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ProntoBill

PRIVACY

Privacy Policy

Effective Date: November 6, 2026

ProntoBill is a business management application provided by Hyperion Advisory LLC (“ProntoBill,” “we,” “us,” or “our”). This Privacy Policy explains how information is collected, used, stored, and shared when you use the ProntoBill mobile application, website, and related services (collectively, the “Services”).

By using ProntoBill, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Account Information

When you create or use a ProntoBill account, we may collect information such as your name, email address, authentication information, business name, business profile information, and account settings.

If you choose to sign in using a third-party authentication provider, such as Apple or Google, we may receive information from that provider as permitted by your settings and the provider's policies.

If you start ProntoBill's free trial, we keep a one-way code made from the Apple or Google account you signed in with, so that account cannot start a second free trial. It contains no name, email address or other account details, it cannot be used to identify you without a secret key that only ProntoBill holds, and it is used for nothing else. It is kept after your ProntoBill account is deleted, because that is when it does its job.

Business and Customer Information

ProntoBill allows you to enter and manage information related to your business and your customers. Depending on how you use the Services, this may include:

You are responsible for ensuring that you have the right and appropriate authority to provide ProntoBill with personal information concerning your customers, employees, contractors, or other third parties.

If you publish a business page, the details you choose to show, such as your business name, trade, service area, phone number, email address, logo, services and registration numbers, are public at prontobillapp.com/b/ followed by your page address. Anyone can see them, including search engines. You can switch the page off at any time, which takes it down within about a minute.

If your subscription or trial ends, the page keeps showing only your business name, trade, service area, phone number and email address, and asks search engines not to list it. If you have connected a Stripe account to take payments, that reduced page stays up for twelve months after your access ended, because Stripe holds your page address as your business's website; if we have no record of when your access ended, it stays up until you switch it off. Without a connected Stripe account, the page goes offline as soon as your access ends: three days after a trial or free period, or when a subscription ends. A page that is offline shows nothing at all, and nothing you set up is lost — it comes back as it was if you subscribe again.

Payment Information

ProntoBill may enable businesses to accept and manage payments using Stripe and Stripe Connect. Stripe provides payment processing, merchant onboarding, identity verification, and related financial services. Stripe may collect information such as payment card details, bank account information, identity verification information, business information, transaction information, and other information necessary to provide its services.

ProntoBill does not store complete payment card numbers. Payment information submitted through Stripe is processed according to Stripe's terms and privacy practices.

A business may also offer payment by PayPal, where available. Where a customer pays an invoice that way, the payment is processed by PayPal (which owns Venmo), and PayPal's own payment pages and buttons are shown on our payment page. The methods PayPal offers there vary by account and country and may include PayPal, Venmo, or Pay Later options. PayPal may collect the information it needs to take the payment, such as the customer's PayPal or Venmo account details and payment method. ProntoBill does not receive or store those account credentials or card numbers, and the payment goes to the business, not to ProntoBill. PayPal processes that information according to its own terms and privacy practices.

Separately, a business may simply print its own PayPal, Venmo, or Zelle details on a document so a customer can pay it directly. In that case ProntoBill only prints what the business entered; no payment is processed through ProntoBill and no information is sent to those services by us.

Receipts Sent by Email

A business can be given a private email address of its own, so receipts can be forwarded to ProntoBill instead of photographed. Mail sent to that address passes through our email routing provider and is received by ProntoBill. The address is shown only inside the app, and the owner or an administrator can replace it at any time, which stops the old one working.

Only mail from an address the business has added to its own approved-sender list is accepted. A message that fails the sending domain's authentication checks is refused, and there is a daily limit on how much mail one business can receive this way.

For an accepted message, ProntoBill keeps the sender's address, the subject, the message text, and any attached receipt photos or files. A receipt arriving this way is read automatically when it arrives, as described under “AI-Powered Features” below, and the details read from it are kept with the message. It appears in the app as waiting to be reviewed: nothing becomes an expense until someone in the business reviews and saves it.

For a refused message, ProntoBill keeps only who sent it and when — not the subject, the message text, or any attachment — so the business can see that mail was turned away and add that sender if it chooses. A refused message is deleted entirely after 30 days.

For an accepted message, 90 days after it arrives — or 90 days after it is reviewed, if that comes later — ProntoBill removes the subject, the message text, and the details read from the receipt. What remains is the record that the message arrived: the sender's address, the date, and a reference to any receipt files. Those files are kept with the business's records, like a receipt you add yourself, until the business owner deletes the account. ProntoBill uses what arrives at that address only to offer the expense for review.

QuickBooks Online

A QuickBooks Online connection is being tested and is not yet available to use. When it becomes available, the business owner will be able to connect a QuickBooks Online company; Intuit then provides ProntoBill with an identifier for that company and access credentials (tokens) that let ProntoBill act on that company with the owner's permission. Connecting is the only part being built at present: no records are sent to QuickBooks Online.

When record sending is available, ProntoBill will read the information it needs to match records — such as the company name, chart of accounts, customers, products and services, and tax settings — and will send the business's records to that QuickBooks Online company: customer names and contact and billing information, sent invoices and their line items, discounts, sales tax and due dates, payments, card processing fees, refunds, expenses, and receipt images. Draft documents will not be sent.

Also when record sending is available, so that each record is sent once and later updated rather than duplicated, ProntoBill will keep, for each record it has sent, the identifier QuickBooks Online gave it. Those identifiers would be kept if you disconnect, so that reconnecting the same company does not create duplicates, and are deleted when your ProntoBill account is deleted.

ProntoBill's access credentials for QuickBooks Online are stored encrypted on our servers and are never stored on your device. ProntoBill does not sell information obtained from QuickBooks Online, does not use it for advertising, and uses it only to provide the QuickBooks Online connection you asked for.

Contractor Compliance Checker

The free contractor compliance checker pages at prontobillapp.com/contractor-compliance/ need no account and no email. The answers you give them (such as a job's price, the building, and who hired you) stay in your browser and are not sent to us. The pages do not look anything up on your behalf and send nothing you type to ProntoBill or to any state agency. Our hosting provider, Cloudflare, processes standard request information, such as the device's IP address, to deliver the pages and protect against abuse. The checker pages have no analytics or advertising trackers.

Device and Technical Information

When you use ProntoBill, we and our service providers may process limited technical information necessary to operate, secure, maintain, and troubleshoot the Services. This may include information such as device type, operating system, application version, network information, diagnostic information, and information associated with service requests.

Crash and error reporting. If the application crashes or encounters an error, we and our service providers may automatically collect technical information about that event, such as device type, operating system version, application version, and diagnostic logs describing what the application was doing at the time. We use this information solely to identify, diagnose, and fix technical problems and to improve the reliability of the Services.

AI-Powered Features

ProntoBill may provide optional features that use artificial intelligence or automated processing. When you choose to use these features, information that you provide to the feature, such as text, audio, documents, images, or business information, may be transmitted to service providers that process the information as necessary to provide the requested functionality.

ProntoBill does not use customer or business content submitted through ProntoBill to train ProntoBill's own AI models. We also configure the third-party AI services we use, where available, so that content submitted through ProntoBill is not used to train their general-purpose models. AI providers may temporarily process or retain information as necessary to provide the service, maintain security, prevent abuse, or comply with applicable law, subject to their own terms and data-processing practices.

Reading receipts. If you add a receipt photo or file to an expense, ProntoBill may send that image or file to our AI service provider to read the total, date, and vendor printed on it, and shows them to you as suggestions to check before anything is saved. A receipt emailed to a business's private receipts address is read the same way, automatically when it arrives, rather than when somebody opens it — the details are waiting as suggestions when the message is reviewed, and nothing is saved until then. Where such a message has no attachment that can be read, the text of the message itself is sent to be read instead, so a receipt written in the body of an email still works. A receipt can show other details, such as the last digits of a payment card, so add only receipts you have the right to share. We ask the AI provider not to keep a stored copy of a receipt it reads, and the receipt itself is kept with your expense as described in section 3.

You should not submit information to an AI-powered feature unless you have the right to use and provide that information.

2. How We Use Information

We may use information collected through ProntoBill to:

ProntoBill does not sell personal information.

3. Local and Cloud Data Storage

ProntoBill may store certain information locally on your device so that the application can operate effectively.

If you use ProntoBill's account, synchronization, backup, or collaboration features, information may also be transmitted to and stored using our cloud infrastructure.

We use Supabase to provide certain database, cloud storage, synchronization, and authentication services. Information processed through this infrastructure may include account information, business information, customer information, estimates, invoices, jobs, appointments, time records, expenses and the receipt photos or files attached to them, and other information you choose to store using ProntoBill.

Receipt files attached to an expense, and copies of reseller permits attached to a customer, are kept in private storage, readable only by your own business and the people you have invited to it. They are never made publicly accessible.

A copy of a customer's reseller permit is deleted when the business removes or replaces it, and when the owner deletes their account. ProntoBill has no way to delete a single customer, so the copy is not deleted any other way, including when the permit is marked as no longer on file.

When you send an invoice or estimate by text, email, or WhatsApp, ProntoBill may store a copy of that PDF in private storage so the message can include a link your customer can use to view it. Outside your own business and the people you have invited to it, only someone holding that link can open the document. The link stops working after 180 days, or sooner if the document is cancelled, replaced, or deleted. Each stored copy is deleted 30 days after its link expires (about 210 days after it was sent); sooner, from about a week on, when the app knows the link never went to anyone, such as a message you discarded without sending; and in any case when the business owner deletes their account. ProntoBill does not track when or whether a link is opened. Like any website, our hosting and database providers keep standard server logs of requests, which can include the IP address of the device that opened the link; we use those logs only to keep the Services running and secure.

Acknowledging Washington's Notice to Customer. Washington law (RCW 18.27.114) asks a contractor to give a customer a written Notice to Customer and to keep proof that the customer received it. When this is available, a business using ProntoBill will be able to send its customer a link to read that notice on our website and acknowledge it there, either on its own or while approving an estimate. Acknowledging is the customer's choice: an estimate can be approved or declined without it. When a customer acknowledges the notice, ProntoBill will record the name they type, the date and time, the IP address and browser details (the user agent) of the device they used, and which version of the notice they were shown. That record is kept for the business as its proof that the notice was given and acknowledged. In ProntoBill, only the business owner and its admins can obtain this record; other people the business has invited cannot see it. Each record is deleted 3 years after the customer acknowledged the notice, or sooner if the business owner deletes their account. Cancelling, replacing, or deleting the estimate or invoice does not remove it. Opening the link without acknowledging records nothing beyond the standard server logs described above.

4. How We Share Information

We may provide information to third-party service providers when necessary to operate ProntoBill and provide its features.

These providers process information according to their respective agreements, privacy policies, and applicable laws.

We may also disclose information if reasonably necessary to comply with applicable law, regulation, legal process, or governmental request; protect the security or integrity of ProntoBill; prevent fraud or unlawful activity; protect the rights, property, or safety of ProntoBill, our users, or others; or facilitate a merger, acquisition, financing, reorganization, or sale of some or all of our business or assets.

5. Payment Processing

ProntoBill uses Stripe to provide payment-related functionality, and PayPal where a business offers payment by PayPal or Venmo.

Businesses using payment features may be required to establish or connect a Stripe account and provide Stripe with information required for identity verification, financial services, regulatory compliance, and payment processing.

When customers make payments through Stripe, Stripe processes payment information in accordance with its own terms and privacy policies.

Stripe may retain certain transaction, identity, tax, financial, or compliance information as required by applicable law or its regulatory obligations.

ProntoBill does not control Stripe's independent retention obligations or processing activities.

Paying by PayPal or Venmo. Where a business offers it, an invoice can link to a payment page on our website. Opening that page loads PayPal's own script so the payment buttons can be shown, which means PayPal receives information about the device that opened the link, such as its IP address and browser or device details. That happens as soon as the page opens, before anyone chooses to pay and whether or not they go on to pay. Which methods appear is decided by PayPal and the business's account, and may include PayPal, Venmo, or Pay Later options where available.

If a payment is made, PayPal processes it and the money goes to the business, not to ProntoBill. PayPal handles the payment details under its own terms and privacy policy, and may retain transaction and compliance information according to its own obligations, which ProntoBill does not control. ProntoBill receives the result of the payment, not the customer's PayPal or Venmo account credentials or card numbers.

6. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect information processed through ProntoBill against unauthorized access, loss, misuse, alteration, or disclosure.

Information transmitted between ProntoBill and our service providers is transmitted using industry-standard secure network technologies where supported.

No electronic storage or transmission system can be guaranteed to be completely secure, and we cannot guarantee the absolute security of information.

Access credentials for connected services, such as QuickBooks Online, are encrypted and kept on our servers only, where they are used solely to provide the connection.

You are responsible for protecting your account credentials and maintaining the security of devices used to access ProntoBill.

7. Data Retention

We retain personal information for as long as reasonably necessary to provide the Services, maintain your account, comply with applicable legal obligations, resolve disputes, prevent fraud and abuse, and enforce our agreements.

Information stored locally on your device may remain on that device until it is deleted through the application, the application is removed, or the device's application data is otherwise cleared.

Certain payment, transaction, tax, accounting, fraud-prevention, or regulatory records may be retained for longer periods when required or permitted by law.

Third-party providers, including Stripe, PayPal, and Intuit, may also be required to retain certain information according to their own legal and regulatory obligations, which ProntoBill does not control.

8. Account and Data Deletion

You may request deletion of your ProntoBill account and associated personal information.

Where available, you may initiate account deletion from within the ProntoBill application. You may also request account and data deletion by contacting: support@prontobillapp.com

When an account is deleted, we will delete or de-identify associated personal information unless retention is required or permitted for legal, regulatory, security, fraud-prevention, payment, accounting, dispute-resolution, or other legitimate purposes (for example, the free-trial code described above).

When the business owner deletes their account, the files stored for that business are removed too — business logos, receipt photos and files, reseller permit copies, and saved copies of documents that were sent by link. These are deleted in the background shortly after the account's records are removed, and anything that could not be removed is recorded so it can be removed.

Deleting your ProntoBill account may not automatically delete information independently maintained by third-party providers such as Stripe. Those providers may have separate legal obligations and retention policies.

Disconnecting QuickBooks Online in ProntoBill revokes ProntoBill's access with Intuit and deletes the access credentials we stored; if you disconnect from within QuickBooks Online instead, we delete them when we next check the connection and Intuit says they no longer work. When the business owner deletes their account, both happen, and the connection and any QuickBooks Online identifiers kept for that business's records are deleted with it. Anything that had already been sent to a QuickBooks Online company would remain there, and can be deleted in QuickBooks Online.

9. Your Privacy Rights and Choices

Depending on where you live, applicable law may provide you with certain rights regarding your personal information, which may include the right to request access to, correction of, or deletion of personal information.

You may contact us to make a privacy-related request at: support@prontobillapp.com

We may need to verify your identity before processing certain requests.

You may also be able to modify or delete certain information directly within ProntoBill.

10. Children's Privacy

ProntoBill is a business application intended for use by adults and businesses. It is not directed to children under the age of 13.

We do not knowingly collect personal information directly from children under 13. If we become aware that personal information from a child under 13 has been collected in violation of applicable law, we will take appropriate steps to delete it.

11. International Data Processing

ProntoBill and its service providers may process or store information in the United States and other countries.

As a result, information may be processed in jurisdictions whose privacy and data protection laws differ from those in your place of residence.

Where required by applicable law, appropriate safeguards will be used for international transfers of personal information.

12. Third-Party Services and Websites

ProntoBill may contain links to or integrations with third-party services.

This Privacy Policy does not govern the privacy practices of third parties when they independently control the processing of your information. We encourage you to review the privacy policies and terms of any third-party services you choose to use.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as ProntoBill evolves or as legal requirements change.

When we update this Privacy Policy, we will revise the Effective Date at the top of this page. If required by applicable law, we will provide additional notice regarding material changes.

Your continued use of the Services following an update is subject to the updated Privacy Policy to the extent permitted by applicable law.

14. Contact Us

If you have questions about this Privacy Policy, ProntoBill's privacy practices, or would like to submit a privacy or data deletion request, please contact us:

Hyperion Advisory LLC
ProntoBill
Email: support@prontobillapp.com
Website: https://prontobillapp.com

© 2026 Hyperion Advisory LLC. All rights reserved.