BillBee is an English-first invoicing and business admin platform for business owners in Spain. This policy explains how we handle your data in plain English. If anything is unclear, please contact us.
Who is responsible for your data?
The data controller for this website and the BillBee service is:
What data we collect
Account and profile data
- Name, business name, email address and phone number
- Password or authentication details
- Billing and business address
- Tax identification — NIF, CIF, NIE or VAT number
- Business type — autónomo, SL or similar
- Account settings, plan and subscription information
- BillBee personality and tone preferences
Invoice, customer and business records
- Invoice numbers, dates, descriptions, prices, taxes and totals
- Client names, addresses and tax numbers
- IVA and IRPF information you enter
- Invoice PDFs, attachments, notes and references
- Project, job or property references and gestor export packs
Receipts, expenses and supplier data
- Receipts, supplier facturas, bills and payment proofs
- Images or PDFs of documents
- Supplier names, tax details, dates and amounts
- Categories suggested by the system and review status
WhatsApp capture data
- Your WhatsApp phone number and display name
- Photos, PDFs or documents you send
- Message timestamps and delivery information
- Extracted document data
Website, device and usage data
- IP address, device and browser type
- Pages visited and actions taken in the app
- Login times, feature usage and error logs
- Cookie identifiers where permitted
How we collect data
We collect data when you visit BillBee.es, create an account, use features, upload files, send documents via WhatsApp, contact support, or subscribe to a paid plan. We may also receive data from third-party services you connect to BillBee — such as WhatsApp/Meta, payment providers, authentication providers or analytics tools.
Why we use your data and our legal basis
| Purpose | Data used | Legal basis |
|---|---|---|
| Manage your BillBee account | Account, login, profile data | Contract |
| Provide invoicing and record features | Invoices, clients, receipts | Contract |
| Process WhatsApp document capture | Messages, files, extracted data | Contract / consent |
| Generate PDFs, exports and gestor packs | Invoices, expenses, documents | Contract |
| Process payments and subscriptions | Billing and plan data | Contract / legal obligation |
| Provide customer support | Messages, screenshots, account info | Contract / legitimate interests |
| Analytics and service improvement | Logs, usage, device data | Consent / legitimate interests |
| Send service messages | Account and contact details | Contract / legitimate interests |
| Send marketing communications | Email, preferences | Consent / legitimate interests |
| Comply with legal obligations | Invoices, tax and accounting records | Legal obligation |
| Prevent fraud or security issues | Account, logs, technical data | Legitimate interests |
Important note about business records
BillBee assists — it does not advise. You remain responsible for checking invoices are correct, confirming tax treatment, reviewing extracted receipt data, and speaking with your gestor/accountant where needed. BillBee provides guidance, prompts and automation, but does not provide legal, accounting or tax advice.
WhatsApp document capture
If you use WhatsApp capture, you can send receipts, supplier bills, facturas and income documents to BillBee. BillBee may receive your message, store the image or document, extract useful information, suggest a category, flag unclear items for review, and attach the document to your business records.
WhatsApp and Meta
WhatsApp is operated by Meta. Your use of WhatsApp is also subject to WhatsApp's own terms and privacy information. BillBee only receives and processes the messages and documents you choose to send to the BillBee number.
Opt-out
You can stop receiving WhatsApp messages from BillBee by replying STOP, changing your notification settings, or contacting support.
AI, OCR and automated processing
BillBee may use OCR, automation and AI-assisted extraction to read documents and help organise records. This includes extracting supplier names and amounts, identifying tax figures, detecting duplicates, suggesting categories, and flagging documents for review. You should review extracted information before relying on it.
Who we share data with
We may share personal data with trusted service providers including hosting and database providers, file storage, authentication, payment processors, email delivery, WhatsApp/Meta, OCR and AI extraction providers, analytics tools, and customer support tools. We only share data where necessary and under appropriate safeguards.
International transfers
Where possible, we aim to use providers that store and process data in the European Economic Area. If data is transferred outside the EEA, we will use lawful transfer safeguards such as an adequacy decision, Standard Contractual Clauses, or other mechanisms allowed under the GDPR.
How long we keep data
| Data type | Typical retention |
|---|---|
| Account data | While your account is active |
| Invoices and accounting records | As required by Spanish tax/accounting law |
| Receipts and expense documents | As required for tax/accounting purposes |
| Support messages | [e.g. 24 months] |
| WhatsApp messages and documents | While needed for capture and legal retention |
| Technical logs | [e.g. 30–180 days] |
| Analytics data | Up to 26 months (GA4 default) |
| Marketing preferences | Until you unsubscribe or withdraw consent |
| Billing records | As required by law |
Security
We use technical and organisational measures to protect personal data, including encrypted connections, access controls, secure authentication, audit logs, restricted staff access, secure file storage, backups, and monitoring for abuse or errors.
Data breaches
If we become aware of a personal data breach, we will assess the risk and take appropriate action. Where legally required, we will notify the Spanish Data Protection Agency (AEPD) and/or affected individuals in line with GDPR Articles 33 and 34.
Your rights
Under the GDPR, you have the following rights. Contact us at [privacy@billbee.es] to exercise any of them.
Ask for a copy of your personal data.
Ask us to correct inaccurate data.
Ask us to delete data where legally possible.
Ask us to restrict certain processing.
Object to processing based on legitimate interests.
Request your data in a portable format.
Withdraw consent at any time where applicable.
Rights relating to automated decision-making.
Complaints
If you are unhappy with how we handle your data, please contact us first. You also have the right to lodge a complaint with the Spanish Data Protection Agency.
Marketing communications
We may send marketing communications about BillBee features, updates, guides, tools or offers — only where legally allowed and with your consent. You can unsubscribe at any time. Transactional or service messages such as account notices, security alerts and billing information may still be sent where necessary to provide the service.
Cookies and tracking
BillBee.es uses cookies and similar tracking technologies. We operate a consent-gated system — non-essential scripts do not load until you give permission. The tools we use are listed below. You can change your preferences at any time using the cookie settings link in the footer.
Keeps you logged in, prevents CSRF attacks, and remembers your cookie preferences. Always active — no consent required.
Measures page visits, traffic sources and signup conversion. IP anonymisation is enabled. Data retained for up to 26 months.
Records anonymised session heatmaps and click behaviour so we can improve the site experience. No personal data is stored.
Allows BillBee to show relevant ads to people who have visited the site. Used only if you consent to marketing cookies.
Tracks which ad clicks result in BillBee signups so we can measure and improve paid campaigns.
You can review and change your cookie preferences at any time:
Children
BillBee is not intended for children. You must be at least 18 years old or legally able to enter into a business contract to use BillBee. We do not knowingly collect personal data from children.
Third-party links
Our website or app may link to third-party websites, tools or services. We are not responsible for the privacy practices of third parties. You should read their privacy policies before providing personal data.
Changes to this policy
We may update this Privacy Policy from time to time. If we make significant changes, we will notify you by email or in-app notice. The latest version will always be available on BillBee.es.