Privacy Policy

Biller.ca ("Biller", "we", "us", or "our") is committed to protecting the privacy of our users ("you" or "your"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our income tracking service at biller.ca (the "Service"). Biller operates in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation.

By using the Service, you consent to the collection and use of your information as described in this policy. If you do not agree with this policy, please do not use the Service.

1. Information We Collect

Account Information

When you create a Biller account, we collect:

• Your name and email address
• Password (stored in hashed form; we never store plaintext passwords)
• Business name (optional)

Email and Financial Data

The core function of Biller is to parse Interac e-Transfer notification emails that you forward to your unique Biller address. From these emails, we extract and store:

• Payment amount
• Sender name
• Date and time of the e-Transfer
• Bank or financial institution name
• Interac reference number
• The raw email content (for processing accuracy and dispute resolution)

We do not have access to your bank account, banking credentials, or the ability to initiate or intercept any financial transactions. Interac e-Transfer notification emails are informational only and cannot be used to transfer money.

Automatically Collected Information

When you access the Service, we may automatically collect certain technical information, including your IP address, browser type, operating system, referring URLs, and pages viewed. This information is used to maintain security, improve the Service, and diagnose technical issues.

2. How We Use Your Information

We use the information we collect to:

• Parse and categorize your e-Transfer income
• Generate receipts for your clients
• Provide income reports and tax-time export data
• Send you service-related notifications (account updates)
• Maintain and improve the Service
• Respond to your support requests

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. How We Share Your Information

We may share your information only in the following limited circumstances:

• Service providers: We use third-party services to operate Biller, including email processing (Postmark or Resend), payment processing (Stripe), and hosting (Hetzner). These providers only access your data as needed to perform their services and are bound by their own privacy policies.
• Legal requirements: We may disclose your information if required to do so by law, regulation, or legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. Data Storage and Security

Your data is stored on servers hosted by Hetzner in their data centres. We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Regular security audits and vulnerability assessments
• Access controls limiting who can view your data

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

5. Data Retention and Deletion

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained until you delete your account.
• Income and transaction records: Retained for a minimum of 7 years to support Canadian tax record-keeping requirements, unless you request earlier deletion.
• Raw email content: Retained for 90 days after processing, then permanently deleted. Parsed data (amounts, dates, sender names) is retained separately.

You may request deletion of your account and associated data at any time by contacting us at privacy@biller.ca. We will process your request within 30 days, subject to any legal obligations requiring us to retain certain records.

6. Your Rights Under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct any inaccurate or incomplete personal information.
• Withdrawal of consent: Withdraw your consent to our collection and use of your information, subject to legal or contractual restrictions.
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, contact us at privacy@biller.ca. We will respond to your request within 30 days.

7. Cookies and Tracking

Biller uses essential cookies required for the Service to function (such as session cookies for authentication). We do not use third-party advertising cookies or cross-site tracking. If we introduce analytics in the future, we will update this policy and provide you with the ability to opt out.

8. Children's Privacy

Biller is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete that information promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. For significant changes, we will also notify you by email. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@biller.ca
• Website: https://biller.ca

You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you have concerns about how your personal information is being handled.