Billfetch is a service operated by DevCode Ltd, a company registered in the United Kingdom (“we”, “us”). Billfetch collects your business’s financial records and documents from the sources you connect, reconciles them and prepares an accountant-ready package. This policy explains what personal data we process and why. We are the data controller for your account data and act on your instructions for the business records you upload or connect.
1. Data we process
- Account data: your name, email address, login and two-factor authentication details.
- Business records: invoices, receipts and other documents you upload, forward to your Billfetch forwarding address or receive in a mailbox you connect; bank, payment and marketplace transactions from the sources you connect (for example Wise, Etsy, Printify, CSV files).
- Mailbox data: when you connect a mailbox, we read it read-only and keep PDF attachments and invoice-like messages. Other mail is not kept. With a forwarding address we only read mail sent to that address.
- Referral data: if you sign up through an accountant’s referral link, we record which accountant referred you and the offer you received. The accountant sees only that a business signed up and when — not your name, email or records.
- Gift invitation data: if Billfetch sends you a gift invitation, we keep your email address, together with the gift’s duration and any personal note, only to deliver the invitation and apply it when you sign up. We keep it until the invitation is used or for 90 days after it expires or is revoked, and then delete it.
- Public company data: if you link your business to Companies House, we read public register data (company name, status, filing deadlines).
- Technical data: logs and error reports needed to run and secure the service. Secrets such as passwords and access tokens are encrypted and never written to logs.
2. Why we use it (lawful basis)
- To provide the service you signed up for — collecting, reading, categorising and reconciling your records (performance of a contract).
- To keep the service secure, prevent abuse and fix errors (legitimate interests).
- To meet legal obligations, for example keeping records required by law.
We do not sell your data and we do not use it for advertising. Billfetch does not give tax advice.
3. Who we share it with
We use carefully selected service providers acting as processors under contract: cloud hosting, email delivery, and AI services that read the text of your documents to extract invoice details. Data is shared with the third-party services you choose to connect (for example your bank or marketplace) only as needed to fetch your records. A current list of processors is available on request.
4. International transfers
Where a provider processes data outside the UK, we rely on appropriate safeguards such as UK adequacy regulations or the International Data Transfer Agreement / Addendum.
5. How long we keep it
We keep your business records for as long as your account is active and as needed for legal record-keeping. Gift invitation records are deleted 90 days after the invitation expires, is revoked or is used (once used, your email address is part of your account data). You can ask us to delete your account; we then delete or anonymise your data unless we must keep it by law.
6. Your rights
Under UK GDPR you can ask for access to, correction or deletion of your personal data, object to or restrict processing, and request a copy of your data. You can disconnect any connected source at any time from the app.
7. Contact and complaints
Use the contact form at devcodeltd.co.uk/contact. Our registered office is DevCode Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ (company no. 14284192). If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office (ico.org.uk).
8. Cookies and this website
This website (billfetch.app) sets no cookies and uses no advertising trackers. We count page visits with Cloudflare Web Analytics, which does not use cookies, does not fingerprint your device and does not identify you. If you choose a language, your browser remembers it locally; it is not sent to us. The Billfetch app (app.billfetch.app) uses only the cookies needed to keep you signed in.
9. Changes
We may update this policy. Material changes will be announced in the app before they take effect.