Proof in every linePrivacy notice
This notice explains how BillProofs ("we") handles personal data when you use BillProofs, the website and app at https://billproofs.com. We are the controller of account and website data. For the invoice and contract data you upload, you are the controller and we act as your processor.
What we collect
- Account data: email address, password hash (never the password), workspace names, sign-in times.
- Business data you upload: 3PL invoice lines, rate cards, approved rates, findings, notes, credits and, if you use them, Shopify order names and dates or a ShipBob read-only token. These are encrypted before storage.
- Billing data: card payments are handled by Razorpay and PayPal payments by PayPal (or by Shopify for Shopify app merchants). Card and PayPal details go straight to them; we receive your subscription status and a customer reference, never card numbers.
- Usage and marketing data: on the public website only, and only after you accept cookies: analytics and advertising tags enabled by us (such as Google Analytics, Google Ads, Meta, LinkedIn, TikTok or Microsoft Clarity). We also record which campaign link you first arrived from, with your account.
Free invoice check and the home-page drop zone
When you use the free check or drop a file on the home page without an account, the file is sent to our server, read in memory to do the arithmetic and discarded; it is not saved. The file and any rates you typed are kept in your own browser tab (session storage) so they can carry over if you start a trial, and are cleared when you close the tab. If you ask us to email the report, we keep your email address, the summary figures you were shown and how you found us, so we can send it and see which pages bring visitors. We send that email once and do not add you to a mailing list. Ask us at support@billproofs.com to delete it at any time.
Why we use it
- To provide the service you signed up for (contract): run audits, store your data, send account emails.
- To bill you and prevent abuse (contract and legitimate interest).
- To send the monthly invoice review and new-finding alerts, which you can switch off in Plans & billing.
- To measure marketing (consent, which you can withdraw by clearing the cookie choice in your browser).
Processors we use
- Hosting and database provider (where the app runs).
- Resend, to send email.
- Razorpay and PayPal (or Shopify for Shopify app merchants), for billing.
- Anthropic (Claude API), only when you upload a rate card to be read. The file is not kept by us and Anthropic does not train models on API data.
- ShipBob, only when you connect it, to fetch your billing transactions.
We do not sell personal data and do not share invoice contents with advertising tools.
How long we keep it
Account and business data are kept while your account is open. When you delete a workspace's data or your account, it is removed from the live database at once and from rolling backups within 14 days. Shopify accounts are removed when Shopify sends its shop deletion request after uninstall. Billing records are kept as tax law requires.
International transfers
Our providers may process data outside your country, including in the United States, under standard contractual clauses or equivalent safeguards.
Security
Business data is encrypted with AES-256-GCM, passwords are hashed with scrypt, sessions are random tokens stored as hashes, and every query is limited to your own workspace. See Security.
Your rights
You can access, correct, export (Plans & billing → Download all data) and delete your data at any time. You can also object to processing, restrict it, or complain to your local data protection authority. Email support@billproofs.com for anything you cannot do in the app; we reply within 30 days.
Contact
BillProofs (operated by D Mahalakshmi Alagarsamy), No. 4, 5th Cross Street, Jothi Nagar, Thirumullaivoyal, Chennai 600062, Tamil Nadu, India. Email: support@billproofs.com.