Privacy Policy for Bilanow

1. Introduction

Bilanow (“we”, “our”, “us”) provides digital tools that help Canadian SMEs automate balance sheet preparation and related accounting workflows. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information. It also includes GDPR/UK GDPR and Cookie Policy disclosures and outlines our alignment with Canadian privacy requirements (e.g., PIPEDA and applicable provincial laws).

2. Data Controller and Contact

The data controller is Bilanow. For privacy questions or rights requests, contact privacy@bilanow.com.

3. Information We Collect

  • Account data: name, business email, password, organization, and role.
  • Workspace content: ledgers, receipts, statements, trial balances, and metadata uploaded at your direction.
  • Usage data: preferences, settings, event logs, and feature interactions.
  • Support data: messages and attachments submitted to our help channels.
  • Technical data: IP address, device identifiers, browser type/version, timestamps, diagnostics.

4. Purposes and Legal Bases (GDPR/UK GDPR)

  • Contract: create accounts, authenticate users, and deliver core features.
  • Legitimate interests: platform security, reliability, product improvement, and aggregated analytics that respect your rights.
  • Consent: where required for cookies/analytics; you may withdraw consent at any time.
  • Legal obligations: meet applicable regulatory and record-keeping duties.

5. How We Use Personal Information

  • Operate, maintain, and improve the platform.
  • Host and process accounting materials you upload at your direction.
  • Generate summaries and exports you request.
  • Provide support and service notices.
  • Detect, prevent, and address security incidents or misuse.

6. Retention

We retain information for as long as necessary to deliver services, comply with legal requirements, resolve disputes, and enforce agreements. Upon request, and where legally permissible, we delete specific records or accounts; residual backups may persist for a limited period consistent with our backup policy.

7. Sharing and Service Providers

  • Vetted providers for hosting, infrastructure, analytics, support, and security.
  • Processing occurs only under our documented instructions; confidentiality applies.
  • We do not sell personal information.

8. International Transfers

Where data is transferred across borders, we implement safeguards such as Standard Contractual Clauses or comparable mechanisms to protect personal information according to applicable law.

9. Security

We apply administrative, technical, and organizational measures designed to protect personal information against unauthorized access, alteration, and loss. No system is fully risk-free; we regularly assess and improve our safeguards.

10. Your Rights

  • Access/correction: request a copy of your data and corrections to inaccurate information.
  • Deletion: request deletion of certain data, subject to legal exceptions.
  • Restriction/objection (GDPR): request limits on processing where applicable.
  • Portability (GDPR): receive certain data in a commonly used, machine-readable format.
  • Consent withdrawal: adjust cookie/analytics choices at any time.
  • Complaint: contact the Office of the Privacy Commissioner of Canada or your local authority.

11. Cookie Policy

Cookies are small files stored on your device to support functionality and improve your experience.

  • Essential: authentication, session continuity, and core features.
  • Preferences: language and interface settings.
  • Analytics: aggregated insights used to enhance usability and performance.

Consent: Where required, we display a consent banner. You may manage choices via the cookie settings link in the footer. Blocking certain cookies may limit functionality.

12. Children’s Privacy

The service targets professional and business use and is not directed to children. If a minor’s data has been submitted, contact us for removal.

13. Changes to this Policy

We may update this Policy to reflect operational or legal changes. We will post the revised version with an updated “Effective date.”

14. Contact

Privacy inquiries and rights requests: privacy@bilanow.com.