Your data belongs to you. We collect only the information necessary to provide our invoicing and financial management services. Your financial information is treated as confidential and protected using secure infrastructure and encrypted connections.
We do not sell, rent, or share your business data with third parties for their marketing purposes. Your information is used only to operate and improve the service you rely on. You remain in full control of your data at all times, and you can export or delete your information whenever you choose.
We take security seriously and implement industry-standard protections including encryption in transit and at rest. We recommend keeping your own backups of important business data. As a best practice, avoid storing highly sensitive information (like SIN numbers or banking passwords) on any cloud platform.
iBill.ca Inc. ("iBill," "we," "us," or "our") is a Canadian corporation based in Calgary, Alberta. We provide online invoicing and accounting tools to Canadian businesses. Our contact information is set out in Section 16.
This Privacy Policy explains how we collect, use, share, and protect personal information when you use the iBill platform, website, and related services (collectively, the "Service"). This Privacy Policy is incorporated into and forms part of our Terms of Use. By using the Service, you acknowledge that you have read and understood this Privacy Policy and consent to the practices described in it.
The Service is available only to businesses located in Canadian provinces and territories other than Quebec. The Service and all related communications are provided in English only.
If you are a Quebec resident or your business is located in Quebec, please do not register for or use the Service. By registering, you represent and warrant that you are not a Quebec resident and that your business is not located in Quebec. Our registration system actively blocks Quebec-based signups through two independent controls: (i) a province-selection control that does not include Quebec, and (ii) an IP-based geographic check that blocks registration attempts originating from Quebec IP addresses, regardless of the province selected.
Because the Service is not offered to Quebec residents or Quebec-based businesses, Quebec's Act respecting the protection of personal information in the private sector (as modernized by Law 25) does not apply to our processing of your information. If we become aware that an account was created in breach of this restriction, we may suspend or terminate the account and delete the associated information in accordance with Section 9. This exclusion is also reflected in our Terms of Use.
Why we do not serve Quebec. Quebec's Law 25 imposes requirements that iBill has determined it cannot currently meet at its scale, including mandatory privacy-impact assessments for every cross-border transfer of personal information. Because iBill's service providers are primarily located outside Quebec (see Section 6.1), the compliance burden would be disproportionate to the size of the Service. Excluding Quebec residents is a deliberate compliance decision, not a commercial or discriminatory one.
Quebec-resident accounts that existed prior to the Quebec exclusion are being wound down. All remaining active Quebec accounts will be closed no later than May 13, 2026. Closed accounts are handled in accordance with Section 9 (Retention). Quebec-resident users may request a complete export of their data prior to closure at any time via /privacy-request.
If you are a client or customer of an iBill user (for example, someone who receives an invoice generated through iBill), the iBill user is the party that determines what information about you to collect and how it is used. iBill processes that information on their behalf as a service provider. Please contact the iBill user directly with any questions about their use of your information.
We collect only the information reasonably necessary to provide the Service.
Our chat assistant is a rule-based and keyword-matching tool that runs on our own servers. We do not use your account data, invoices, financial records, or chat messages to train third-party generative AI models, and we do not sell or share your information with third parties for AI-training purposes, without your explicit prior consent. Aggregated, de-identified conversation data may be used internally to improve our own rule-based assistant. If in the future we introduce AI-assisted features that would involve processing your personal information in ways materially different from those described in this Policy, we will update this Policy and, where required by law, obtain your consent before doing so.
We collect personal information directly from you (when you create an account, use features, or communicate with us), from your clients (when they interact with invoices or the client portal), from our service providers as described in Section 6, and automatically through the Service.
The Service is intended for use by businesses, not individuals in a personal or household capacity. We do not knowingly collect information from children under the age of 18.
We use the information we collect for the following purposes:
We do not sell your personal information. We do not use your invoice content, financial records, or chat messages for advertising, and we do not use them to train third-party AI models.
When you register for the Service, you provide implied consent under Canada's Anti-Spam Legislation (CASL) to receive transactional and account-related communications (such as invoice delivery, payment confirmations, password resets, security alerts, and service notices). We obtain express consent separately, where required, before sending commercial electronic messages that are unrelated to your use of the Service (such as optional product updates or marketing communications), and every such message includes an unsubscribe mechanism that takes effect within ten (10) business days as required by CASL. You can manage your communication preferences at any time from the Notification Preferences page in your account settings.
We may use automated systems for limited operational purposes, including: security screening (such as flagging unusual login activity, suspected fraud, or abuse), duplicate-invoice detection, automatic overdue-status flagging, automated tax-rate application based on the client's province, exchange-rate retrieval from the Bank of Canada, and automated payment reminders according to the schedule you configure. These systems do not make final decisions that produce significant legal or similarly significant effects on you without human review. If you believe an automated process has produced an incorrect or adverse outcome, you may contact our Privacy Officer (Section 16) to request human review and, where appropriate, correction.
We process personal information in accordance with:
We rely on the following bases:
You may withdraw consent at any time, subject to legal or contractual restrictions and the effect this may have on your use of the Service (see Section 12).
We share personal information only as described below.
We rely on the third-party service providers listed below to operate the Service. Each provider receives only the information reasonably necessary to perform its function, and each is contractually required (where a written agreement is in place) to protect personal information and to use it only for the purposes we specify. This list reflects our current providers and may change as our infrastructure evolves; we will update this Policy when material changes occur.
Sub-processor list last reviewed: April 17, 2026. Subject to change; users will be notified of material changes in accordance with Section 14.
| Provider | Purpose | Data processed | Processing location |
|---|---|---|---|
| Google Cloud Platform (Firebase Hosting, Cloud Run, Cloud Storage, Cloud Armor Web Application Firewall, Cloud Logging and Monitoring, and supporting deployment infrastructure) | Application hosting, file storage, content delivery, security filtering, operational logging and monitoring | All application data; request metadata including IP addresses | United States (us-central1, Iowa) |
| Neon | Managed PostgreSQL database hosting | All structured account and financial data | United States (Azure westus3, Washington State) |
| Google OAuth | Optional "Sign in with Google" authentication | Name and email address received from Google at sign-in | United States / Global |
| Resend | Primary transactional and notification email delivery | Recipient email addresses and email content (invoices, reminders, notifications) | United States |
| Google — Gmail SMTP | Backup transactional email delivery (used only when the primary provider is unavailable) | Recipient email addresses and email content, on fallback only | United States |
| Stripe — Stripe Connect | Payment processing, payout handling, and tax-form collection (you enter into a direct Connected Account Agreement with Stripe) | Invoice amounts, client email addresses for checkout, Stripe-internal payment-method references | United States / Global |
| Google Analytics (GA4) | Aggregated website usage analytics with IP anonymization | Page views, session data, device type, approximate geography | United States |
| Kloudend, Inc. — ipapi.co | IP-geolocation API fallback, used for Quebec residency enforcement and security logging when the locally bundled geolocation database returns incomplete results | Visitor IP address only; no other personal information is transmitted | United States |
| ip-api.com | Secondary IP-geolocation fallback (used when the primary fallback's quota is exceeded) | Visitor IP address only; no other personal information is transmitted | Germany / European Union |
The Bank of Canada Valet API is used to retrieve public exchange-rate data; no personal information is transmitted to it and it is not a sub-processor.
Services we do not use. iBill does not use, in connection with the current Service, error-monitoring services that receive user data, third-party customer-relationship-management platforms, AI or machine-learning training platforms, behavioural-advertising networks, or data brokers. If that changes, this Policy will be updated before the change takes effect.
We may disclose information where we believe in good faith that disclosure is required or permitted by law, including:
We may transfer personal information in connection with a merger, acquisition, reorganization, sale of all or part of our business or assets, financing, insolvency, wind-down, or similar transaction, or in preparation for any such transaction. We will take reasonable steps to ensure the recipient continues to handle the information in a manner consistent with this Privacy Policy, or give you notice if material changes apply.
We share information at your direction — for example, when you send an invoice to a client through the Service or connect a third-party integration.
We do not otherwise share your personal information with third parties for their own marketing purposes, and we do not sell personal information.
iBill is a Canadian corporation, but our core infrastructure runs on third-party cloud providers whose primary processing regions are in the United States. Specifically, application hosting, file storage, content delivery, security filtering, and operational logging are handled by Google Cloud Platform in the United States (us-central1, Iowa), and our primary database is hosted by Neon in the United States (Azure westus3, Washington State). Transactional email delivery (Resend primary, Gmail SMTP backup), analytics (Google Analytics 4), OAuth sign-in, and payment processing (Stripe Connect) also involve processing in the United States or on globally distributed infrastructure operated by those providers. IP-geolocation fallbacks involve processing by Kloudend, Inc. in the United States and, secondarily, by ip-api.com in Germany / the European Union. The full list is in Section 6.1.
When personal information is processed outside of Canada, it becomes subject to the laws of the jurisdiction where it is processed and may be accessed by foreign courts, law enforcement, and national security authorities in accordance with those laws. We select providers with recognized security and privacy practices, and we rely on contractual and technical safeguards (including encryption in transit and at rest) to protect your information while it is in their custody.
By using the Service, you acknowledge that your personal information will be transferred to, processed, and stored in the United States and other jurisdictions as described above, and you consent to such transfers and processing. If you do not consent to this cross-border processing, please do not use the Service.
Our public-facing APIs are geo-restricted to accept traffic only from Canada and the United States.
iBill uses IP-based geolocation for two purposes:
Geolocation is performed primarily using a locally bundled database derived from MaxMind (geoip-lite), which handles most lookups without any data leaving iBill's infrastructure. Where the local database returns incomplete results (typically for certain Canadian IPv6 addresses), iBill falls back to third-party geolocation services: ipapi.co (operated by Kloudend, Inc., United States) and, as a secondary fallback, ip-api.com (operated from Germany / European Union). In those fallback cases, the user's IP address is transmitted to the third-party service for resolution; no other personal information is transmitted. Both services are listed in Section 6.1.
We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including:
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. We strongly recommend that you do not enter highly sensitive personal data (such as Social Insurance Numbers or banking passwords) into invoices, notes, or any other cloud-hosted system.
If we become aware of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada (and, where applicable, Alberta's or British Columbia's privacy regulator), and maintain the records required by section 10.1 of PIPEDA and related regulations.
We retain personal information only as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.
| Category | Retention |
|---|---|
| Active account data | While your account is active |
| Self-service account deletion (immediate) | When you delete your account through your account settings, your personal data is removed from active systems as part of the same request, subject to the exceptions below. You receive a confirmation email. A self-service deletion cannot be cancelled once it has been submitted. |
| Scheduled account deletion (30-day grace) | Where deletion has been scheduled rather than executed immediately — for example, deletions arising from a PIPEDA privacy-request workflow, an administrative wind-down, or a legacy Quebec-account closure — personal data is retained for a 30-day grace period during which the scheduled deletion may be cancelled, after which personal data is removed from active systems, subject to the exceptions below. |
| Financial records (invoices, payments, ledger entries, journal entries) | At least 6 years from the end of the relevant tax year, as required by section 230 of the Income Tax Act (Canada). Financial records retained for this purpose are anonymized to remove unnecessary personal details where possible, while preserving the integrity of the record. |
| Backups | May persist in routine encrypted backups that expire on our provider's schedule (typically up to 6 months). |
| Security and access logs | Retained as generated by our systems and service providers, typically for limited periods consistent with their purpose. |
| Chat assistant conversations | Retained for up to 24 months to support service improvement, quality review, and handoff to human support, and then aggregated, de-identified, or deleted. You may request earlier deletion at any time by contacting support@ibill.ca. |
| Support communications | Retained for up to 24 months to handle follow-up requests and service improvement, then reviewed and deleted or archived. |
| Anonymized and aggregated data | May be retained indefinitely for analytics and service improvement; this data does not identify you. |
Financial records retained for tax-compliance purposes may necessarily include your name, business name, and related identifying information where these form an integral part of the record.
You are responsible for maintaining your own copies and backups of your data, as described in our Terms of Use. We strongly recommend regular exports using the Service's built-in export tools.
We use cookies and similar technologies on our website and in the Service for the following purposes:
You can set your browser to refuse cookies or to alert you when cookies are being sent. Some parts of the Service may not function properly if cookies are disabled. You can also clear the local storage for ibill.ca in your browser at any time; after doing so, any cookie-consent notice will appear again on your next visit.
As noted in our Terms of Use, our business may evolve. If iBill is involved in a merger, acquisition, reorganization, sale of assets, financing, wind-down, or similar transaction, personal information may be transferred to a successor entity or acquirer as part of that transaction, or made available for review by prospective parties under appropriate confidentiality protections. Any such recipient will be required to handle the information in a manner consistent with this Privacy Policy or provide you with notice of any material differences.
Subject to applicable law and reasonable verification of your identity, you have the following rights:
To exercise any of these rights, contact our Privacy Officer at the email in Section 16. We will acknowledge your request within five (5) business days and respond substantively within thirty (30) days, or as otherwise required by applicable privacy law. If we need additional time, we will notify you and explain the reason for the extension. Where permitted by law, we may decline all or part of a request (for example, where it would reveal another individual's information, is manifestly unfounded or excessive, or where a legal retention obligation applies); in such cases we will explain the reason for our decision.
Deletion applies to personal information within iBill's systems. If you have already sent invoices, quotes, payment reminders, or other communications to third parties through the Service (including your clients and their representatives), those third parties retain their own copies of those materials. We cannot retrieve, recall, or delete copies that are already in the possession of your clients or other recipients. You remain responsible for any follow-up you wish to pursue with those third parties directly.
If you need this Privacy Policy or the Service's privacy tools provided in an accessible format, please contact our Privacy Officer and we will work with you to accommodate your request in accordance with the Accessible Canada Act and applicable provincial accessibility legislation.
The Service and our website may contain links to third-party websites and services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing any personal information.
We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date above. For material changes, we will take reasonable steps to notify registered users in advance (for example, by email or a notice in the Service) at least thirty (30) days before the changes take effect, unless a shorter period is required by law or reasonable in the circumstances (for example, a security-related update). Your continued use of the Service after the changes take effect constitutes your acceptance of the updated Privacy Policy. If you do not accept the updated Policy, you may stop using the Service and, if you wish, delete your account in accordance with Section 12.
This Privacy Policy is governed by and interpreted in accordance with the laws of the Province of Alberta and the applicable federal laws of Canada, without regard to any conflict-of-laws principles that would require application of another jurisdiction's law.
To the extent a court proceeding arising out of or relating to this Privacy Policy or our privacy practices is permitted under our Terms of Use and applicable law, any such proceeding shall be brought exclusively in the courts of the Province of Alberta sitting in the City of Calgary, and you irrevocably attorn to the exclusive jurisdiction of those courts. The full dispute-resolution process (including any applicable informal-resolution, small-claims, or collective-action provisions) is set out in our Terms of Use and applies to disputes arising under this Privacy Policy.
Nothing in this Section 15 limits your statutory right to file a complaint with the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner of Alberta, the Office of the Information and Privacy Commissioner for British Columbia, or any other privacy regulator with jurisdiction over your complaint.
In the event of a conflict between this Privacy Policy and our Terms of Use with respect to the same subject matter, the Terms of Use control to the extent of the conflict.
If any provision of this Privacy Policy is held to be invalid, illegal, or unenforceable by a court or tribunal of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or if such modification is not possible, severed from this Privacy Policy. The remaining provisions shall continue in full force and effect.
If you have questions, concerns, or requests about this Privacy Policy or our privacy practices, please contact our Privacy Officer. iBill.ca has designated a Privacy Officer responsible for our compliance with applicable privacy legislation and for handling all privacy-related inquiries.
BY USING THE IBILL.CA PLATFORM, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO THIS PRIVACY POLICY.
Last reviewed and updated: April 19, 2026.