EzBillPrivacy policy
This policy explains what data EzBill collects, why we collect it, who we share it with, and the choices you have.
Last updated: 9 October 2026
1. Who we are
EzBill is a point of sale service provided by TheFineQubit, Sri Lanka ("we", "us"). It is made up of the EzBill mobile app, the EzBill web application at app.ezbill.shop, and this website. If you have questions about this policy, contact us at support@ezbill.shop.
2. Data we collect
Account information
When you create an account or are added as staff, we collect your name, mobile number, password (stored only in hashed form) and, where given, your e-mail address and profile picture.
Shop information
The shop's name, address, contact number and logo.
Business records
The records you create while running your shop: products, prices, stock, bills, payments, returns and cash records. These may include the names and phone numbers of the shop's customers, when the shop enters them.
Pictures
Pictures you choose to add, such as product pictures, your shop logo or your profile picture.
Voice input
If you choose to use voice input in the app, the short recording is sent to our servers and processed by our AI service provider to turn it into text. Recordings and transcripts are not stored after processing.
Supplier invoice scanning
If you choose to scan a supplier invoice, the photos or PDF are sent to our servers and processed by our AI service provider to read the invoice lines. The files are not stored. The text read from them is kept for up to one hour so you can review it, and is then deleted; only the goods-received record you confirm is saved.
Device and technical information
An identifier for each phone that signs in, the app version, and the security logs our servers keep, such as sign-in times and IP addresses. These keep your account secure and help us fix problems.
We do not collect your location, your contacts or your messages. We do not use advertising, and the app has no advertising or analytics trackers.
3. How we use data
- To provide EzBill: run your account and shop, keep your records, and sync them between your devices.
- To keep EzBill secure: confirm who you are, protect against misuse, and investigate problems.
- To support you: answer your questions and handle requests such as account deletion.
- To meet legal obligations, such as keeping business records for the period the law requires.
We do not sell personal data, and we do not use it for advertising.
4. Device permissions
The app asks for some permissions only when you use the feature that needs them. You can turn them off at any time in your phone's settings.
| Permission | Used for |
|---|---|
| Camera | Scanning barcodes and supplier invoices, and taking pictures you choose to add. |
| Microphone | Voice input, only while you are using it. |
| Nearby devices (Bluetooth) | Connecting to a receipt printer you have paired. |
| Notifications | Alerts about your shop. |
| Fingerprint or face unlock | Unlocking the app. Your fingerprint or face data never leaves your phone. |
5. Who we share data with
We share data only as needed to provide EzBill:
- Hosting: our servers and databases run on Google Cloud.
- AI processing: voice input and scanned supplier invoices are processed by Google's Gemini service on our behalf. They are not stored after processing.
- Within your shop: the owner and staff of a shop can see that shop's records, according to their role.
- Your customers: when you choose to send a bill by SMS, it is sent from your own phone and SIM through your phone's messaging app.
- Legal reasons: where the law requires it, or to protect the rights and safety of our users or of TheFineQubit.
Our service providers may only use the data to provide their services to us.
6. Customer data entered by shops
When a shop records the name or phone number of one of its customers, the shop decides what to record and is responsible for it. We process that data on the shop's behalf, only to provide EzBill. Customers who want their details changed or removed should contact the shop. They can also contact us, and we will pass the request on.
7. How long we keep data
- Account information is kept while your account is active. After your account is deleted, your personal details are deleted within 30 days.
- A shop's business records are kept for 7 years, as the law requires. After that they are deleted.
- Voice recordings and scanned invoice files are not kept after processing.
- Security logs are kept for a limited time and then deleted.
8. Security
All data travels over encrypted (HTTPS) connections. Passwords are stored only as secure hashes, sign-in tokens are short-lived, and every shop's data is kept separate from every other shop's. On your phone, sign-in data is kept in the phone's secure storage. No system is perfectly secure, but we work to protect your data and to fix problems quickly.
9. Your rights and choices
Under Sri Lanka's Personal Data Protection Act No. 9 of 2022, you can:
- ask for a copy of your personal data;
- correct your details, in the app under My Account, or by asking us;
- ask us to delete your account and personal data, as described on Delete your account;
- withdraw consent for optional features such as voice input, by not using them or turning off the permission;
- complain to the Data Protection Authority of Sri Lanka.
To use these rights, e-mail support@ezbill.shop. We may ask you to confirm your identity first.
10. Children
EzBill is a business tool for adults. It is not meant for anyone under 18, and we do not knowingly collect data from children.
11. Changes to this policy
If we change this policy, we will post the new version on this page and update the date at the top. If the changes are significant, we will also tell you in the app.
12. Contact us
TheFineQubit, Sri Lanka
E-mail: support@ezbill.shop