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PayablePilot

Privacy Policy

Last updated: 2026-05-04

This Privacy Policy explains how PayablePilot (“PayablePilot,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you use the PayablePilot service available through payablepilot.com and app.payablepilot.com(the “Service”). It also describes your choices and rights regarding that information. By using the Service, you agree to the practices described here.

1. Information we collect

1.1 Information you provide

  • Account information: name, email address, password (stored as a salted hash), firm name, and business profile details (legal name, DBA, EIN, addresses) you choose to enter.
  • Team and access information: the people you invite to a Firm or to a Business and the roles you assign to them.
  • Support communications: messages you send to support@payablepilot.com and any attachments you include.

1.2 Information collected from connected accounts

When you authorize PayablePilot to access a third-party account (e.g., Gmail, QuickBooks Online), we collect:

  • OAuth tokens issued by the provider, used solely to access the resources you authorized. We never see your password for the connected service.
  • From Gmail (read-only): message metadata (sender, recipient, subject, date) and message content of emails identified as containing invoices or invoice-bearing attachments. Attachments are downloaded and stored only when they appear to be invoice documents (PDFs, images). We do not modify, send, or delete mail.
  • From QuickBooks Online: reference data (vendors, projects, customers, chart of accounts) needed to match and post bills, plus the bills we create on your authorization.

1.3 Information generated by the Service

  • Extracted invoice fields: structured data the Service extracts from invoice documents (vendor, amount, line items, dates, project references, etc.).
  • Routing decisions and audit log: records of which Business an invoice was routed to, who connected what, when bills were posted, and similar audit trail data.
  • Server logs and usage analytics: IP addresses, device and browser metadata, requests and response codes, and feature usage events. These are used for security, debugging, and improving the Service.

2. How we use information

We use the information described above only to:

  • Operate the Service for you: ingest invoices, extract fields, match against your accounting records, route to the right Business, and post bills you authorize;
  • Authenticate you and protect your account from unauthorized access;
  • Communicate with you about the Service, including security notices and product updates;
  • Maintain, troubleshoot, and improve the Service;
  • Comply with legal obligations, enforce our Terms, or protect our rights and the rights of others.

We do not sell or rent your personal information. We do not use the contents of your invoices, emails, or accounting data to train any AI model (ours or a third party’s).

3. Google API Services User Data Policy

PayablePilot’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, data obtained through Google APIs is used only to provide or improve user-facing features that are prominent in PayablePilot’s user interface, is not transferred to others except as necessary to provide or improve those features (or as required by law), is not used for serving advertisements, and is not read by humans except with your explicit consent, for security purposes, to comply with law, or for our internal operations and only when the data has been aggregated and anonymized.

4. How we share information

We share information only as needed to operate the Service:

  • With users you authorize: teammates of your Firm and members of a Business that you invite. Access is enforced at the database level (Postgres row-level security) so a user can only read data for the Businesses they are members of, or that their Firm manages.
  • With subprocessors listed in Section 5, who process information on our behalf and under contract.
  • For legal reasons: if required by valid legal process, to protect our rights, or to investigate fraud or violations of our Terms.
  • In connection with a business transaction: if PayablePilot is acquired or undergoes a merger, your information may be transferred as part of that transaction. We will notify you and require the recipient to honor this Privacy Policy or provide notice of any changes.

5. Subprocessors

We rely on the following third-party service providers to operate the Service. Each receives only the data strictly necessary to perform its function and is bound by contractual confidentiality, security, and data-handling obligations:

  • Supabase— database, authentication, and file storage. Hosts Customer Data at rest with AES-256 encryption.
  • Vercel— application hosting and edge delivery.
  • Anthropic— AI-driven invoice field extraction (Claude API). Only the specific invoice document being processed is transmitted. Per Anthropic’s API terms, submitted data is not used to train Anthropic’s models.
  • Google (Gmail API)— read-only access to mailboxes you connect, used to retrieve invoice emails. Subject to Google’s API Services User Data Policy (Section 3).
  • Intuit (QuickBooks Online)— OAuth connection used to read accounting reference data and create bills you authorize.

We will update this list when subprocessors are added or removed, and material changes will be announced before they take effect.

6. Security

We protect your information with administrative, technical, and physical safeguards designed for the kind of data we handle:

  • Encryption in transit: all traffic between you, our hosting provider, and our database is secured with TLS.
  • Encryption at rest: data stored in our database is encrypted at rest (AES-256) by Supabase.
  • Tenant isolation: Postgres row-level security policies enforce per-Business access. Tokens for connected accounts are scoped per Firm or per Business and never exposed to the browser.
  • Access controls: production access is limited to authorized personnel, authentication uses multi-factor authentication, and all administrative actions are audit-logged.
  • Secure development: dependencies are scanned for known vulnerabilities and deployments are continuously delivered through a managed CI pipeline.

No system can guarantee absolute security. If we become aware of a breach affecting your data, we will notify you and any required authorities consistent with applicable law.

7. Retention and deletion

We retain Customer Data for as long as your account is active or as needed to provide the Service. You can take the following actions at any time:

  • Disconnect a connected account from the Settings page. We delete the associated OAuth tokens immediately and stop ingesting from that source.
  • Delete a Business from the Service. Associated invoice data, bills, and audit entries scoped to that Business are deleted within 30 days.
  • Delete your account by emailing support@payablepilot.com. We will confirm completion within 7 days. Backups are purged on our standard rolling backup schedule (no longer than 30 days).

We may retain limited information required for legal, accounting, or fraud-prevention purposes even after deletion, in line with applicable law.

8. Your rights and choices

Depending on where you live, you may have rights under data-protection laws including the EU General Data Protection Regulation (GDPR), the California Consumer Privacy Act / California Privacy Rights Act (CCPA / CPRA), and similar regulations. These can include the right to access, correct, delete, restrict, or port your personal information, and to object to certain processing. To exercise any of these rights, contact support@payablepilot.com. We will respond within the timeframes required by applicable law.

We do not sell personal information and do not engage in “cross-context behavioral advertising” as defined under the CCPA / CPRA.

9. International data transfers

PayablePilot is operated from the United States. If you access the Service from outside the United States, your information will be transferred to, processed, and stored in the United States. By using the Service you consent to that transfer. Where required, we rely on appropriate safeguards such as the Standard Contractual Clauses for cross-border data transfers.

10. Children

The Service is not directed to children under 16, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time. For material changes, we will provide notice by email to the address associated with your account or by an in-app notice at least 15 days before the changes take effect. The “Last updated” date at the top of this page reflects the latest revision.

12. Contact

Questions, concerns, or requests about your data? Contact us at support@payablepilot.com. For data-protection inquiries specifically, please put “Privacy” in the subject line so we can route it promptly.