Effective 9 September 2026
How Easy Bills handles account, mailbox and invoice information.
Easy Bills is provided by LIVIA CARE PTY LTD, trading as Intellova. This policy explains how the Easy Bills web application and Chrome extension collect, use, store and disclose personal information, including information obtained through Google and Microsoft services.
Information we handle
- Account and workspace information: your identity-provider account identifier, name and email address; workspace profile; role; invitations; member activity; and security records.
- Bills and supporting records: PDFs and images you upload or import, extracted invoice fields, line items, participant and provider details, tags, directory records, review decisions, notes, assignments and audit history.
- Connected mailbox information: encrypted delegated-access tokens, mailbox address, provider message and attachment identifiers, selected headers such as sender, recipients, subject and received time, a bounded plain-text body preview, attachment names, content types and sizes, and eligible PDF attachments.
- Billing and support information: page-credit and subscription status, Stripe customer and subscription references, feedback messages and attachments, and support correspondence. Easy Bills does not store complete payment-card details.
- Service and security information: limited request, error, IP-address, device/browser and security-event data needed to operate, protect and troubleshoot the service.
Google user data
Google sign-in, Google Drive and Gmail are separate permissions. If a workspace owner or administrator connects Gmail, Easy Bills uses read-only access to find new PDF attachments in the connected Inbox. Optional rules can narrow or exclude matching messages. Easy Bills reads only the message and attachment data needed to identify, import, deduplicate, process and show the source of an eligible bill. It does not send, modify or delete Gmail messages.
If you connect Google Drive, Easy Bills uses the limited drive.file permission to create and manage files used with Easy Bills. Connecting Google Drive does not grant Gmail access, and connecting Gmail does not give Easy Bills general access to files in your Drive.
Easy Bills' use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements. We do not use Google user data for advertising, sell it, or use it to train general-purpose artificial-intelligence models.
How we use information
We use information to authenticate members, operate tenant-isolated workspaces, import and deduplicate bills, extract invoice data, apply configured checks and rules, display source-email context, support human review, copy files to a destination you configure, maintain an audit trail, administer credits and subscriptions, prevent misuse, send service messages, and respond to support or privacy requests. Automated extraction can be incomplete or wrong and is presented for human review.
Service providers and disclosures
Easy Bills uses Amazon Web Services in Sydney, Australia for application hosting, database and object storage, document extraction, logging, secrets and transactional email. Google processes Google sign-in, Gmail and Google Drive requests; Microsoft processes Microsoft sign-in, Outlook, OneDrive and SharePoint requests. Stripe processes subscription and credit-pack payments. These providers process information under their own terms and may process limited account, payment or service information outside Australia.
We disclose bill files to a OneDrive, SharePoint or Google Drive destination only when an authorised workspace member configures that workflow. We may also disclose information where required by law, to protect users or the service, or as part of a business transaction subject to appropriate safeguards. We do not sell personal information.
Storage, security and retention
Primary application data is stored in Amazon Web Services in Sydney. Data is encrypted in transit and at rest; delegated provider tokens are encrypted separately, and access is restricted by workspace role and tenant. No internet service can be guaranteed completely secure, so workspace owners should give access only to appropriate staff and keep independent copies of records they must retain.
Workspace records and bill documents remain while the workspace is active unless an authorised deletion request is completed or a legal obligation requires longer retention. Production application logs are kept for up to 90 days. Feedback attachments expire after 180 days, with old object versions expiring after 30 days. Recovery copies can remain until the applicable backup cycle expires; deleted data is not restored to the live service except where recovery is required, and will be removed again after recovery.
Your choices and requests
You choose whether to connect Gmail, Google Drive or Microsoft services. Revoking a provider grant stops future collection from that provider, but previously imported bills and their audit records remain until deleted. You can revoke Google access from your Google Account permissions.
To request access to, correction, export or deletion of personal information, or to make a privacy complaint, email apps@intellova.com.au from the address associated with your Easy Bills account. We may need to verify your identity and workspace authority. Deletion is currently completed through a verified support process rather than a single self-service control. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
Changes and contact
We will update this policy when Easy Bills materially changes how it handles information and will change the effective date above. Questions can be sent to LIVIA CARE PTY LTD, trading as Intellova, at apps@intellova.com.au.