Privacy policy

Last updated 30 July 2026

This policy explains what personal data Bilvo collects, why we collect it, who we share it with, and what you can ask us to do about it.

The controller of the data described here is [PLACEHOLDER: registered legal entity name], of [PLACEHOLDER: registered address]. For privacy questions, contact mybilvo@gmail.com.

1. Two kinds of data, and why the difference matters

Bilvo handles personal data in two distinct roles, and your rights differ depending on which applies.

• Your data as a Bilvo user. Your name, email and business details. Here we are the controller — we decide how it’s used, and this policy governs it.
• Your customers’ data, which you put into Bilvo. Their names, email addresses, phone numbers and addresses. Here you are the controller and we are the processor: we hold and process it on your instructions, to send the invoices you tell us to send. You’re responsible for having a lawful basis to hold it and for your own privacy notice to those customers.

[PLACEHOLDER: a data processing agreement covering the processor relationship above. This is a legal requirement in several jurisdictions and should be linked here.]

2. What we collect

Your account

• Your name and email address
• A password, stored only as a secure one-way hash — we never store or log it in a readable form and cannot recover it for you
• If you sign in with Google: your Google account’s email, name and profile identifier. We ask Google for nothing beyond that and never receive your Google password.

Your business profile

• Business name, address, contact email and phone
• Your logo, if you upload one
• Default currency, invoice numbering and due-date preferences
• Payment gateway API credentials, encrypted at rest and decrypted only in memory when we make a call to the gateway on your behalf

Your customers and invoices

• Customer name, email, phone, address and any notes you add
• Invoice contents: line items, amounts, currency, dates, status and notes
• Whether and when an invoice was sent, opened, reminded about and paid

Payments

We never receive, process or store card numbers, CVVs or any other card details. Payment happens on Flutterwave’s or Paystack’s own hosted checkout page. What we receive back from them is a payment reference, the amount, the currency, the method type and whether it succeeded.

Technical data

[PLACEHOLDER: confirm what server logs actually retain — IP addresses, user agents, request paths — and for how long. Don’t state a retention period here until it’s the real one.] Our application logs are configured never to contain passwords, authentication tokens or payment gateway secrets.

3. Why we use it

• To provide the service — creating your invoices, rendering PDFs, emailing them to the recipients you choose, taking payments through your gateway, and issuing receipts. This is necessary to perform our contract with you.
• To keep accounts secure — authenticating you, rate-limiting sign-in attempts, and investigating abuse. This is our legitimate interest in a service that isn’t trivially attacked.
• To support you — answering your questions and tracing problems such as a payment that didn’t register.
• To meet legal obligations — including retaining certain transaction records.

We don’t sell personal data, and we don’t use your invoices or your customers’ details for advertising or profiling.

4. Emails we send on your behalf

When you send an invoice, we email your customer: the invoice PDF, a link to view and pay it online, and a payment link. We also send due-date reminders, overdue reminders, and a receipt once it’s paid.

These are sent from a shared Bilvo sending domain with your business as the sender name — for example “Your Business via Bilvo”. Your customers’ email addresses are used for that purpose and no other. We never add them to a mailing list of ours.

5. Cookies

Bilvo sets one cookie, and it is strictly necessary: a secure, httpOnly cookie holding your session refresh token so you stay signed in between visits. It can’t be read by JavaScript, it isn’t used for tracking, and there is no way to use Bilvo without it.

There is a separate, equivalent cookie for our own internal admin panel, which regular users never receive.

[PLACEHOLDER: if analytics, error monitoring or any third-party script is added later, this section must be updated and a consent mechanism added before it ships.] At present we run no analytics or advertising cookies.

6. Who we share it with

We share data with the service providers needed to run Bilvo, and only as far as each needs:

• Flutterwave and Paystack — to create a payment for an invoice and confirm whether it succeeded
• Our transactional email provider — to deliver invoices, reminders and receipts
• Our hosting, database and file storage providers — to run the service and store your logo
• Google — only if you choose to sign in with Google

[PLACEHOLDER: name each provider and its location. Several jurisdictions require the actual list, not a description of it.]

We may also disclose data where the law requires it, or to protect our rights, our users, or the security of the service.

7. International transfers

Bilvo is used by businesses in many countries, and our providers operate internationally, so data may be processed outside the country you’re in. [PLACEHOLDER: the transfer mechanism relied on — standard contractual clauses or equivalent — and the regions involved.]

8. How long we keep it

We keep your account and business data for as long as your account is open, and your invoices and receipts for as long as you may need them as business records.

One thing worth being explicit about. When you delete an invoice, it disappears from your account — but the record is retained in our systems, marked as deleted, along with who deleted it and when. This is a deliberate audit trail: it means an invoice can’t be made to vanish in the middle of a dispute or a compliance question. It is visible only to us, never to another business, and never to your customers.

[PLACEHOLDER: retention periods — how long after account closure data is erased, and how long deleted-invoice audit records are kept.]

9. How we protect it

• Everything travels over HTTPS
• Passwords are stored as one-way hashes, never in readable form
• Payment gateway secret keys are encrypted at rest and decrypted only in memory when needed
• Sessions use short-lived access tokens, with the long-lived token kept in a cookie your browser’s JavaScript cannot read
• Every request for business data is scoped to the account that made it, so one business cannot reach another’s records
• The link your customer pays on uses a long, randomly generated token that can’t be guessed from an invoice number, and grants access to that one invoice only

No system is perfectly secure. If a breach affects your data we’ll tell you, and any regulator we’re required to notify, as promptly as we can.

10. Your rights

Depending on where you live you may have the right to access the personal data we hold about you, correct it, delete it, restrict or object to how we use it, receive a copy in a portable form, or withdraw consent where we relied on it.

To exercise any of these, contact us using the details above. We’ll respond within the period the law requires. [PLACEHOLDER: relevant supervisory authority and how to complain to it.]

If your request concerns data a business holds about you as their customer, we’ll pass you to that business, since they’re the controller of it — see section 1.

11. Children

Bilvo is a tool for businesses and isn’t intended for children. We don’t knowingly collect data from anyone who can’t lawfully enter a contract where they live.

12. Changes to this policy

We’ll update this policy as the product changes, and update the date at the top. If a change materially affects how we use your data we’ll tell you by email or in the app rather than quietly editing the page.