Information we collect
We collect the following categories of information, depending on how you use AsanBill:
- Account and contact details — your name, email address, company name, phone number, password (stored in hashed form), and preferences such as language and currency.
- Business and document data — the invoices, estimates, quotations, requests for quote, packing lists, customer records, item and inventory records, expenses, payments, custom fields, and notes you create in the platform.
- Billing information — your subscription plan and the billing details needed to process your payments. Card and payment credentials are handled by our payment processors; we do not store full card numbers.
- Usage and technical data — log data, IP address, device and browser type, and the actions you take in the app, including audit logs and email delivery logs used for security and troubleshooting.
- AI assistant data — the messages and content you submit to the built-in AI assistant so it can respond to your requests.
- Communications — the information you provide when you contact our support or sales team.
How we use your information
We use the information we collect to:
- Provide, operate, and maintain the AsanBill platform and generate your documents and PDFs.
- Process subscriptions and payments, and apply live exchange rates to multi-currency invoices.
- Provide customer support and respond to your requests.
- Keep the service secure, prevent fraud and abuse, and maintain audit trails.
- Improve and develop new features and fix problems.
- Send you service-related messages, such as account, billing, and security notices.
- Comply with our legal, tax, and accounting obligations.
Legal bases for processing
Where data-protection law applies, we process personal data on the following bases: to perform our contract with you, to meet our legal obligations, for our legitimate interests in operating and securing the service, and, where required, with your consent.
If you are in the European Economic Area or the United Kingdom, more detail about your rights and our legal bases is set out on our GDPR Compliance page.
Data you process about your own customers
When you add customers, invoices, or export documents to AsanBill, you decide what data to enter and why. For that data, you act as the controller and AsanBill acts as a processor that handles the data on your instructions.
You are responsible for having a lawful basis to process your customers' information and for responding to their privacy requests. We process this data only to provide the service to you and as described in this policy.
How we share information
We do not sell your personal data. We share information only in the following circumstances:
- Service providers (processors) — trusted vendors that help us run the service, including cloud hosting and storage, payment processing, exchange-rate data, email delivery, and the provider that powers our AI assistant. They may only use the data to provide services to us.
- Legal and safety reasons — when required by law, regulation, or valid legal process, or to protect our rights, our users, and the public.
- Business transfers — if AsanBill is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.
Data storage, location, and retention
Your data is stored on secure servers operated by our hosting and storage providers. AsanBill is designed for cross-border use, so data may be stored and processed in more than one country.
We keep your information for as long as your account is active and as needed to provide the service. After that, we retain records only as long as required for legal, tax, and accounting purposes, and then delete or anonymize them.
International data transfers
Because AsanBill serves customers across borders, your information may be transferred to and processed in countries other than your own. Where we transfer personal data internationally, we take steps to keep it protected in line with applicable law.
For details relevant to the European Economic Area and the United Kingdom, see our GDPR Compliance page.
Security
We protect your data with measures that include separation of each company's data (multi-tenant isolation), encryption of data in transit, access controls, audit logging, and regular backups.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If you believe your account has been compromised, please contact us right away.
Your rights and choices
Depending on your location, you may have the right to:
- Access the personal data we hold about you and receive a copy.
- Correct information that is inaccurate or incomplete.
- Delete your personal data, subject to legal retention requirements.
- Export your data in a portable format.
- Object to or restrict certain processing, and withdraw consent where processing is based on consent.
To exercise any of these rights, contact us using the details below. We may need to verify your identity before acting on a request.
Cookies and tracking
AsanBill uses cookies and similar technologies that are needed to run the service — for example, to keep you signed in and to remember preferences such as your language and theme. We keep non-essential tracking to a minimum.
Children's privacy
AsanBill is a business tool and is not directed to children. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can remove it.
Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date and, where appropriate, notify you. Your continued use of AsanBill after an update means you accept the revised policy.
Contact us
If you have questions about this Privacy Policy or how we handle your data, or if you want to exercise your privacy rights, please reach out through our Contact page and we will get back to you.