Privacy Policy
Effective Date: January 6, 2026
Last Updated: March 25, 2026
HoldMyBill (“we”, “our”, “us”) operates the HoldMyBill mobile application and website available at www.holdmybill.com.
This Privacy Policy explains how we collect, use, store, and protect your information when you use the HoldMyBill application and related services.
HoldMyBill allows users to upload and store purchase records, invoices, receipts, product ownership details, and related documents in order to manage warranties, maintenance, and product lifecycle information.
By using the service, you agree to the collection and use of information in accordance with this policy.
1. Information We Collect
We collect information you provide directly and information generated while using the service.
1.1 Account Information
When you create an account we collect the following information:
Required information
- Email address
Optional information
- Name (if you choose to provide it)
- Phone (if you choose to provide it)
The email address is used to create and maintain your HoldMyBill account and to communicate service related notifications.
Authentication may also occur through third-party identity providers such as Apple Sign In or Google Sign In. When you use these services, we receive only your email address from the provider to create and maintain your account.
Data Minimization
HoldMyBill collects only the information necessary to operate the service. The platform does not require phone numbers, physical addresses, or payment information for core functionality. For purchases made through the iOS application, payment information is handled exclusively by Apple through their In-App Purchase system. We do not collect, store, or have access to your payment details.
1.2 User Content
You may upload content to the service including:
- Receipts
- Invoices
- Product purchase documents
- Product photos
- Warranty documents
- Maintenance records
These files may contain personal or transaction related information depending on the document uploaded.
The content is stored only to provide the HoldMyBill service.
1.3 Device and Technical Information
When you use the app we may collect limited technical information including:
- Device identifiers used for push notifications
- Application usage logs
- Diagnostic and crash reports
This information helps maintain service reliability and security.
1.4 Customer Support Communications
If you contact us for support we may collect:
- Email address
- Support messages
- Attachments or screenshots you provide
Support communication helps us resolve issues and improve the service.
2. How We Use Information
We use collected information to operate and improve the HoldMyBill service.
This includes:
- Creating and managing user accounts
- Storing purchase records and documents
- Extracting product information from uploaded documents
- Providing warranty tracking and asset lifecycle features
- Sending reminders or notifications related to stored assets
- Providing customer support
- Improving service performance and reliability
- Preventing abuse or unauthorized activity
Uploaded documents may be processed using automated tools to extract product or warranty information.
Automated Document Processing
Uploaded documents such as receipts, invoices, and product photos may be processed using automated tools and machine learning services provided by third-party infrastructure providers (for example, AWS, Google Cloud, or Azure). These services analyze documents to extract product names, purchase dates, warranty expiration dates, product identifiers, and other structured metadata necessary to operate the HoldMyBill platform.
These providers process data solely on our behalf and only for the purpose of delivering the requested functionality.
Third-Party Service Providers
We use trusted third-party service providers to operate parts of the HoldMyBill platform. These providers process data only to perform services on our behalf.
These services may include:
- cloud infrastructure and storage providers
- authentication and identity services
- email delivery services
- system monitoring and analytics services
- artificial intelligence and document processing services
These providers are contractually required to process information only according to our instructions and applicable data protection laws.
3. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area, we rely on the following legal bases for processing personal data.
Contract Performance
Processing required to provide the HoldMyBill service, including account management, document storage, and asset tracking.
Consent
When users voluntarily upload documents or provide information within the application.
Legitimate Interest
Processing required to maintain security, reliability, and functionality of the platform.
4. Data Storage and Security
Your information is stored on secure infrastructure operated by trusted cloud providers.
Security measures include:
- encrypted network communication
- secure cloud storage
- restricted infrastructure access
- authentication and authorization controls
Uploaded documents are stored securely and accessible only through authenticated access to your account.
4.1 Data Processing by Service Providers
Certain features of the HoldMyBill platform require processing of uploaded documents by specialized infrastructure or artificial intelligence providers.
In these cases, such providers act as data processors on our behalf. This means they can only process your information according to our specific instructions for the purpose of providing the HoldMyBill service, and they cannot use your information for their own purposes.
HoldMyBill remains responsible for determining the purposes and means of processing personal data within the service.
5. Data Retention
We retain data only for as long as necessary to provide the service.
Retention periods include:
Account information
Stored while your account remains active.
Uploaded documents and assets
Stored until deleted by the user or removed during account deletion.
Support communications
Stored for 12 months after resolution of your support inquiry to assist with service improvement and follow-up support.
Technical logs
Retained for 90 days to assist with operational monitoring, security analysis, and troubleshooting.
Documents processed by automated analysis services are retained only as necessary to perform the requested processing and to operate the HoldMyBill service.
6. Data Sharing and Third-Party Services
We do not sell personal information.
We may share data with trusted service providers that help operate the platform. These providers may include:
- cloud infrastructure providers
- authentication providers
- email delivery services
- monitoring and analytics providers
- artificial intelligence and document processing services
These providers process data only to perform services on our behalf.
7. International Data Transfers
Our infrastructure providers may operate servers in multiple regions.
By using the service you acknowledge that information may be processed outside your country of residence.
Where required, we rely on standard contractual clauses approved by the European Commission and other legally binding mechanisms to protect personal data transferred internationally.
8. Your Data Protection Rights
Depending on your jurisdiction, you may have rights including:
- access the personal data we hold about you
- correct inaccurate information
- request deletion of your data
- request restriction of processing
- object to certain processing activities
- request a copy of your personal data
You may exercise these rights by contacting us at:
Users may also delete their account directly within the application.
9. Deleting Content and Accounts
Users may delete individual assets, receipts, or documents directly within the application.
Users may also request deletion of their account from the application settings.
When an account deletion request is made, the account enters a deactivation period of up to 30 days. During this time the account can be restored by signing back in.
If the account is not reactivated within the 30-day period, the account and associated data will be permanently deleted from the service. While we maintain operational backups for disaster recovery purposes, these are not accessible for account restoration after the 30-day period expires, except as required by applicable law or to respond to legal requests.
If you delete your account, your account and any unused purchased item capacity will remain recoverable during the 30-day deactivation period. If you sign back in during this period, your account and remaining purchased item capacity will be restored. After the 30-day period expires, your account data and associated item capacity will be permanently deleted and cannot be recovered.
Uploaded content may be analyzed using automated tools in order to extract product or warranty information necessary to operate the service.
9.1 Purchases and Billing
When you choose to purchase optional paid features, these purchases are processed based on the platform you are using. Optional features may include additional item capacity to store more products and documents.
Purchases are platform-specific and may only be made through the respective platform's application. Content, subscriptions, or features acquired on other platforms may be accessed within the app provided they are also available as in-app purchases within the app. Purchases made on one platform do not transfer to other platforms.
9.1.1 iOS (Apple App Store) Purchases
Purchases within the iOS application are processed exclusively through Apple's In-App Purchase system. Apple handles all payment processing, billing, and refunds for iOS purchases. We do not collect, store, or have access to your payment details.
You may restore eligible purchases using the restore function within the app.
For information about Apple's refund policies, please visit Apple's support resources or contact Apple directly.
9.1.2 Android (Google Play) Purchases
Purchases within the Android application are processed through Google Play. Google handles all payment processing, billing, and refunds for Google Play purchases.
For information about Google Play refund policies, please visit Google's support resources or contact Google directly.
9.1.3 Web Purchases
Purchases made through the web application are processed through the web platform's payment system.
When you delete your account, any unused purchased item capacity will be permanently deleted from your account and cannot be recovered or transferred after the 30-day deactivation period expires. Purchased items are non-refundable except as required by applicable law or the applicable platform provider's refund policy.
10. User Responsibilities for Uploaded Documents
Users are responsible for ensuring they have the right to upload documents or content to the service.
HoldMyBill does not verify ownership or legality of uploaded documents and stores them solely as part of the user's asset records.
11. Children's Privacy
The HoldMyBill service is not intended for use by children under the age of 13.
We do not knowingly collect personal information from children.
If we become aware that a child has provided personal information, we will delete it.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
If significant changes occur we will update the date at the top of this document and may notify users within the application.
13. Contact Information
If you have questions about this Privacy Policy or your data, please contact:
For general information about the service, visit: https://holdmybill.com
Terms of Use are available at: https://holdmybill.com/legal/terms-of-use
User Privacy Choices are available at: https://holdmybill.com/legal/privacy-choices