For questions about this Privacy Policy, please contact us. For information about your use of our service, please also see our Terms and Conditions.
1. Introduction
This Privacy Policy explains how BillGauge ("we," "our," or "us") collects, uses, and protects your information when you use our utility bill management platform. BillGauge provides automated utility bill processing, data extraction, cost allocation, and tenant invoicing services for property managers and other professionals managing utility bills.
2. Information We Collect
2.1. Account Information
Email address and contact information
Account credentials and authentication information
2.2. Property and Tenant Data
Property name, optionally: addresses and details
Optional: Unit information and characteristics
Optional: Tenant names and contact information
Utility allocation rules and split configurations (RUBS)
2.3. Utility Bill Information
Utility bill documents (PDF, images, and other formats)
Extracted utility bill data (usage amounts, charges, dates, account numbers)
Process and extract data from uploaded utility bills (or sent by email)
Allocate utility costs to properties, units, and tenants using pre-built split rules
Generate professional tenant invoices and, optionally, payment emails
Provide bulk operations and CSV/API data management
Send service notifications and important updates
Detect discrepancies and ensure data accuracy
Provide customer support and onboarding assistance
Improve our platform and develop new features
5. Data Storage and Security
5.1. Data Storage
Utility bill documents are securely stored for processing and record-keeping
Extracted bill data is stored for historical tracking and reporting
Property and tenant information is maintained for ongoing service provision
Tenant invoices are created as well
5.2. Security Measures
Industry-standard encryption for data in transit and at rest
Secure HTTPS connections for all data transmission
Regular security audits and vulnerability assessments
Access controls and authentication mechanisms
Data backup and disaster recovery procedures
Employee training on data protection best practices
5.3. Enterprise Security Standards
Multi-tenant architecture with complete data isolation
Automated daily backups with point-in-time recovery
Infrastructure monitoring and 24/7 security alerts
Regular vulnerability assessments and penetration testing
Incident response procedures and security event logging
Role-based access controls with granular permissions
6. Data Sharing
We prioritize your privacy and never share or sell your personal information to third parties. We may share data only in the following limited circumstances:
Payment Processors: We use Stripe for secure payment processing. We do not store your payment card details. All payment processing is handled securely by Stripe, and your payment information is subject to Stripe's Privacy Policy.
Integration Partners: When you choose to export data to systems like Quickbooks, AppFolio, Buildium, or Yardi, data is shared only as necessary for those integrations
Legal Requirements: Only if required by law, court order, or government regulation
Business Protection: To protect our rights, property, or safety, or that of our users
7. Your Rights
You have the following rights regarding your organizational / personal data:
Access: Request access to your personal / organizational data and information about how it's processed
Correction: Request correction of inaccurate or incomplete data
Deletion: Request deletion of your personal data (subject to legal retention requirements)
Portability: Export of your data in a machine-readable format - built-in exporters allow export of all data to CSV and other formats
Restriction: Request limitation of processing in certain circumstances
Objection: Object to processing based on legitimate interests
Withdrawal: Withdraw consent for data processing where consent is the legal basis
Account Information: Retained for as long as your account is active
Utility Bills and Data: Retained for as long as your account is active
Property and Tenant Data: Retained for as long as your account is active
Financial Records: Retained as required by law and for accounting purposes
System Logs: Retained for a limited period for security and operational purposes
Data retention periods may vary based on the type of information and applicable legal requirements.
9. Third-Party Links
Our platform may contain links to third-party websites or integrate with external systems (such as property management software). We are not responsible for the privacy practices or content of those external sites or services. Please review their privacy policies separately.
10. Changes to Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of any material changes through:
Email notification to your registered address
Platform notification when you log in
Announcement on our website
Your continued use of our platform after such notification implies acceptance of the according updated policy.
11. Contact Information
For privacy-related questions, to exercise your data rights, or to report privacy concerns, please contact us.
For more information about your use of our service, please see our Terms and Conditions.
12. Legal Basis for Processing
We process your personal data based on the following:
Contract Performance: To provide our utility bill management services as agreed
Legitimate Interests: To improve our services, ensure security, and provide customer support
Legal Obligations: To comply with applicable laws and regulations
14. Data Deletion
You can request deletion of your data any time, as follows:
Submit a data deletion request through our contact page
Include your account information and specify the data you wish to delete
We will notify you once the deletion is complete
Please note that certain data may be retained as required by law, for legitimate business purposes, or to fulfill ongoing contractual obligations.
15. Data Breach Notification
In the event of a data breach that affects your personal information, we will:
Notify relevant authorities as required by law
Inform affected users promptly when required by applicable regulations
Provide information about the nature of the breach and steps being taken
Accordingly offer guidance on protective measures
Note that we strictly monitor our systems to prevent breaches and unauthorized access, and follow the latest security standards in the field