Privacy Policy

BillSafi is run by Zubariq Ventures LTD, a company registered in Kenya. For the information about you and your account, we are the data controller under the Kenya Data Protection Act, 2019. If you live in the UK or the European Economic Area, we also respect the rights you have under the GDPR.

Your clients' details are different. When you add a client and send them invoices, you decide what information to keep and why. You are the controller of that data, and we process it for you to provide the service.

Information you give us

• Account details: your name, email address and password. We store your password only as a secure hash, never in plain text.
• Business details: the business or trading name, contact email, phone number, address, tax ID and logo you choose to add.
• Payment instructions: the M-Pesa number, Till, Paybill or bank details you want shown on invoices.
• Client details: names, emails, phone numbers and addresses of the people and businesses you invoice.
• Invoices and payment records: line items, amounts, dates, notes, and the payments you record, including any transaction references.
• Messages to support: anything you send us by email.

Information from Google

If you sign in with Google, Google shares your name, email address and profile picture with us. We do not get access to your Gmail, contacts, Drive or any other Google data, and we do not keep Google's access tokens after you sign in.

Information from subscription payments

When you pay for Pro or invoice credits, we record the M-Pesa phone number you paid from, the amount, the exchange rate used, and the M-Pesa receipt number. We never see or store your M-Pesa PIN.

Information collected automatically

• Sign-in sessions: the IP address and browser type for each session, so we can keep your account secure.
• Error reports: technical details when something breaks, such as the page you were on, your browser, and the error message.
• Usage counts: how many invoices each account has marked Ready, to apply plan limits.

We do not use advertising trackers, and WE DO NOT SELL OR RENT YOUR DATA TO ANYONE.

We use your information to:

• create and secure your account and keep you signed in;
• build your invoices, PDFs and public invoice pages;
• process Pro and credit payments and apply your plan;
• send emails you need, such as password resets and reminders before Pro ends;
• find and fix bugs, and stop fraud or abuse;
• answer your questions and support requests;
• meet our legal, tax and accounting duties.

We rely on these legal grounds: performing our contract with you, our legitimate interest in running a secure and working service, meeting legal obligations, and your consent where we ask for it. We do not send marketing email unless you have agreed to receive it.

When you share an invoice by link, ANYONE WITH THE LINK CAN SEE THAT INVOICE, including your business details, payment instructions, and the client's details shown on it. The link is long and hard to guess, but IT IS NOT PASSWORD PROTECTED. You can disable it at any time. PDFs you download and send are outside our control once they leave BillSafi.

We share data only with service providers who help us run BillSafi, and only what they need:

• Hosting provider: stores our servers, database and backups.
• Payment provider (M-Pesa): processes Pro and credit payments.
• Sign-in provider (Google): handles sign-in if you choose "Continue with Google".
• Email delivery provider: sends account and reminder emails.
• Error monitoring provider: collects error reports so we can fix problems.

You can ask us at support@billsafi.com for the current list of providers.

We may also share information if the law requires it, to protect people from harm or fraud, or as part of a sale or merger of our business. In a sale, we would tell you before your data moves to a new owner.

Some of our providers store or process data outside Kenya, including in the United States and Europe. When data leaves Kenya, we use providers that offer appropriate safeguards, such as standard contractual clauses, as required by the Kenya Data Protection Act.

We keep this to what the service needs to work:

• Session cookie: keeps you signed in. Without it, you cannot use the app.
• Free invoice generator draft: if you use the generator before creating an account, your draft is saved in your own browser's storage. It does not reach us until you choose to save it to an account. The generator also keeps a random ID there, explained below.
• Small preferences: things like whether prices show in USD or KES, and short-lived flags that last only while the tab is open.

We do not use advertising or cross-site tracking cookies.

We record a short list of facts so we can see what is used and what breaks: PDF downloads, opens of a shared invoice link (once a day per link), the steps people take in the free invoice generator, failed PDFs, emails and background jobs, each background job run, backups, and failed sign-ins.

• Generator steps: these use a random ID kept in your browser's storage, not your name or email. You can clear it by clearing site data.
• Never stored with these records: your IP address, browser details, invoice contents, client names, amounts or passwords.
• Failed sign-ins: we keep the email that was typed and the network part of the IP address, not the full address.
• Failure messages: we remove email addresses, links, phone numbers and tokens before saving them.

We keep product records for 13 months, failures and failed sign-ins for 90 days, job runs for 30 days and backup records for 13 months. Older records are deleted every day.

• Account and business data: for as long as your account is open.
• Issued invoices and payment records: these are financial records, so we do not delete them during normal use. Draft invoices can be deleted at any time.
• Subscription payment records: as long as tax and accounting law requires, which in Kenya is usually at least five years.
• Sign-in sessions: until they expire or you sign out.
• Backups: daily database backups are kept for 7 days, then overwritten.

When you ask us to close your account, we delete or anonymise your data within 30 days, except records we must keep by law. Data in backups is removed as those backups expire.

All traffic to BillSafi is encrypted with HTTPS. Passwords are hashed. Each business's data is kept separate, and only you can see it while signed in. Our database is not exposed to the internet. No system is perfectly secure, so if we learn of a breach that affects you, we will tell you and the Office of the Data Protection Commissioner as the law requires.

You have the right to:

• be told how your data is used, which this policy does;
• get a copy of the personal data we hold about you;
• have wrong or incomplete data corrected;
• have your data deleted, subject to records we must keep by law;
• object to or limit how we use your data;
• receive your data in a portable format;
• withdraw consent where we rely on it.

You can edit most of your details yourself in Settings. For anything else, email support@billsafi.com. We will reply within 30 days and may ask you to confirm your identity.

If you are one of our users' clients and want your details changed or removed, please contact the business that invoiced you first. We will help where we can.

If you are unhappy with how we handled your data, you can complain to the Office of the Data Protection Commissioner in Kenya (odpc.go.ke), or to the data protection authority where you live.

BillSafi is for people aged 18 and over. We do not knowingly collect data from children. If you think a child has given us personal data, contact us and we will delete it.

We will update this policy when the way we handle data changes. The date at the top shows the latest version. For significant changes, we will tell you in the app or by email first.

For privacy questions or requests, email support@billsafi.com. You can also read our Terms of Use.