Privacy Policy

Introduction

At Zap Bill ("we," "our," or "us"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our invoice generation service.

By using Zap Bill, you consent to the data practices described in this policy.

Zap Bill is operated by [OPERATOR NAME], [ADDRESS], United Kingdom. Email: [email protected].

Information We Collect

Personal Information

When you register for an account or use our services, we may collect:

• Name and email address
• Business information (company name, address, phone number)
• Payment information (processed securely through Stripe)
• Invoice data (client information, services, amounts)
• Stripe Connect: If you connect a Stripe account to accept online payments, we receive and store your Stripe account ID and email address from Stripe, used solely to facilitate the payment feature and deleted when you disconnect.
• Referral Programme: If you use our referral programme, we retain a link between your account and accounts created through your referral link in order to credit rewards. This data is retained for as long as your account is active.

Automatically Collected Information

We automatically collect certain information about your device and usage:

• IP address and browser information
• Device type and operating system
• Pages visited and time spent on our service
• Referring websites and search terms

Cookies and Tracking

We use cookies and similar technologies to enhance your experience, remember your preferences, and analyze usage patterns. You can control cookie settings through your browser.

Types of Cookies We Use

• Essential / session cookies: required for login, authentication, and CSRF security. These expire when you close your browser.
• Google Analytics and Google Ads cookies: used to measure service usage and the effectiveness of our advertising. Google may collect your IP address and browser information.

You can control or disable cookies through your browser settings. Disabling cookies may affect some functionality of our service.

How We Use Your Information

We use the collected information for the following purposes:

• Provide and maintain our invoice generation service
• Process payments and manage subscriptions
• Send service-related communications
• Improve our service and develop new features
• Ensure security and prevent fraud
• Comply with legal obligations
• Provide customer support

How We Share Your Information

We do not sell, trade, or rent your personal information. We may share information in the following circumstances:

Service Providers

We work with trusted third-party service providers who assist us in operating our service:

• Stripe: Payment processing (governed by Stripe's privacy policy)
• Brevo (Email): Email delivery for transactional notifications, invoice emails, and account communications. Governed by Brevo's Privacy Policy.
• Umami Analytics: Privacy-focused, cookieless usage analytics. Umami does not use cookies or collect personally identifiable information.
• Google Analytics & Google Ads: We use Google's services to understand how users find and use our platform, and to measure the effectiveness of our advertising. Google may set cookies and collect your IP address. Governed by Google's Privacy Policy.
• Hosting: Secure data storage and service delivery

Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Enforce our Terms of Service

Your Clients' Personal Data

When you create invoices or quotes, you enter personal data about your clients (such as names, email addresses, and business details). It is important to understand the following:

• You are the data controller for your clients' data and are solely responsible for having a lawful basis to share it with us.
• Zap Bill acts as a data processor, handling this data only to provide you with our invoicing service and not for any other purpose.
• If your clients pay invoices online, their payment data is handled directly by Stripe, Inc. under Stripe's own Privacy Policy.

We recommend informing your clients that their contact information is stored and processed through Zap Bill.

Data Security

We implement industry-standard security measures to protect your information:

• SSL/TLS encryption for data transmission
• Secure data storage with encryption at rest
• Regular security assessments and updates
• Limited access controls for our team
• Secure payment processing through Stripe

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but continuously work to improve our security measures.

Data Retention

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records for tax purposes

When you delete your account, we will delete or anonymize your personal information within 30 days, unless retention is required by law.

Your Privacy Rights

You have the following rights regarding your personal information:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Receive your data in a portable format
• Restriction: Limit how we process your information
• Objection: Object to certain types of processing

To exercise these rights, please contact us using the information provided below. We will respond to your request within 30 days.

International Users

Zap Bill is operated in the United Kingdom. If you are accessing our service from outside the UK, please be aware that your information may be transferred to, stored, and processed in the UK and, through our service providers, in the United States.

For users in the United Kingdom and European Union, we comply with the UK GDPR and EU GDPR respectively. Your rights and the legal basis for our processing are set out in the section below.

UK GDPR and EU GDPR

Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract performance: to create and manage your account and provide our invoicing service.
• Legitimate interests: to improve our service, prevent fraud, and send service-related notifications.
• Consent: for marketing communications and non-essential cookies, where required by applicable law.
• Legal obligation: to comply with applicable UK and EU law.

Right to Complain

You have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner's Office (ICO) at ico.org.uk. EU users may contact their local data protection authority.

International Data Transfers

Some of our service providers (including Stripe and Google) are based in the United States. Where we transfer personal data outside the UK or EEA, we rely on adequacy regulations, Standard Contractual Clauses, or other appropriate safeguards to ensure your data is protected to an equivalent standard.

Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last updated" date
• Sending an email notification for significant changes

Your continued use of our service after any changes constitutes acceptance of the updated policy.

Contact Us

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