Privacy Policy

1. Who we are

Ecle Coastal LLC d/b/a PlanBill ("we," "us," or "our") operates the PlanBill service at https://planbill.net. This Privacy Policy explains how we collect, use, store, and disclose information when you use our website and services.

2. Information we collect

2.1 Information you provide

• Account data: email address, password (hashed), legal name, preferred name, and profile details you set during signup or in settings.
• Organization and business data: business name, display name, address, tax identifiers, and other details you enter for your organization.
• Customer and contact data: names, addresses, email, phone, and other details you add for your customers (e.g., for invoices and estimates).
• Financial and transactional data: invoices, estimates, expenses, payments, and related records you create or upload. If you link a bank account (e.g., via Stripe Financial Connections), we also receive account type, the last four digits of the account, and with your consent transaction history (and optionally balances or account-holder details if you authorize those) to display bank activity and support expense tracking in the Service.
• Documents and content: receipts, invoices, and other files you upload (including images and PDFs) for processing by our document and assistant features.
• Communications: messages you send to us (e.g., support requests) and content you submit in the in-app assistant chat.

2.2 Information we collect automatically

• Usage data: how you use the Service (e.g., pages visited, features used, time spent).
• Device and log data: IP address, browser type, operating system, and similar technical data.
• Cookies and similar technologies: we use cookies and similar technologies as described in our Cookie Policy (e.g., for authentication and session management, and to remember your organization selection).

3. How we use your information

We use the information we collect to:

• Provide, operate, and improve the Service (including invoicing, expense tracking, reports, bank-linked transaction visibility, and assistant features).
• Authenticate you and manage your account and organizations.
• Process documents you upload (e.g., receipt and invoice OCR and classification) using our assistant and related systems.
• Process payments and manage subscriptions (including via third-party payment processors).
• Send you service-related communications (e.g., account and security notices, product updates).
• Respond to your requests and provide support.
• Analyze usage to improve the Service and develop new features.
• Comply with legal obligations and protect our rights and the security of the Service.

4. Legal basis for processing (EEA/UK)

Where applicable data protection law requires a legal basis, we process your data: (a) to perform our contract with you (providing the Service); (b) for our legitimate interests (e.g., security, analytics, improving the Service); (c) with your consent where we ask for it (e.g., optional marketing); and (d) to comply with legal obligations.

5. Sharing and disclosure

We may share your information with:

• Service providers: vendors who help us operate the Service (e.g., hosting, authentication, payment processing, document processing, email). They are contractually required to protect your data and use it only for the purposes we specify.
• Payment processors: we use Stripe (or similar) for payments; their handling of payment data is governed by their privacy policy.
• Assistant and document processing: our PlanBill Assistant and document processing features may use third-party AI providers (e.g., OpenAI or similar). We ensure appropriate data processing agreements where required. Document and chat content may be sent to these providers solely to provide the feature.
• Bank and financial-connection providers: when you link a bank account (e.g., via Stripe Financial Connections), we work with the provider to retrieve only the data you authorize (such as transaction history). We use that data solely to provide the feature within our Service (e.g., expense tracking and financial visibility). We do not share this data with third parties for their own purposes. The provider's handling of your data is governed by their privacy policy.
• Legal and safety: when required by law, or to protect our rights, your safety, or the safety of others.
• Business transfers: in connection with a merger, sale, or other transfer of assets, subject to the same privacy commitments.

We do not sell your personal information.

6. Data retention

We retain your data for as long as your account is active or as needed to provide the Service and fulfill the purposes described in this policy. After account closure, we may retain certain data for legal, security, or legitimate business purposes (e.g., resolving disputes, enforcing terms) for a limited period — typically up to 90 days for account data, and longer only where required by law or for ongoing disputes. You may request deletion of your data subject to applicable law and our retention requirements.

7. International transfers

Your data may be processed in countries other than your own. We take steps to ensure that such transfers are subject to appropriate safeguards (e.g., standard contractual clauses or adequacy decisions) as required by applicable law. Data obtained through bank account linking (e.g., transaction history from linked accounts) is stored and processed only in the United States.

8. Security

We implement technical and organizational measures to protect your data against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

9. Your rights

Depending on where you live, you may have the right to:

• Access and receive a copy of your personal data.
• Correct or update inaccurate data.
• Request deletion of your data.
• Restrict or object to certain processing.
• Data portability (where applicable).
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at privacy@planbill.net (or your designated contact). We will respond within the timeframe required by applicable law.

10. Children

The Service is not intended for users under 18. We do not knowingly collect personal data from children; if we learn we have done so, we will delete it promptly.

11. California and other U.S. state privacy rights

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended, may give you the right to know what personal information we collect and how it is used and shared, to delete your personal information, to correct inaccuracies, to limit use of sensitive personal information, and to not be discriminated against for exercising these rights. We do not sell or share personal information as defined under the CCPA. To exercise your rights, contact us at privacy@planbill.net. Other U.S. states (e.g., Virginia, Colorado, Texas, Connecticut, and others) may provide similar rights; we will honor them where applicable.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. For material changes, we may provide additional notice (e.g., email or in-app). Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact

Ecle Coastal LLC d/b/a PlanBill, 7901 4th St, N Ste 300, St. Petersburg, FL 33702. For privacy-related questions or to exercise your rights, contact us at: privacy@planbill.net. For data protection matters in the EEA/UK, you may also contact our representative or supervisory authority as required by law.