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Privacy Policy

Last updated: February 5, 2026

BillaCrew ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our platform at billacrew.com and related services (the "Service"). This policy is compliant with the EU General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable data protection laws.

1. Data We Collect

We collect the following categories of personal data:

  • Account information: Name, email address, company name, and password when you register.
  • Billing data: Payment method details (processed securely via Stripe; we do not store full card numbers).
  • Usage data: Conversation logs, agent configurations, workflow definitions, and analytics events generated through your use of the Service.
  • Technical data: IP address, browser type, operating system, device identifiers, and access timestamps collected automatically.
  • Communications: Any messages you send to our support team or through feedback forms.

2. How We Use Your Data

We process personal data based on the following legal bases under GDPR:

  • Contract performance: To provide, maintain, and improve the Service, process transactions, and manage your account.
  • Legitimate interest: To analyze usage patterns, improve our AI models (on aggregated/anonymized data only), prevent fraud, and ensure platform security.
  • Consent: To send marketing communications (you may withdraw consent at any time).
  • Legal obligation: To comply with applicable laws, regulations, and legal processes.

We do not sell your personal data to third parties. We do not use your conversation data to train AI models for other customers.

3. Data Storage and Security

  • All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
  • Data is stored in SOC 2 Type II certified data centres located in the EU and US. EU customer data resides in the EU unless you opt into a different region.
  • We retain personal data only as long as necessary to fulfil the purposes described in this policy, or as required by law. You may request deletion at any time.
  • We conduct regular penetration testing and vulnerability assessments.
  • Access to personal data is restricted to authorised personnel on a need-to-know basis with role-based access controls and audit logging.

4. Your Rights

Under the GDPR and other applicable laws, you have the following rights:

  • Right of access: Request a copy of the personal data we hold about you.
  • Right to rectification: Request correction of inaccurate or incomplete data.
  • Right to erasure: Request deletion of your personal data ("right to be forgotten").
  • Right to data portability: Receive your data in a structured, machine-readable format (JSON or CSV).
  • Right to restrict processing: Request that we limit how we use your data.
  • Right to object: Object to processing based on legitimate interest or for direct marketing.
  • Right to withdraw consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at privacy@billacrew.com. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

5. Cookies

We use cookies and similar technologies for the following purposes:

  • Essential cookies: Required for authentication, security, and core functionality. These cannot be disabled.
  • Analytics cookies: Help us understand how users interact with the Service (e.g., page views, feature usage). You may opt out.
  • Preference cookies: Store your settings such as theme preference and language.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Service.

6. Third-Party Processors

We share data with the following categories of sub-processors, all bound by data processing agreements:

  • Cloud hosting providers (infrastructure)
  • Payment processors (Stripe)
  • AI/LLM providers (for conversation processing, under strict data processing terms)
  • Email delivery services
  • Analytics providers

7. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact our Data Protection Officer:

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