How Cosmic Bills handles your data

What Cosmic Bills collects from you

• Your username and password.
• Your name and email address, given at registration. The email address is used to communicate with you and may be added to a newsletter list you can unsubscribe from.
• A phone number, if you choose to give one. This is optional.
• The invoices, bills and receipts you submit for processing.

What it reads from your accounting system

Only what is needed to code a bill correctly, through the connection you authorised:

• Your contact list, to match a document to the right supplier.
• Chart of accounts, tax and settings data, used to choose accounts, invoice numbers and terms.
• Your own organisation's ABN, so your own company is never treated as a supplier on its own bills.

What is exported back

• Bills with their financial data and line detail, with the source document attached.
• Credit notes, where the document is detected as one.
• New suppliers extracted from your invoices.
• New product codes, once you have entered them in Cosmic Bills.

How long documents are kept

• Invoice documents are retained for a minimum of seven years, in line with accounting record-keeping practice.
• If an account goes unpaid for more than a year, its data may be deleted without notice.
• You should keep your own copies of everything you upload. Cosmic Bills does not guarantee against data loss and excludes liability for it.

What is never done

• Your personal, document and accounting information is not disclosed to a third party without your explicit consent, or unless compelled by a court order.
• Payment card details are not stored. Payments are processed by Stripe.
• Your email address is used to communicate with you and is not distributed or used in any other way.

Access, correction and erasure

While your subscription is valid you have unrestricted access to your own data through the application. You can also:

• Request erasure of your email address, invoice documents and the data drawn from your accounting system. This ends the seven-year retention commitment.
• Restrict processing by turning off individual services in Settings.
• Export past document data in a commonly used, machine-readable format and take it elsewhere.
• Object to the use of your data, and have the consequences explained to you.

Breach notification

• Where a breach is likely to result in a risk to the rights and freedoms of individuals, notification is sent within 72 hours of Cosmic Bills becoming aware of it.

Accuracy is your call, not the software's

• Extraction succeeds at less than 100%, and line items are not guaranteed to be extracted from every invoice.
• You are responsible for validating extracted data before using it for accounting or any other purpose.
• The review and approve step exists so that every bill is checked by a person before it reaches your ledger.