Privacy Policy

Last Updated: August 25, 2025

Welcome to BillingMaster. This Privacy Policy outlines how we collect, use, and protect your personal information when you use our website and services. BillingMaster is committed to protecting your privacy and complying with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect and process the following types of personal information:

  • Account Information: When you sign up, we collect your name, email address, and password. If you use a paid service, we collect billing details and payment information.
  • Company Information: To generate invoices, we collect your company name, address, contact details, and VAT number (if applicable).
  • Client & Invoice Data: We process information about your clients, including their names, email addresses, and contact details, as well as the details of invoices you create (e.g., invoice items, dates, and amounts).
  • Usage Data: We collect information on how you use our service, such as login times, the features you use, and performance data. This helps us improve our service.
  • Technical Data: We automatically collect your IP address, browser type, operating system, and a unique identifier for your device.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide Services: To create, send, and manage your invoices, and to provide you with customer support.
  • To Improve Our Service: We analyze usage data to understand user behavior, fix bugs, and develop new features.
  • For Communication: To send you service announcements, updates, and marketing messages (where you have consented).
  • To Ensure Security: To protect our services from fraud and abuse, and to maintain the security of your data.
  • For Billing: To process your payments and manage your subscription.

3. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds under UK GDPR:

  • Contractual Necessity: The processing is necessary to provide you with the services you have requested (e.g., creating your account and invoices).
  • Legitimate Interests: The processing is necessary for our legitimate interests, such as improving our service, marketing, and ensuring security, as long as these interests do not override your fundamental rights.
  • Consent: Where required by law, we will obtain your explicit consent for certain types of processing (e.g., for sending marketing emails). You can withdraw your consent at any time.

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with trusted third-party service providers who assist us in operating our business. These include:

  • Payment Processors: To handle secure transactions.
  • Cloud Hosting Providers: To store and manage your data securely.
  • Analytics Providers: To help us understand how our service is used.

All third parties are required to protect your data and are only permitted to use it for the specific purposes we have instructed them.

5. Data Retention

We will retain your personal information for as long as your account is active or as needed to provide you with our services. We will also retain data to comply with our legal obligations, resolve disputes, and enforce our agreements. If you close your account, your data will be securely deleted after a reasonable period, unless we are required to keep it for legal or accounting purposes.

6. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
  • Right to Erasure: You can request that we delete your personal data.
  • Right to Restrict Processing: You can ask us to temporarily stop processing your data.
  • Right to Data Portability: You can request your data in a machine-readable format.
  • Right to Object: You can object to our processing of your data in certain circumstances, such as for direct marketing.

To exercise any of these rights, please contact us at the details provided below. We will respond to your request within one month.

7. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact our Data Protection Officer at:

BillingMaster
[Your Company's Address in the UK]
[Your Contact Email Address, e.g., privacy@BillingMaster.com]

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new policy on our website.