prevent fraud or abuse.
• To comply with legal obligations.

We do not sell your personal information, and we do not use the content of your invoices or documents for advertising.

Some features use third-party AI models (Google Gemini and Anthropic Claude) to generate text — for example turning a client’s inquiry into a draft quote, or drafting email replies. When you use these features, the relevant input you provide is sent to the AI provider to produce a response. We use providers that do not train their models on data submitted through their API, and we do not retain your prompts longer than needed to deliver the result. We do not use AI to read or process files handled by the client-side tools.

We use only the cookies and local storage needed to make the Services work — for example to keep you signed in, remember your preferences, and secure your session. We keep tracking to a minimum and do not use invasive advertising cookies. You can control or delete cookies in your browser settings; disabling essential cookies may prevent you from signing in.

We share information only with vendors who help us run the Services, under contracts that require them to protect it. Our key providers are:

• Netlify — website and application hosting, serverless functions.
• Supabase — database, authentication and storage for your account data.
• Stripe — payment processing and subscription billing.
• Google (Gemini) and Anthropic (Claude) — AI text generation for AI features.
• Email delivery providers — to send account, invoice and support emails.

We may also disclose information if required by law, to protect our rights or users’ safety, or in connection with a merger or acquisition (in which case we will notify you). We never sell your data to third parties.

We keep account and content data for as long as your account is active. If you delete your account, we delete or anonymize your personal data within a reasonable period (typically within 30 days), except where we must retain certain records to meet legal, tax or accounting obligations. Server logs are retained for a limited period and then deleted or aggregated. Files processed by the free browser tools are never stored, so there is nothing to delete.

We protect your data with encryption in transit (HTTPS/TLS), access controls, and reputable infrastructure providers. No method of transmission or storage is 100% secure, but we work hard to safeguard your information and to notify you and the authorities of any breach as required by law.

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, and to object to or restrict certain processing. To exercise any right, email us at privacy@billingotter.com. We will not discriminate against you for exercising your rights.

California residents (CCPA/CPRA): you have the right to know what personal information we collect and how we use it, to request deletion or correction, and to opt out of the “sale” or “sharing” of personal information — which we do not do. You may exercise these rights, including through an authorized agent, using the contact details below.

EU/EEA & UK residents (GDPR/UK GDPR): where applicable, our legal bases are performance of a contract (to provide the Services), your consent (where requested), and our legitimate interests (to secure and improve the Services). You may also lodge a complaint with your local data protection authority.

BillingOtter is based in the United States and our providers may process data in the United States and other countries. If you use the Services from outside the U.S., you understand your information will be transferred to and processed in the U.S., where data-protection laws may differ from those in your country. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses.

The Services are not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us information, contact us and we will delete it.

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide a more prominent notice. Your continued use of the Services after an update means you accept the revised Policy.

Questions about this Policy or your data? Contact us at privacy@billingotter.com.

BillingOtter · New York, New York · United States

See also our contact page.