Privacy notice
Last updated: 17 October 2026.
1. Who is responsible
AiBill is operated by REBORN TECHNOLOGIES LTD, company number 16805743, registered office 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Contact us about personal data at [email protected].
This notice covers account administration, website operation, payments, support and connected cost reporting. For personal data supplied by business customers, the respective controller and processor responsibilities must also be addressed in the applicable customer data-processing agreement.
2. Hosting in Germany and technical information
Our application and API servers are hosted by Contabo in Germany. Cloudflare provides network protection and request delivery. Account and cost data are stored with Supabase; email delivery and payments involve additional providers, as described below. The German server location applies to our Contabo infrastructure, not to every processing activity performed by those providers.
Delivering and protecting requests involves IP addresses, request times, requested paths, response information and browser information. The application uses locally hosted fonts and imagery; no advertising analytics or marketing tracker has been added to the application code. External sign-in, payment and network services are described below.
3. Accounts, Google sign-in and cookies
Supabase provides database and authentication services. Email registration uses your email address and password through Supabase Auth. Account records include identifiers, authentication information and account-related timestamps. Confirmation, invitation and password recovery messages are sent through Resend.
If you choose Google sign-in, Google and Supabase exchange the authentication information needed to sign you in. Supabase may receive your Google account identifier, email address and basic profile information authorised by the configured sign-in flow. Google also processes information under its own privacy notice. AiBill does not request access to your Gmail messages or Google Drive files in this flow.
Sign-in uses cookies to maintain your session; temporary authentication storage may also be used to complete sign-in or recovery. Blocking necessary storage may prevent these features from working. Choosing to set a budget later stores an account-specific display preference cookie for up to one year. It does not enable email warnings or change your budget; clearing cookies removes that preference. Review item: verify the production cookie inventory and effective session lifetimes, including Cloudflare settings.
4. Provider connections and cost reports
We receive information you enter and reports from providers you connect. These include source names, account/workspace/project identifiers, dates, model names, cost descriptions, amounts and currencies. AiBill aggregates these reports to display history, breakdowns and estimates. The integrations request cost reports, not your prompts or model outputs. Avoid unnecessary personal information in source names and support messages.
For Hosted connections, your browser encrypts the provider key before submission. The fetching service decrypts the stored key to query your provider. This is not end-to-end encryption preventing that service from accessing the key. Permissions differ by provider and are not uniformly read-only.
- OpenAI uses a dedicated restricted admin key for supported cost reports; follow the connection instructions for required permissions.
- OpenRouter requires an account-wide Management key with administrative powers and no read-only scope. The fetcher calls the activity GET endpoint and stores credit spend by model, excluding provider-paid BYOK estimates. Today is unavailable until the next UTC day.
- Anthropic requires a Console organisation Admin key with broad administrative permissions and no selectable read-only scope. The fetcher calls the cost report GET endpoint. It stores daily USD API costs by workspace identifier and cost description; personal Claude subscriptions, Enterprise analytics and Priority Tier costs are excluded.
- xAI uses a team-scoped Management key for validation and a fixed usage-report query. Select billing read access only; AiBill does not verify every permission on the key. Reports cover daily USD API spend by billing description, without project breakdown or Grok subscription data.
Deleting a Hosted key removes its ciphertext from the active database and stops future scheduled fetching after deletion takes effect. Previously fetched history is separate. Backup copies may remain until backup retention ends. Revoke a key at its provider to prevent further use there. The separate collector remains in development; its design keeps provider keys in the user's environment rather than Hosted storage.
5. Budgets, emails and Telegram
We store workspace/provider budgets, currencies and warning preferences. If you enable budget emails, Resend receives the recipient address and message content, including the relevant budget, reported spending, currency and month. AiBill records warning events, sending attempts, retries and acceptance status. Acceptance is not proof of inbox delivery. Disable budget emails in Alerts; necessary account and billing communications are separate. Review item: verify Resend open/click tracking settings, processing locations and message/log retention for authentication and budget emails.
If you choose to connect Telegram, AiBill stores your private chat identifier and connection state. A temporary hashed link and hashed confirmation code verify the connection before budget data is sent. Enabled warnings share the relevant workspace or provider label, reported spending, budget, currency and month with Telegram, together with dashboard links. Telegram also receives connection-code messages and technical request information. AiBill stores sending status and Telegram message references. Acceptance by Telegram is not proof that a message reached or was read on your phone. Disconnect in Alerts or send /stop to the bot to stop future warnings; a message already being submitted may still arrive. Disconnecting does not erase messages already in your Telegram chat. Telegram processes information under its own privacy terms. Review item: assess Telegram's processing roles, international processing and retention, and include this optional channel in the final legal review.
6. Payments and support
Stripe Checkout and the customer portal handle payments, payment methods and invoices. Card details are entered on Stripe's hosted pages. AiBill stores customer and subscription references, billing interval, status, dates and billing event identifiers. Stripe may process billing contact details, addresses, tax and payment information and technical transaction information under its own privacy terms. Stripe acts as an independent controller for some purposes, not solely as our processor.
Support requests contain your email address, message and information you provide. Do not send passwords, provider keys or full card details. Contact us for account closure or data requests. Closing a paid account requires addressing its Stripe subscription separately; deleting database records alone does not cancel an external charge.
7. Purposes and proposed legal bases
These proposed bases under applicable UK/EU data-protection law require final review against our establishment and processing roles; not all processing relies on consent.
- Providing an individual's account, requested connections, reporting and paid subscription: performance of a contract or requested pre-contract steps.
- Business contact administration, support enquiries and service protection: legitimate interests in operating the service and preventing abuse, subject to the required assessment and individuals' rights.
- Required accounting/tax records and binding legal requests: compliance with applicable legal obligations.
- Optional budget emails supply the feature requested by the user. Confirm the appropriate basis and communication rules; this preference is not marketing consent.
Sign-in information is needed for an account, provider authorisation for a connection and payment processing for paid service. Without the relevant information we cannot provide that feature. Google sign-in and budget emails are optional. Budget comparisons and forecasts calculate reported costs; they do not enforce provider spending limits.
8. Recipients and international processing
- Contabo: hosting on the German VPS.
- Cloudflare: request delivery and network protection.
- Supabase: authentication, database and related infrastructure.
- Resend: authentication and optional budget emails.
- Telegram: connection and warning messages when you connect and enable this channel.
- Stripe: subscription payments, invoices and billing portal.
- Google: authentication when you choose Google sign-in.
- Connected AI providers: authenticated cost-report requests and associated technical information under your provider account relationship.
Hosting location alone does not establish where every subprocessor or support team operates. International processing and applicable adequacy decisions or contractual safeguards must be assessed for each provider and transfer. Review item: verify production Supabase region, contracting entities, processor agreements, subprocessors and actual UK/EU transfer mechanisms, including how users can obtain information about relevant safeguards.
9. Retention and deletion — details outstanding
Trial expiry and subscription cancellation do not automatically delete the account or history. Removing a key and closing an account are separate actions. Contact us for deletion or access requests. Automatic deletion deadlines have not been configured and verified.
- Account and cost history: final retention criteria and closure procedure remain to be set.
- Server/security logs, authentication records, support correspondence and alert records: actual retention periods remain to be verified.
- Billing/accounting records: statutory retention and separate billing-event retention remain to be determined.
- Backups: retention, rotation and deletion handling on restore remain to be verified. Active-database deletion does not immediately erase backups.
10. Your rights and complaints
Depending on applicable law and processing, you may have rights of access, correction, erasure, restriction, data portability and objection to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. Rights are subject to legal conditions and exceptions. Write to [email protected]. We may request proportionate information to verify that a request is yours.
You may complain to the UK Information Commissioner's Office where relevant and, where EU GDPR applies, the competent supervisory authority, including in the country of your habitual residence, workplace or alleged infringement. You do not need to contact us first to complain. Review item: confirm actual establishment, competent authority and any required EU representative.
11. Changes
We update this notice to reflect changes in how AiBill processes personal data. The date above identifies the latest version.