Privacy Policy

This Privacy Policy explains how Billings (“Billings,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you visit our websites, request a demo, create or use an account, interact with Bill (our hiring assistant), or otherwise use Billings products and services (collectively, the “Services”).

We built Billings for people—candidates seeking clarity and employers seeking reliable hiring workflows. This Policy is written to protect Billings, our customers, candidates, employers, Bill AI operations, and the integrity of company systems.

Billings operates a hiring intelligence platform that helps organizations engage applicants, screen candidates with human oversight, schedule interviews, and manage related operational workflows, including administrative surfaces such as customer portals used by authorized personnel.

Unless a separate customer agreement states otherwise, Billings is the entity responsible for personal information processed for our own marketing websites and account administration. For candidate data processed on behalf of a customer employer, that customer typically acts as the controller (or equivalent) and Billings acts as a processor/service provider.

This Policy applies to personal information processed in connection with billings.chat and related Billings properties, demo and sales processes, customer accounts, Bill conversations operated through the Services, support communications, and related business operations.

It does not replace customer-specific data processing agreements, order forms, or workplace privacy notices that an employer may provide to its applicants or employees.

We collect information that you provide directly, information generated through use of the Services, and information from integrated systems you authorize.

• Identity and contact details such as name, work email, phone number, job title, and company name.
• Account credentials and authentication metadata.
• Candidate conversation content, screening responses, scheduling preferences, and related hiring workflow data submitted through Bill or customer interfaces.
• Employer configuration data such as job details, screening criteria, templates, integration settings, and portal preferences.
• Support tickets, feedback, and correspondence.
• Billing and subscription details necessary to invoice and collect fees (payment card data is typically handled by payment processors).

When you visit our websites or use the Services, we automatically collect technical and usage information such as IP address, device type, browser type, referring URLs, pages viewed, approximate location derived from IP, timestamps, and diagnostic logs needed to operate and secure the Services.

We use this information to maintain availability, detect abuse, understand product performance, and improve user experience.

We use cookies and similar technologies for essential site operation, preference memory, security, and analytics. Essential cookies are required for authentication and core navigation. Analytics cookies help us understand aggregate traffic patterns.

You may control cookies through browser settings. Blocking essential cookies may limit functionality. Additional detail is available in our Cookie Policy.

We may use first-party and third-party analytics to measure website and product engagement in aggregate. Analytics are used to improve Billings—not to sell personal information.

Where required, we configure analytics tools to reduce unnecessary identifiers and to honor contractual and legal restrictions applicable to customer environments.

Bill uses artificial intelligence and related models to interpret candidate questions, generate responses based on customer-configured guidance, structure screening information, and assist with scheduling and notifications.

Conversation content and derived structured fields may be processed to deliver the Services you request. Billings designs AI features as decision support for human recruiters and hiring managers. Final hiring decisions remain with authorized humans.

We do not sell candidate conversation content. Model improvement practices, if any, are constrained by customer agreements and applicable law. Customers should avoid submitting unnecessary sensitive data into free-text fields unless required for the role.

Candidate data includes information applicants share with Bill or through related hiring flows: contact details, qualifications, availability, conversation transcripts, attachments you enable, and scheduling outcomes.

We process candidate data to provide screening assistance, communicate status, support recruiter workflows, maintain security, and comply with law. Customers are responsible for providing any legally required notices to candidates and for configuring retention consistent with their policies.

Employer data includes company profile information, user accounts, role definitions, job content, screening rules, integration credentials, billing contacts, audit configuration, and operational settings within customer portals.

We use employer data to operate accounts, deliver contracted features, provide support, invoice services, and protect platform integrity.

Customers and users are responsible for safeguarding credentials, configuring SSO where available, promptly removing access for departed personnel, and notifying Billings of suspected unauthorized access.

Billings employs technical and organizational measures designed to protect accounts, including encryption in transit, access controls, monitoring, and Enterprise options such as SSO and audit logs.

Billings encrypts personal information in transit using industry-standard transport encryption and encrypts data at rest within our production environments using provider-supported encryption controls.

Encryption reduces risk but does not eliminate it. Customers should also apply least-privilege access and secure endpoint practices.

Within customer workspaces, access to candidate and employer information is governed by role-based permissions configured by authorized administrators.

Billings personnel access customer data only as needed to provide the Services, secure the platform, comply with law, or as otherwise authorized by the customer—subject to internal access controls and confidentiality obligations.

Enterprise plans may include audit logs that record relevant access and administrative events to support customer security and compliance reviews.

Administrative safeguards also include change management practices, employee confidentiality commitments, vendor diligence, and incident response procedures scaled to our operations.

We use vetted service providers for hosting, email delivery, analytics, customer support tooling, authentication, and payment processing. These providers process information only to perform services for Billings and under contractual obligations.

When customers enable integrations (for example, an ATS or calendar), data flows to those systems under the customer’s instruction and the third party’s own terms and privacy notices.

If you purchase a subscription, billing contact details and invoice information are collected to process payment. Cardholder data is typically processed by a payment processor; Billings does not store full payment card numbers on its primary application servers.

We retain billing records as needed for accounting, tax, dispute resolution, and legal compliance.

We use information to provide and improve the Services, authenticate users, personalize demos and onboarding, communicate about accounts and security, detect fraud and abuse, analyze performance, comply with legal obligations, and enforce our Terms.

We do not sell candidate personal information. We do not use candidate data to build advertising profiles for unrelated third-party ads.

Where required (including for individuals in the EEA/UK), we process personal information based on contract performance, legitimate interests (such as securing and improving Services in ways that do not override individual rights), consent where appropriate, and legal obligations.

Customers determine the legal bases for candidate processing they control and must ensure their use of Billings is lawful.

We share information with subprocessors as needed to operate Billings; with integration partners you authorize; with professional advisors under confidentiality; with authorities when legally required; and in connection with a merger, acquisition, or asset transfer subject to appropriate protections.

We may share aggregated or de-identified information that cannot reasonably identify a person.

We retain information for as long as necessary to provide the Services, fulfill the purposes described in this Policy, meet legal and accounting requirements, resolve disputes, and enforce agreements.

Customer administrators may configure retention settings for certain candidate records where the product supports it. Upon contract termination, we delete or return customer data according to the agreement and our deletion schedules, except where retention is required by law.

Depending on your location, you may have rights to access, correct, delete, or export personal information; to object to or restrict certain processing; to withdraw consent; and to lodge a complaint with a supervisory authority.

Candidates seeking rights related to an employer’s hiring process should contact that employer first, as the employer typically controls the relevant records. Billings will assist customers with verified requests as required by contract and law.

Residents of certain U.S. states may have additional rights regarding personal information, including rights to know, delete, correct, and opt out of certain data practices defined by applicable statutes.

Billings does not sell personal information as “sale” is commonly defined under those laws, and we do not knowingly process personal information for cross-context behavioral advertising unrelated to our Services. To exercise applicable rights, contact us using the details below.

Billings is operated from the United States and may process information in the U.S. and other countries where we or our providers maintain facilities.

Where required, we use appropriate transfer mechanisms and contractual protections for cross-border transfers. Enterprise customers may discuss residency requirements during contracting.

We design our privacy and security program to support compliance with applicable laws and with enterprise customer expectations, including cooperation on reasonable diligence questionnaires and contractual privacy terms.

Customers remain responsible for their own compliance obligations when using Billings in hiring, including employment law, equal opportunity, and candidate notice requirements.

The Services are not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided information, contact us and we will take appropriate steps to delete it.

If you request a demo or subscribe to updates, we may send operational and marketing messages. You can unsubscribe from marketing emails using the link in those messages. Transactional messages about your account or security may still be sent.

We protect organizations by enforcing account controls, monitoring for abuse, and providing Enterprise governance features. We protect candidates by limiting secondary use of their data, supporting deletion and access workflows, and requiring customers to configure hiring processes responsibly.

Bill AI is intended to support human decision makers. Customers must not use Billings to discriminate unlawfully or to evade applicable employment laws.

If Billings becomes aware of a security incident affecting personal information, we will investigate and notify affected customers and individuals as required by law and contract, and take steps reasonably designed to mitigate harm.

We may update this Privacy Policy as our Services and legal requirements evolve. We will post the updated Policy with a revised effective date. Material changes may also be communicated through the Services or by email where appropriate.

For privacy questions or requests, contact support@billings.chat. Please include enough detail for us to verify and respond appropriately. You may also use the Contact page on our website.

“Bill” means the Billings AI hiring assistant and related conversational features. “Customer” means the organization that contracts for Billings. “Candidate” means an individual interacting with hiring flows. “Services” means Billings websites, applications, APIs, demos, and related offerings.

Use of the Services is also governed by our Terms of Service. If there is a conflict between this Policy and a signed customer agreement regarding data processing, the signed agreement controls for that subject matter to the extent required.