Privacy policy

Billkeep is an invoicing app for small businesses. This policy explains what it stores, where, and what leaves your device. It is written to be read, not to be survived.

What is on your device

Everything, and it works with no signal at all. This is the list a copy of which also goes to your account — see the copy in your account below:

• Your business details and logo
• Clients, their contact details and tax IDs
• Invoices, quotes, credit notes and their line items
• Tax rates and groups
• Payment links and bank details you enter
• Recorded payments
• Your activity history and app preferences

It is never sold, never advertised against, and never opened by us unless you switch on support access. Nothing else about you is collected: there is no analytics SDK, no tracking and no third-party scripts anywhere in the app.

If you create an account

Accounts are handled by Firebase Authentication, a Google service. When you create one we receive and store:

• Your email address
• Your name and profile picture, if you sign in with Google
• Your Google profile picture, if you sign in with Google
• A unique account identifier

This is used only to identify you so your records can follow you to another device. It is not used for marketing and is not shared with anyone.

The copy in your account

A copy of the records listed above is stored in Google Cloud Firestore under your account identifier, and it works in both directions: your changes go up within seconds, and changes you made on your other devices come back down onto this one.

This used to be a switch that started off, and it is not any more. The app asks everybody to create an account, and an account that then declined to carry your records to your own second device was a promise nobody had asked for and a source of real loss — people signed in on a laptop, saw an empty screen, and reasonably concluded their invoices had gone. It is on for every signed-in device now, on every plan, free included.

• No other user can read it: security rules on the server allow only your own signed-in account, not just the app.
• It is encrypted in transit and at rest by Google.
• It is not shared with any third party. We do not open it unless you switch on support access; otherwise the only use made of it, beyond keeping your devices in step, is the count described under what we count.
• Deleted records are kept as a marker, not erased. When you delete something, we store the fact that it was deleted so your other devices stop showing it too. Without that marker a deleted invoice reappears the next time another device syncs. The record's own details are removed; what remains is a note that it existed and has gone.
• An invoice you have already issued is never altered by syncing, on any device.
• To stop it and remove what is there, use Delete my account. Your records stay on your own device when you do — they are yours, and deleting an account should not take somebody's books with it.

What we count

To see whether Billkeep is working for the people using it, and whether the free plan's monthly limit is set fairly, we count what is in the copy in your account. For each account the count gives us numbers and dates, nothing else:

• How many invoices, quotes and credit notes it holds, how many are drafts, and how many invoices were finished this month
• How many clients and spending records it holds
• When the account was created and when it was last used
• For each phone or browser you sign in on: whether it is Android or a browser and which one, the app version, when it last synced, and the last sync error it hit, under a random ID made for that install
• If you subscribe: your plan, when it renews, Google Play's order number for it, and the state Play reports

The count reads only each record's type, status and dates. It never reads names, amounts, line items, addresses or payment details, and the device notes hold nothing from your records. All of it is kept next to the account's email address so we know which account it belongs to, and none of it is shared with anyone or used for advertising.

If you ask us for help

Billkeep has a switch, Let support see your account, under Help in the app and under Account on the website. It is off unless you turn it on.

• While it is on — seven days at most, or until you switch it off — the person helping you can see your invoices, quotes, payments, clients, spending, business settings and history, to find the problem you asked about.
• They can look, not change. Nothing in your books is edited from our side.
• Every time your records are opened, the time and what was looked at are logged.
• When it switches off, your records are closed to us again.

When you contact us we may keep short notes next to your account: what you asked, and what we did about it. They are deleted when your account is deleted. Messages you send on WhatsApp or by email stay with those services; we do not copy them into Billkeep.

If you turn on voice invoicing

Voice invoicing is off by default. When you switch it on and use it, the words you say or type are sent to Google to be turned into a draft invoice.

• Speech is turned into text on your phone. The audio recording never leaves the device.
• Only that sentence is sent. Your clients, invoices, totals and payment links are not.
• Billkeep uses Google's free tier for this, which means Google may retain what is sent and have people review it. Do not dictate anything you would not want read.
• Turning the feature off stops it completely.

Payments

You paste a payment link you already have — Stripe, PayPal, UPI, or anything else. Billkeep stores that link, prints it on your invoice as a button and a QR code, and opens it in your phone's browser when tapped. It has no payment processor, no webhook and no account with any provider, so it cannot see whether a payment happened. You record payments by hand.

Subscription payments for Billkeep itself are handled by Google Play. We never see your card details.

Deleting your data

• Records on your device — uninstalling Billkeep removes them. Export a backup first if you want to keep them.
• Your account and cloud copy — in either the app or the web version, go to Settings → Account → Delete my account. This permanently removes your account and everything backed up to it. Records on your device are deliberately left alone: they are yours and were never collected by us.
• You can also email the address below to request deletion.

Full instructions for deleting your account →

Billkeep on the web

This address runs Billkeep in your browser. It behaves the same way the phone app does, and for the same reasons:

• Your business details, clients, documents, tax rates, payment links and recorded payments are stored in your own browser (IndexedDB). They are not sent to us.
• Signing in — which the app requires — copies those records to your Billkeep account so your other devices can show them. Nothing else leaves the browser.
• There are no analytics, no advertising and no tracking cookies. The only network requests the app makes are to Google's own sign-in and Firestore services.
• The browser version opens on a sign-in screen, so an account is needed to use it. Google's sign-in script is loaded from Google on that screen, and Google sets its own cookies for it. It is the only third-party script on the site, and it is not loaded anywhere else — the marketing pages and the free calculators never fetch it.
• Clearing your browser's site data deletes those records, so keep a backup file if they matter — Settings → Save a backup file.
• Our web host may keep ordinary server logs, such as IP addresses and requested pages, as part of running the site.

Permissions

• Internet and network state — only for signing in and Cloud backup, to open a payment link in your browser, and for voice invoicing if you turn it on.
• Photos — only when you choose a logo, through the system picker. Billkeep cannot browse your photo library.
• Microphone — only if you turn voice invoicing on, and only while you are dictating.

Children

Billkeep is a business tool and is not directed at children under 13.

Changes

If this policy changes materially, the app will say so before the change takes effect.

Contact

apisurge@gmail.com — Billkeep, by ApiSurge.