Privacy Policy

1. Information We Collect

We collect information in the following ways:

• Account information — name, email address, business name, role and login credentials for admins, businesses and vendors registered on the platform.
• Vendor & business records — company details, contact information, registration and verification documents submitted during vendor onboarding.
• Invoice & transaction data — invoices, line items, amounts, approval statuses, supporting documents and related correspondence submitted through the platform.
• Usage data — log data such as IP address, browser type, pages visited and actions taken within the Service, collected automatically to help us operate and improve the platform.
• Communications — information you provide when you contact us, request a demo, or submit a message through the contact form.

2. How We Use Information

We use the information we collect to:

• Provide, operate and maintain the Service, including vendor onboarding, document verification and invoice approval workflows.
• Authenticate users and manage business, vendor and admin accounts.
• Communicate with you about your account, respond to inquiries, and send service-related notifications.
• Monitor, troubleshoot and improve the reliability, security and performance of the platform.
• Detect, prevent and address fraud, unauthorised access, and other misuse of the Service.
• Comply with applicable legal, regulatory and accounting obligations.

3. How We Share Information

We do not sell your personal information. Within the platform, information is shared only as needed for the Service to function — for example, a business and the vendors it invites can see the records relevant to their relationship, including invoices, documents and approval status. We may also share information with third-party service providers who help us host, store and operate the Service, subject to appropriate confidentiality obligations, or when required to comply with a legal process, protect our rights, or in connection with a merger, acquisition or sale of assets.

4. Data Retention

We retain account, vendor, business and invoice records for as long as your account is active and for a reasonable period afterward to meet legal, accounting and record-keeping obligations, resolve disputes and enforce our agreements. You may request deletion of certain information as described in Section 6, subject to any retention we are required to maintain by law.

5. Data Security

We use reasonable administrative, technical and organisational measures designed to protect the information stored on the platform, including access controls tied to account roles: admin, business and vendor. Data is stored in encrypted forms and protection measures are in place. We will continue to adopt new security features to help protect data.

6. Your Choices & Rights

You may review and update your account information at any time by signing in to your portal. You may also contact us to request access to, correction of, or deletion of your personal information, subject to our legitimate business and legal retention needs.

7. Cookies & Similar Technologies

Our website (billslinked.com) does not use advertising or tracking cookies. We use privacy-friendly, cookieless analytics to understand how the website is used. The BillsLinked application uses essential cookies to keep you signed in and remember your preferences; these are needed for the Service to work. You can control cookies through your browser settings, though disabling them may affect certain features of the Service.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational or regulatory reasons. We will update the "Last updated" date above when we do, and material changes will be communicated where appropriate.

9. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us at [email protected] or through our Contact Us page.