Privacy Policy

1. Introduction

desk.billance.ai ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

2.1 Personal Information

When you create an account, we collect:

• Name and email address (via Google OAuth)
• Company information you provide
• Client and project data you enter
• Offer and invoice content

2.2 Usage Data

We automatically collect certain information when you use our service:

• Log data (IP address, browser type, pages visited)
• Device information
• Usage patterns and feature interactions

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain our service
• Generate offers and invoices using AI
• Send transactional emails (offers, invoices, reminders)
• Improve our service and user experience
• Comply with legal obligations

4. Data Storage and Security

Your data is stored securely on servers located in the European Union. We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

5. Third-Party Services

We use the following third-party services:

• Google OAuth – for authentication
• Stripe – for payment processing
• AI Providers – for offer generation (data is processed securely)

6. Voice Input (Speech-to-Text)

When creating or refining documents with AI, you can optionally dictate via the microphone instead of typing. Your voice recording is converted to text exclusively on our own servers within the European Union (Germany), using a self-hosted open-source speech recognition model (OpenAI Whisper). Specifically:

• The audio is not shared with any third party – not with Google, Apple or any external cloud service.
• Processing happens entirely within the EU on infrastructure we control.
• The recording is processed only transiently for transcription and is not stored.
• Voice input is optional and only starts after you explicitly grant microphone access in your browser.

7. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the right to:

• Access your personal data
• Rectify inaccurate personal data
• Request deletion of your personal data
• Object to processing of your personal data
• Data portability
• Withdraw consent at any time

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you services. We may retain certain information as required by law or for legitimate business purposes.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Email: contact@billance.ai