1. Scope and our role
This Privacy Policy applies to the PaidQuill website, accounts-receivable application, support interactions, and related services (the “Service”). It applies when PaidQuill decides why and how personal information is handled—for example, account, billing, support, security, and website information.
When a business customer uses PaidQuill to handle information about its customers, contacts, invoices, payments, or reminder recipients, that business customer controls the information and PaidQuill processes it on the customer’s instructions. In that context, PaidQuill acts as a service provider or processor, and the customer’s privacy notice governs its collection and use. If you are an invoice recipient or customer contact, please direct requests to the business that entered your information into PaidQuill; we will assist that business as required.
2. Personal information we collect
Account and organization information
Name, business email address, password hash, role, company name, currency, time zone, sender and reply-to settings, postal address, and workspace preferences.
Customer and receivables information
Customer names, business contact details, billing addresses, payment terms, notes, open or overdue balances, invoice and statement records, and email deliverability, bounce, or complaint status.
Invoice documents and extracted data
Uploaded invoices, PDFs, images, CSV files, extracted text, supplier and buyer details, invoice and due dates, amounts, taxes, shipping, purchase-order references, currencies, payment terms, notes, and extraction confidence or review status.
Payment and communication records
Payment amounts, dates, methods, references and notes; reminder rules, message previews and content; delivery events; unsubscribe status; and associated audit history. PaidQuill records payment information you enter but does not process card or bank transactions.
Usage, device, and support information
IP address, browser and device information, timestamps, authentication and security events, feature interactions, diagnostic logs, and the content of support requests or other messages you send us.
Billing information
If paid plans are offered, plan, transaction, and billing-contact details. Payment-card details are handled by the applicable payment provider and are not intended to be stored by PaidQuill.
3. Where information comes from
We collect personal information directly from you and other users in your workspace; from files, records, and instructions you submit; automatically from your browser or device when you use the Service; from email-delivery and infrastructure providers; and from an organization that invites you to or manages a PaidQuill workspace.
Our customers may provide information about their own customers and contacts. Each customer is responsible for ensuring it has authority to provide that information to us.
4. How we use personal information
We use personal information to:
- create, authenticate, administer, and secure accounts and workspaces;
- import documents and data, extract invoice fields, calculate balances and aging, record payments, generate statements, and prepare or deliver reminders;
- provide customer support and respond to requests;
- operate, maintain, troubleshoot, monitor, and improve the Service;
- detect, investigate, and prevent fraud, abuse, security incidents, and unlawful activity;
- manage subscriptions, billing, and business records;
- send service notices and, where permitted, product communications;
- enforce our agreements and protect the rights and safety of users, PaidQuill, and others; and
- comply with legal, tax, accounting, regulatory, and reporting obligations.
We may create aggregated or de-identified information that cannot reasonably identify a person and use it for lawful business purposes.
5. Legal bases and consent
Where applicable law requires a legal basis, we process personal information as needed to perform a contract with you; with your consent; to comply with law; and for legitimate interests such as operating, securing, supporting, and improving the Service, provided those interests are not overridden by your rights.
Where we rely on consent, you may withdraw it at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal does not affect processing already carried out lawfully. Some information is necessary to provide the Service; if it is not supplied or must be deleted, certain features may no longer be available.
7. Sale, sharing, and advertising
PaidQuill does not sell personal information for money. We do not share personal information for cross-context behavioural advertising and do not use third-party advertising cookies on the PaidQuill landing page or application. If those practices change, we will update this Policy and provide any choices required by law before applying the change.
8. Retention and deletion
We retain personal information while an account is active and for as long as reasonably necessary to provide the Service, complete transactions, maintain security and audit records, resolve disputes, enforce agreements, and meet legal, tax, accounting, and regulatory obligations.
Retention periods vary according to the type of information, the customer’s instructions, legal requirements, sensitivity, and operational need. After a verified deletion request or account closure, we delete or de-identify information within a reasonable period unless retention is required or permitted by law. Residual copies may remain temporarily in protected backups and logs until their normal deletion cycle.
9. Security
We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls, role-based workspace permissions, password hashing, tenant separation, security logging, and protected production connections. We review safeguards in light of the nature and sensitivity of the information we handle.
No method of transmission or storage is completely secure. You are responsible for choosing strong credentials, limiting workspace access, reviewing user roles, and promptly telling us about suspected compromise.
10. Processing outside Québec
PaidQuill and its service providers may process information in Canada, the United States, and other countries where we or our providers operate. Those countries may have privacy laws different from those where you live, and information may be accessible to courts, law enforcement, or regulators under local law.
Before communicating personal information outside Québec, we assess the relevant factors and, where required, use contractual and other safeguards intended to provide adequate protection.
11. Your privacy rights
Depending on where you live and subject to exceptions, you may have the right to request access to personal information, learn how it is used or disclosed, correct inaccurate information, request deletion, withdraw consent, restrict or object to processing, receive portable data, or appeal or complain to a privacy regulator.
To make a request about information PaidQuill controls, email privacy@paidquill.com. We may need to verify your identity and authority. Authorized agents may submit requests where permitted by law. We will not discriminate against you for exercising a privacy right.
If your information was supplied by one of our business customers, contact that customer first. We will support verified requests under our agreement with them. You may also contact the Commission d’accès à l’information du Québec, the Office of the Privacy Commissioner of Canada, or your local privacy authority.
13. Children
PaidQuill is a business service and is not directed to children. We do not knowingly collect personal information directly from children under 14, or a higher minimum age where local law requires it. If you believe a child provided personal information to us, contact us so we can investigate and take appropriate action.
14. Changes to this Policy
We may update this Policy as our Service, providers, or legal obligations change. We will post the revised version with a new effective date. If a change materially affects how we use personal information, we will provide additional notice through the Service, by email, or as otherwise required by law.
15. Contact and accountability
PaidQuill is responsible for the personal information under its control. The person with the highest authority for PaidQuill acts as Privacy Officer unless that role is delegated in writing. Questions, requests, or complaints may be directed to:
Privacy OfficerPaidQuill
Québec, Canada
privacy@paidquill.com
We will review privacy complaints and respond within a reasonable time. If you are not satisfied, you may have the right to contact the Commission d’accès à l’information du Québec or the privacy regulator where you live.