Privacy Policy

Information we collect

BillWise collects the following categories of information:

• Google account and profile data. When you sign in with Google, BillWise stores your name, email address, email verification status, and profile image when Google provides them, plus the sign-in identifiers needed to keep you signed in.
• Uploaded invoice and agreement files and extracted fields. Files you upload, filenames, and fields extracted from those documents (vendor, dates, amounts, line items, and related parsed content).
• Usage, security, and diagnostic metadata. Limited product-reliability events, rate-limiting and security signals, and diagnostic logs used to operate and protect the service. These events do not include invoice contents.
• Customer choices, outcomes, and support content. Settings, document-type confirmations, outcomes you report, expert-review notes, and issue reports you submit.
• Admin and human review. BillWise operators may access customer invoices and related records for quality, support, and expert-review requests.
• Optional peer-benchmark fields. Only if you opt in. See Optional peer price benchmarking.

How we use your information

BillWise uses this information to:

• Operate bill review and show findings for you to decide what to do next.
• When shared workspace invoice visibility is enabled, compare invoices already stored in the same workspace to detect possible workspace-level duplicates for current members. Duplicate findings do not name other members. When that setting is off, or membership is not current, duplicate checks stay limited to invoices you uploaded.
• Run OCR and document extraction on uploaded files when that service is configured.
• Generate user-requested draft assistance, such as a negotiation draft you can edit.
• Secure the service, including rate limiting and diagnostic monitoring.
• Provide support and quality review, including operator review when needed.
• Support user-directed action. BillWise does not contact providers or take action without you.

Usage analytics are limited product-reliability events (for example, whether an upload completed). They do not include invoice contents.

Automated processing, AI, and human review

BillWise processing has four distinct parts. They are not the same thing:

• Veryfi OCR. When configured, Veryfi extracts fields from uploaded documents.
• Deterministic BillWise review. BillWise then applies automated review logic to those extracted fields to surface findings for you. This review engine is not OpenAI.
• Optional human and admin review. BillWise operators may examine invoices for quality, support, expert-review requests you submit, and operator-reviewed claims. Action packages are delivered to you, not to your provider.
• OpenAI draft assistance. When you request a negotiation draft and that path is active, BillWise may send limited invoice fields and your notes to OpenAI to generate a draft for you to edit. OpenAI is not used to generate the core bill-review findings.

BillWise may also persist privacy-safe derived value signals from review findings, duplicate-invoice detection, self-reported outcomes, and validated savings claims. These records store categories, deduplication keys, workspace scope, monetary status, validated currency when known, amount ranges, methodology version, and internal bill identifiers (opaque ids only). They do not store OCR text, filenames, vendor content, account numbers, or customer display strings. Active workspace-anchored signals remain with the organization when applicable.

Service providers

BillWise uses the following service providers when configured. Each processes information for its service role. Their own terms also apply.

• Google — account sign-in, when configured.
• Vercel — application hosting and limited usage analytics, when configured.
• Supabase — database and file storage, when configured.
• Veryfi — OCR and document extraction, when configured.
• OpenAI — user-requested draft assistance, when that path is active and configured.
• Upstash — rate limiting and short-lived operational cache, when configured.
• Resend — when workspace invitation email is enabled, processes the invitee's email address and the invitation message (including the join link) to deliver that invitation. Resend is not currently used to send review-reminder email for uploaded bills.

Retention and deletion

Today’s invoice Remove action deletes the application’s database record, related application rows, and active original-file copies in BillWise Supabase Storage and Veryfi when those copies exist. Before the invoice row is deleted, BillWise withdraws active derived value signals tied to that invoice and clears current bill-id membership links. Immutable audit events for withdrawn signals may remain. BillWise cannot promise immediate removal from provider backups, logs, or other retained copies.

Signed-in users can delete their BillWise account from Settings after confirming their Google email and typing DELETE MY ACCOUNT. That removes BillWise's linked Google sign-in and active BillWise session records, personal invoices (those not attached to a workspace), personal documents bucket files, this user's vendor-account grouping rows, and this user's peer benchmark observations, including active BillWise Storage and Veryfi copies of personal invoices when present.

Workspace owners cannot use that control to close a workspace or transfer ownership. Email hello@billwise.ai.

If you are a workspace admin or member, deleting your account removes your membership. The workspace, other members, and shared workspace invoices remain under that workspace's control. Those invoices and organization audit or history records may still contain document content and operational metadata; they are not all de-identified.

When a shared invoice still requires your former user id for storage-path or database integrity, BillWise keeps an internal de-identified User anchor that cannot sign in. That is not a claim that the retained invoices themselves are de-identified.

BillWise cannot erase provider backups, operational logs (Veryfi, Supabase, Vercel, Upstash, Google), or copies retained for security, operational, or legal needs. You can still email hello@billwise.ai for residual or blocked requests.

Optional peer price benchmarking

BillWise offers an optional setting to contribute limited, normalized bill fields for privacy-protected peer price comparisons. This setting is off by default and requires your explicit opt-in through Settings.

If you opt in, BillWise may store normalized fields such as provider key, SKU key or a one-way derived key for an eligible specific service description, currency, quantity basis, unit price, invoice date, and domain class from eligible bills processed after you enable the setting. BillWise does not store the raw line description in peer benchmark rows. Peer comparison results do not include other customers' names, emails, account identifiers, uploaded documents, line descriptions, or raw invoice text.

Peer comparison results are shown only when enough similar observations exist to support aggregate comparisons. BillWise does not promise anonymity, perfect unlinkability, or guaranteed privacy outcomes beyond these implemented controls.

If you opt out and save that change, BillWise deletes your contributed peer benchmark observations. We may retain consent and withdrawal timestamps to document your choices. Opting back in records new consent and does not backfill historical uploads.

Security

We take reasonable measures to protect your information, but no online service can be completely secure. Please keep your Google account protected and do not share access to BillWise with people who should not see your bills.

Your choices

• You can sign in and review the bills in your account.
• You can use invoice Remove in My Bills. That action deletes the application’s database record, related application rows, and active original-file copies in BillWise storage and Veryfi when those copies exist.
• When shown in Settings, optional peer benchmarking is off by default and requires explicit opt-in.
• When workspace management is enabled, all members of a shared workspace can see other members' name (if provided), email address, and role in that workspace. Workspace managers with appropriate roles can change roles or remove access. Leaving a workspace removes your membership from that workspace.
• When shared workspace invoice visibility is enabled, BillWise may use invoices already stored in that workspace to detect possible workspace-level duplicates. This page does not claim that setting is currently on in production.
• BillWise does not currently send review-reminder email when an uploaded bill is waiting in My Bills. There is no Settings control for that.
• You can delete your BillWise account from Settings when you are not a workspace owner. Workspace owners must email hello@billwise.ai for ownership transfer or workspace closure. You can also email hello@billwise.ai for residual requests.

Contact

For questions about this page, or to request account or data deletion, email hello@billwise.ai. Please use the Google account email on file so BillWise can verify and evaluate the request.

Updates

This page describes current product behavior. When material data practices change, BillWise will post the update here with a new effective date and policy version.

0.7.376 (September 4, 2026): Clarifies that, when shared workspace invoice visibility is enabled, BillWise may compare invoices already stored in the same workspace to detect possible workspace-level duplicates for current members. Findings do not disclose other members' identities. Duplicate checks remain limited to invoices you uploaded when that setting is off or membership is not current. This update does not claim that setting is on in production.

0.7.300 (September 4, 2026): Documents persisted derived value signals, current bill-id membership for duplicate clusters and associated bills, and invoice Remove withdrawing active signals before bill deletion while retaining immutable audit events.