> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Privacy Policy

> How Smartbills collects, uses, and protects your data

**Last Updated: January 1, 2025**

## 1. Introduction

Smartbills Inc. ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our expense management platform.

## 2. Information We Collect

### 2.1 Information You Provide

* **Account Information**: Name, email, password, company name
* **Profile Information**: Phone number, job title, department
* **Expense Data**: Receipt images, expense details, amounts, categories
* **Payment Information**: Credit card details (processed by our payment provider)
* **Communications**: Support requests, feedback, survey responses

### 2.2 Information Collected Automatically

* **Usage Data**: Features used, actions taken, time spent
* **Device Information**: Browser type, operating system, device ID
* **Location Data**: IP address, general geographic location
* **Cookies**: Session data, preferences, analytics

### 2.3 Information from Third Parties

* **Integrations**: Data from connected services (QuickBooks, Xero, etc.)
* **Email Providers**: Receipt emails when email capture is enabled
* **SSO Providers**: Basic profile from Google, Microsoft SSO

## 3. How We Use Your Information

We use collected information to:

| Purpose         | Description                                         |
| --------------- | --------------------------------------------------- |
| Provide Service | Process expenses, generate reports, enable features |
| Improve Service | Analyze usage, develop new features, fix issues     |
| Communication   | Send notifications, respond to inquiries, updates   |
| Security        | Prevent fraud, detect unauthorized access           |
| Legal           | Comply with laws, enforce terms, protect rights     |

## 4. Information Sharing

We share information only as follows:

### 4.1 With Your Consent

* When you explicitly authorize sharing
* When you connect third-party integrations

### 4.2 Service Providers

We use trusted providers for:

* Cloud hosting (AWS)
* Payment processing (Stripe)
* Analytics (Google Analytics, Mixpanel)
* Email delivery (SendGrid)
* Customer support (Intercom)

See our Subprocessor List for details.

### 4.3 Legal Requirements

We may disclose information:

* To comply with legal obligations
* To respond to valid legal requests
* To protect our rights and property
* In emergency situations

### 4.4 Business Transfers

In case of merger, acquisition, or sale, your data may be transferred with appropriate protections.

## 5. Data Retention

| Data Type      | Retention Period                   |
| -------------- | ---------------------------------- |
| Account Data   | Until account deletion + 30 days   |
| Expense Data   | As configured by your organization |
| Receipt Images | As configured by your organization |
| Usage Logs     | 2 years                            |
| Backups        | 90 days after deletion             |

## 6. Data Security

We implement robust security measures:

* **Encryption**: TLS 1.3 in transit, AES-256 at rest
* **Access Controls**: Role-based access, MFA for employees
* **Infrastructure**: SOC 2 compliant data centers
* **Monitoring**: 24/7 security monitoring
* **Testing**: Regular penetration testing

## 7. Your Rights

Depending on your location, you may have rights to:

| Right         | Description                   |
| ------------- | ----------------------------- |
| Access        | Request a copy of your data   |
| Rectification | Correct inaccurate data       |
| Erasure       | Request deletion of your data |
| Portability   | Export your data              |
| Object        | Opt out of certain processing |
| Restrict      | Limit how we use your data    |

To exercise these rights, contact [privacy@smartbills.io](mailto:privacy@smartbills.io).

## 8. International Transfers

Your data may be transferred to and processed in:

* Canada (primary)
* United States (AWS regions)

We use Standard Contractual Clauses and other safeguards for international transfers.

## 9. Cookies and Tracking

### 9.1 Essential Cookies

Required for the Service to function:

* Authentication
* Security
* Preferences

### 9.2 Analytics Cookies

Help us understand usage (can be disabled):

* Page views
* Feature usage
* Performance metrics

### 9.3 Managing Cookies

Control cookies through:

* Browser settings
* Our cookie preferences panel
* Opt-out links for analytics

## 10. Children's Privacy

Smartbills is not intended for children under 13. We do not knowingly collect information from children.

## 11. Changes to This Policy

We may update this Privacy Policy. Material changes will be:

* Posted on this page
* Communicated via email
* Announced in the product

## 12. Contact Us

For privacy questions or concerns:

* **Privacy Team**: [privacy@smartbills.io](mailto:privacy@smartbills.io)
* **Data Protection Officer**: [dpo@smartbills.io](mailto:dpo@smartbills.io)
* **Address**: 123 Business St, Suite 100, Montreal, QC H2X 1Y1, Canada

### EU Representative

For EU residents:

* **Email**: [eu-representative@smartbills.io](mailto:eu-representative@smartbills.io)