Last updated
Trust Centre
We respect the privacy and confidentiality of your information and process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).
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Stored in South Africa
Your records are stored in Google Cloud's Johannesburg region.
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Independently assessed
A Google CASA Tier 2 security assessment by TAC Security, and a POPIA impact assessment by external attorneys.
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Encrypted
In transit and at rest, with a second layer on the most sensitive fields.
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Not used to train AI
We don’t let our AI providers use your data to train their models.
Assessments and documents
- Ask about the assessment
CASA security assessment
TAC Security assessed Bill's application in April 2026 as part of Google's CASA Tier 2 requirement for access to Gmail data.
- Read
Privacy policy
What we collect, why, how long we keep it, and your rights under POPIA.
- Read
Terms of service
Our terms for processing personal information on your behalf.
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Cookie policy
Which cookies our website sets, why, and how to change your choice.
- Read
Refund policy
When and how to request a refund.
- Read
PAIA manual
What records we hold and how to request access to them.
Where we store and process your information
| What | Where | Provider |
|---|---|---|
| Your records: clients, matters, time, invoices, books and documents | South Africa | Google Cloud, Johannesburg |
| Encryption keys | South Africa | Google Cloud, Johannesburg |
| Chat review write-ups | Global; no fixed processing region | Google Cloud (Gemini) |
| Chat messages (Gemini) | Global; no fixed processing region | Google Cloud (Gemini) |
| Chat messages (Claude) | United States, Europe, Asia or Australia; normally kept in the United States for up to 30 days, with longer retention for flagged content | Anthropic (Claude) |
| Invoice extraction (Claude) | United States, Europe, Asia or Australia; normally kept in the United States for up to 30 days, with longer retention for flagged content | Anthropic (Claude) |
| Choosing the tools for a chat reply, and reviewing its quality | United States; zero retention of prompts and outputs, with billing and usage metrics retained | TypeSafe |
| Assisting with bookkeeping allocations | United States; zero retention of prompts and outputs, with billing and usage metrics retained | TypeSafe |
| Voice notes converted to text | European Union | Google Cloud Speech-to-Text |
| Reading the text of PDFs and images you upload | European Union; Google does not keep the file after reading it | Google Cloud Document AI |
| WhatsApp messages | United States | Twilio and WhatsApp |
| Outgoing email | United States | SendGrid |
How we limit access to your information
| Topic | Details |
|---|---|
| Access | Access is controlled by account permissions. Authorised Bill administrators and service providers also have access to information to operate and support the service. |
| Account separation | Records belong to one account. Bill checks each request against that account to prevent access to another practice's data. |
| Audit trail | Audit logs record successful authenticated requests, their accounts and the people who made them. |
| Signing in | Sign in with Google, Microsoft or a password. Passwords are stored as bcrypt hashes. |
| Connected inboxes and calendars | Bill reads connected emails and calendar events to draft time entries, and emails to find invoices. Google Workspace data is used under Google's Limited Use requirements. Disconnect inboxes from the Emails screen and calendars from the Calendar screen. |
AI and your data
| Protection | Our arrangement |
|---|---|
| Processing agreements | Our AI providers process personal information under service terms and data processing agreements governing its use and protection. |
| Training restrictions | Google's terms prohibit training or fine-tuning on your data without our permission or instruction. Anthropic's terms prohibit training on your data. TypeSafe has confirmed no training on prompts or outputs under our zero-retention arrangement. |
| Assistants you connect | If you connect Claude, ChatGPT or another assistant to Bill, its provider is your service provider, not ours. The provider’s terms decide what happens to the information the assistant reads. See connecting an AI assistant. |
| Access to terms | Links to our AI providers' published agreements appear in the subprocessor table below. You can also request details from privacy@bill.co.za. |
Security practices
| Topic | Details |
|---|---|
| Encryption | Traffic uses TLS. Databases and files are encrypted at rest. Sensitive fields, including integration access tokens and voice note transcripts, have a second layer of AES-256-GCM encryption, with keys held in Google Cloud Key Management Service. |
| Backups | Daily database backups include point-in-time recovery for the last seven days. |
| Software inventory | Each production release lists its third-party software so we can check for affected components when vulnerabilities are reported. |
Subprocessors
| Provider / agreement | Purpose | Location |
|---|---|---|
The Bill platform | ||
| Google Cloud Platform | Hosting, database, file storage, encryption keys and AI models | South Africa; AI processing global |
| Google Cloud Speech-to-Text | Transcribing voice notes | European Union |
| Google Cloud Document AI | Reading the text of PDFs and images you upload | European Union |
| Anthropic | In-app chat and invoice extraction using Claude | United States; processing may also run in Europe, Asia or Australia |
| Firebase Hosting | Serving the web app; logs IP addresses and requests, but does not store your records | Global |
| Twilio | Sending and receiving WhatsApp messages, and phone verification codes | United States |
| WhatsApp / Meta | Carrying WhatsApp messages | United States |
| SendGrid | Sending email, such as invoices and notifications | United States |
| Paystack | Taking subscription payments | South Africa |
| TypeSafe | Choosing which of the assistant's tools a chat reply needs, from your latest messages, and assessing the quality of the chat assistant | United States |
Bookkeeping and tax services | ||
| Google Workspace | Our email and working documents for your engagement | Europe |
| SimplePay | Payroll, if included in your engagement | Ireland |
| TypeSafe | Assisting with bookkeeping allocations | United States |
Our website | ||
| Cloudflare Web Analytics | Counting visits to bill.co.za and measuring page-load speed; receives your IP address, sets no cookies | Global |
| Google Analytics | Measuring how visitors use bill.co.za, if they accept analytics cookies | Global |
You choose your email, calendar, Xero and bank accounts, and whether to sign in with Google or Microsoft. We do not engage these providers as subprocessors.
Google Ads measures which advertisements lead to sign-up link clicks. It processes this information as a separate responsible party, so it is not listed above. See our Cookie Policy.
Leaving Bill
| Topic | Details |
|---|---|
| Export | Export your data from the app at any time. After your account closes, you can still ask us for a copy for 30 days. |
| Deletion | You can delete your account in the app. Thirty days after closure, we delete or anonymise its personal information, unless it is needed to comply with the law or resolve a dispute. |
Questions, requests and security reports
- privacy@bill.co.za
- Information Officer
- Frederick James (Ricky) Klopper
- Company
- ASDF Consulting (Pty) Ltd, 2023/566704/07, Stellenbosch