Privacy Policy for BilagPilot

Version: 1.1 Last updated: 15 August 2026

Related legal documents:

• Terms of Service
• Data Processing Agreement
• Data Retention Schedule

1. Who is responsible

This Privacy Policy explains how BilagPilot processes personal data.

This Policy is a privacy notice, not a separate contract and not a request for consent. The Terms of Service make this Policy available to Customers. When a Customer accepts the Terms, the Customer acknowledges that this Policy was made available. Any processing that legally requires separate consent will be presented separately.

Bjorvand Solutions Organisation number: 836 135 652 c/o Rengjøringshjelpen Kragerø AS Kirkegata 12 3770 Kragerø Norway Email: kevin@bilagpilot.no

Bjorvand Solutions provides BilagPilot from Norway. The contact above is the primary privacy contact for all markets.

UK launch note: Bjorvand Solutions is established outside the United Kingdom. Contact details for any UK representative required under Article 27 UK GDPR must be added to this section before a regular UK launch, unless a qualified legal assessment confirms that an exception applies.

2. Summary

BilagPilot is a B2B tool for accounting firms and other businesses that want to collect, chase, review, upload, track and forward missing accounting documents and supporting documentation.

BilagPilot processes personal data in two main roles:

• Controller for information where Bjorvand Solutions determines the purposes, such as account registration, payment, support, security, service operation, analytics, marketing and customer administration.
• Processor for information that the Customer enters, imports, receives, obtains through integrations or otherwise processes about its own clients, employees, suppliers or other third parties when using BilagPilot.

When BilagPilot acts as a processor, the Customer is the controller. The Customer determines the purposes of the processing and must have a lawful basis for entering, importing, sending, receiving and using the data in BilagPilot. The contractual terms for that processing are in the Data Processing Agreement, which is incorporated through the Terms where it applies.

The Data Retention Schedule describes current operational behaviour, retention criteria and standard retention targets. It forms part of the DPA for Customer Personal Data.

BilagPilot is not an accounting system, official document archive, bookkeeping engine, payment system, or tax, legal or accounting adviser.

3. Personal data we process

BilagPilot may process the categories below.

3.1 Firm and account data

This may include:

• business name
• Norwegian organisation number
• VAT number or other tax identification number where supplied by the Customer
• country, market and language
• business identifier, such as an EIN, company number, ABN, Business Number, NZBN or CRO number
• billing or payment email address
• billing address where used
• currency and tax treatment
• subscription type
• billing interval
• subscription status
• plan, client limit, SMS credits, AI limits and feature limits
• settings
• message templates
• upload limits
• firm logo, profile information and branding
• customer and account metadata
• onboarding status
• selected workspace where a User can access more than one workspace

3.2 User, membership and access data

This may include:

• email address
• name or display name
• profile image where used
• role and access level
• assigned customers or clients
• workspace membership
• invitations and invitation timestamps
• user status
• settings and preferences
• Supabase Auth user data
• sign-in data from Google, Microsoft or the Customer's SAML identity provider where the User chooses that method
• session and login data
• active sessions
• IP-related information
• security events
• password resets and authentication flows
• history of relevant access changes

3.3 Client data

This may include:

• client business name
• business identifier
• contact person
• email address
• telephone number
• status
• notes
• source
• active, archived or deleted status
• relationship to the Customer
• integration connections
• provider IDs and client IDs from Accounting Systems
• import and synchronisation metadata

3.4 Period, request and workflow data

This may include:

• periods
• dates
• deadlines
• status
• migration data
• request messages
• titles of requested documents
• request items
• required action
• notes
• comments
• reminder level or urgency
• who created or changed a request
• history and activity logs
• response choices such as "send later", "already sent", "need help" or "do not have the document"
• information about partial responses, rejection, re-upload and completion

3.5 Upload links and no-account upload pages

This may include:

• upload token metadata
• hashed tokens
• preview text
• expiry date
• revocation status
• link rotation
• link history
• link openings
• upload context
• related workspace, customer, client, period, request and request item
• previous responses or uploads shown for the same Client where the feature supports this

Anyone with a valid upload link may view limited context about the firm, client, period, requests, deadlines, request items, messages and relevant previous responses or uploads. Upload links must therefore be treated as sensitive access links.

3.6 Upload data and files

This may include:

• private storage path
• original file name
• MIME type
• file extension
• file size
• file signature or technical validation information
• uploader name or email where available
• comments
• text responses
• upload time
• upload status
• rejection reason
• re-upload history
• related client, period, request or request item
• the contents of uploaded files

Uploaded files may contain personal data about people whose identities are not known to Bjorvand Solutions. The Customer is responsible for ensuring that this information may lawfully be processed in BilagPilot.

3.7 Receipt declarations

Where the feature is enabled, BilagPilot may process information connected with receipt declarations used when the original accounting document is missing.

This may include:

• supplier
• date
• amount
• currency
• payer
• purpose
• reason the original document is missing
• signature
• name, email address, telephone number or other contact details of the signatory
• proof of payment and attachments
• risk flags
• events and activity logs
• generated PDF
• signed snapshot or technical control values
• status showing whether the declaration was later replaced by an original document

Receipt declarations may contain financial information and personal data about several people. The Customer is responsible for lawful use, review, storage and replacement of the declaration.

3.8 Smart Kontroll and AI review data

Where Smart Kontroll is enabled and technically available, BilagPilot may process files, upload metadata and request context using AI to support internal review and sorting.

This may include:

• file contents
• file names and metadata
• request text
• period, deadline, request item and status
• client and firm context required for the feature
• model selection
• assessment or decision
• reasoning
• confidence score or other uncertainty indicator
• evidence or text extracts
• risk flags
• usage limits
• technical status
• connection to an upload, request or request item

Smart Kontroll supports workflow. It is not bookkeeping, accounting approval, or tax, legal or accounting advice.

3.9 Integration data

If the Customer activates an integration, BilagPilot may process information connected with it.

This may include data received from or sent to Fiken, Tripletex, PowerOffice, Finago, Unimicro, Visma eAccounting, Conta, Xero, QuickBooks Online or other Accounting Systems later supported, including:

• OAuth status
• encrypted access and refresh tokens
• API keys, partner keys or client keys where used
• business data
• client data and mappings
• provider IDs
• business, customer and client imports
• metadata about possible missing documents
• amounts, dates, references and raw metadata included in missing-document lists
• synchronisation runs
• provider upload attempts
• technical errors
• audit logs
• selected uploaded files that the Customer sends to an Accounting System
• whether a transfer succeeded, failed or requires manual follow-up

For the Norwegian Brønnøysund Registers or Register of Business Enterprises, this may include business-number lookups, company information and VAT registration status.

For Bring, this may include postal code or address lookups where configured.

3.10 Inbound email

If inbound email or email aliases are used, BilagPilot may process:

• email aliases
• sender
• recipient
• reply-to address
• subject line
• message body
• attachments
• inline images, signature images and technical email parts
• Resend inbound webhooks or equivalent provider data
• routing status
• connection to a workspace, customer, client, period, request or request item
• quarantine, uncertain or ambiguous status
• manual routing or rejection
• activity logs

Inbound email can contain unnecessary or sensitive personal data if the Customer or Clients forward email threads, signatures, attachments or history. The Customer must assess what is sent to BilagPilot.

3.11 Reminder, message and activity data

This may include:

• channel, such as email, SMS, inbound email or manual
• recipient
• sender name
• subject line
• full message text
• upload links
• provider message ID
• delivery status
• open, click or technical event where recorded
• time of sending, opening, response or failure
• reminder history
• activity logs
• system events

Raw upload links may be stored in message history, reminder logs, email content, SMS content, inbound email, support data and provider systems. Upload links must therefore be treated as sensitive access links.

3.12 Payment and subscription data

This may include:

• Stripe customer ID
• subscription
• plan
• billing interval
• payment status
• invoice status
• invoices and credit notes
• payment history
• payment method metadata
• VAT number or other tax ID shown on invoices and receipts
• country, market, currency and billing interval
• Stripe Tax data
• customer portal status
• purchases of SMS credits
• purchases of Smart Kontroll credits
• purchases of Smart Kontering credits
• refunds
• chargebacks or payment disputes
• invoice orders and temporary access before payment
• restart, cancellation, downgrade or plan change

BilagPilot does not store full card numbers. Card data is processed by Stripe.

3.13 Support, customer communication and marketing

This may include:

• name
• email address
• telephone number
• business name
• enquiries
• support conversations
• error descriptions
• form submissions
• quote requests
• meeting information
• product interest
• marketing opt-out status

The Customer should not send accounting documents, sensitive personal data, passwords, API keys or other unnecessary confidential information to support unless this is agreed and necessary.

3.14 Technical data, logs, security and analytics

This may include:

• IP address or IP-related technical information
• browser
• device type
• operating system
• timestamps
• page views
• server requests
• performance measurements
• error logs
• security logs
• BotID or bot-protection data where used
• Cloudflare Turnstile data where used
• Vercel Analytics data
• Vercel Speed Insights data
• Sentry error-tracing data where configured
• call-to-action clicks
• changes to price or client-limit selectors
• FAQ openings
• views of the guarantee section
• product analytics events

3.15 Free trial, telephone verification and abuse-prevention data

When a person registers for a free trial, BilagPilot may process:

• name and work email address
• password or selected identity provider
• time of acceptance of the Terms of Service
• verified telephone number
• five-digit verification codes in HMAC-hashed form and technical information about attempts and expiry
• country, language and market
• legal business name and business identifier
• selected Accounting System
• preference for optional contact about setup or an offer
• registration, verification, trial activation, expiry and conversion timestamps
• trial status, client limit and usage limits
• internal registration notifications and delivery status
• normalised business and tenant keys used to enforce the one-trial rule

Telephone verification is a mandatory security step in the verified trial flow. The choice to be contacted about setup or an offer is separate and optional. Trial registration details may be included in an internal notification sent to a configured Bjorvand Solutions recipient through the email provider.

Creating a User or workspace does not itself start the 14-day period. The trial starts on the first successful import of at least one client through a supported integration for which the trial-start trigger is enabled. Connecting an integration alone, or an import that returns no clients, does not start the period.

4. How we collect data

We collect data when:

• the Customer creates an account or registers for a free trial
• a User confirms an email address and verifies a telephone number in the trial flow
• the Customer provides a country, legal business name, business identifier, Accounting System or contact preference
• a successful integration import starts the trial
• Users are invited, sign in or use the service
• a User signs in with Google, Microsoft, business SSO or another authentication method
• the Customer enters or imports clients
• the Customer creates periods, requests, request items or messages
• Clients use upload links
• files are uploaded
• Clients submit text responses, status choices or receipt declarations
• the Customer sends email or SMS through BilagPilot
• inbound email is received through an alias or forwarding
• the Customer activates or uses integrations
• BilagPilot synchronises data from Accounting Systems
• the Customer forwards approved files to Accounting Systems
• Smart Kontroll is used
• the Customer pays through Stripe or orders by invoice
• the Customer purchases SMS, Smart Kontroll or Smart Kontering credits, or changes a subscription
• the Customer contacts support or submits a form
• the website or application is used
• technical systems log operations, security, analytics and errors
• service providers send webhooks, status updates or technical events

5. Purposes and legal bases

5.1 Providing BilagPilot

We process personal data to provide the service, including accounts, user administration, client overviews, periods, requests, uploads, reminders, status, history, receipt declarations, inbound email, Smart Kontroll, exports and integrations.

For Customer accounts and Users, the legal basis is normally performance of a contract, steps taken before entering a contract, or legitimate interests.

For the Customer's client data, Bjorvand Solutions acts as a processor on the Customer's instructions.

5.2 Account, access and administration

We process user, role, access and security data to authenticate Users, administer workspace access, show the correct selected workspace, manage invitations, restrict access to assigned clients and protect accounts.

The legal basis is contract, legitimate interests and, in some cases, legal obligations.

5.3 Upload links and no-account upload

We process upload links, token metadata, openings, uploads, text responses and context so that Clients can provide documentation without an account and the Customer can track status.

For the Customer's client data, Bjorvand Solutions acts as a processor on the Customer's instructions.

5.4 Receipt declarations

We process receipt-declaration data so that Clients can document a missing original and the Customer can perform a manual review.

Bjorvand Solutions normally acts as a processor for this data on the Customer's instructions.

5.5 Smart Kontroll and AI

We process files, metadata and request context to provide Smart Kontroll where the Customer enables or uses the feature.

The purpose is workflow support, such as suggestions or configured internal actions for sorting, linking, review, rejection, risk flags or status. The purpose is not bookkeeping, accounting approval or advice.

For the Customer's client data, Bjorvand Solutions normally acts as a processor on the Customer's instructions.

5.6 Integrations

We process integration data to connect BilagPilot to Accounting Systems and other services selected by the Customer, obtain business or client data, synchronise possible missing documents, forward approved files and log technical status.

For the Customer's client data, Bjorvand Solutions normally acts as a processor on the Customer's instructions.

5.7 Email, SMS and inbound email

We process contact details, message text, upload links and activity data to send reminders, upload links, operational notices, invoices and other necessary communications.

We may process inbound email to route messages and attachments to the correct customer, client, period, request or request item, or place them in an uncertain state for manual review.

The Customer is responsible for the lawful basis for messages it sends to or receives from its Clients.

5.8 Payment and subscriptions

We process payment and subscription data to create, administer and end subscriptions, issue invoices, handle payments and taxes, provide the customer portal, process credit purchases, handle refunds and disputes, and manage cancellation, restart and downgrade.

The legal basis is contract, legitimate interests and legal obligations relating to accounting and documentation.

5.9 Support and customer communication

We process data when the Customer, Users or Clients contact us for support, troubleshooting, questions, offers, security enquiries or follow-up.

The legal basis is contract and legitimate interests.

5.10 Security and abuse prevention

We process technical data, logs, activity data, security events and bot-protection data to secure the service, prevent abuse, investigate faults, protect accounts, validate webhooks and respond to security incidents.

The legal basis is legitimate interests and, in some cases, legal obligations.

5.11 Analytics and improvement

We may use analytics and usage data to understand how the service is used, improve the user experience, measure performance and prioritise product development.

BilagPilot may use Vercel Analytics and Speed Insights on parts of the website and service. We may also record product events such as call-to-action clicks, changes to price or client-limit selectors, FAQ openings and views of the guarantee section.

The legal basis may be legitimate interests or consent, depending on the technology and applicable law.

5.12 Product updates and marketing

We may send product updates, relevant information and marketing to Customer Users. Recipients can unsubscribe from marketing.

Operational, security, billing and necessary service communications may still be sent after a marketing opt-out.

The legal basis is legitimate interests or consent where required.

5.13 Free trial, verification and abuse prevention

We process registration, telephone, business, integration and trial data to create a trial account, verify contact details, start and enforce the trial, provide the correct access, apply usage limits, send necessary service communications, follow up an optional contact choice and prevent repeated or abusive trials.

The legal basis is normally contract, steps taken before entering a contract, legitimate interests in secure operation and abuse prevention, and consent where follow-up is expressly optional and consent-based.

5.14 Legal claims and compliance

We may process data to comply with legal requirements, handle disputes, document agreements, collect amounts due, respond to chargebacks, investigate abuse or protect legal interests.

The legal basis is legal obligation and legitimate interests.

6. No-account upload page

Clients may use an upload page without creating an account.

Anyone with a valid upload link may see limited request context, such as:

• the Customer's name
• client name
• one or more periods
• deadline
• request message
• requested document items
• notes added by the Customer
• previous responses or uploads relevant to the same Client where supported

New client-scoped links may show several open requests or periods for the same Client. This allows the Client to respond in one place, but also means that the link must be protected carefully.

The uploader's identity is not necessarily verified. BilagPilot does not guarantee that the person uploading is the registered client contact.

The Customer must protect upload links and avoid including more information than necessary in requests.

7. Uploaded files

Uploaded files are stored privately in BilagPilot's storage system.

BilagPilot validates, among other things, the token, workspace, client, request, status, number of files, file size, file type, extension, MIME type, storage path and technical file signatures where used.

BilagPilot performs technical file checks, but full malware or virus scanning is not necessarily provided.

The Customer must review the files, their contents, their accounting use and any further archiving.

8. Smart Kontroll and AI

BilagPilot may use Smart Kontroll to read, interpret or assess uploads, request context and metadata where the feature is enabled, server configuration permits it and applicable usage limits have not been exceeded.

Smart Kontroll may use OpenAI or another AI provider as a service provider. Data sent may include file contents, file names, request context, request items, periods, status and metadata required for the feature.

Smart Kontroll may store model selection, decision, reasoning, confidence, evidence, status, usage data and links to an upload or request. The feature may suggest or, where separately configured, apply internal workflow classifications or approvals. This is not bookkeeping, accounting approval or confirmation that an external Accounting System has received the material. The Customer retains control and professional responsibility.

During the standard free trial, the limit is 20 successful Smart Kontroll processes per local calendar day and 100 successful processes in total. Failed processes should normally not consume the allowance. Paid plans and separately agreed plans may have other limits shown in the service, order flow or agreement.

Bjorvand Solutions does not use Smart Kontroll to make solely automated decisions about individuals that produce legal or similarly significant effects. The Customer remains responsible for its own professional and operational decisions.

Bjorvand Solutions will not knowingly enable optional sharing of Customer Data for third-party model training without a separate agreement, appropriate information and a lawful basis.

9. Receipt declarations

Where receipt declarations are enabled, Clients may complete a structured declaration about a missing original accounting document.

The declaration may be stored as structured fields, attachments, proof of payment, risk flags, events, a generated PDF and technical control values. It may also be linked to the customer, client, period, request, request item, upload and activity history.

A receipt declaration is supporting material for the Customer's manual assessment. The Customer is responsible for deciding whether it is sufficient, whether the original must still be obtained, and how it should be used and retained.

10. Integrations

The Customer may activate integrations with Accounting Systems and other services.

Supported integrations may vary by market. Norwegian integrations may include Fiken, Tripletex, Conta, PowerOffice, Finago, Unimicro and Visma eAccounting. International integrations may include Xero and QuickBooks Online. An integration may be production-ready, a pilot, experimental, limited or dependent on special access from the provider.

BilagPilot may process integration data to:

• connect to Accounting Systems
• import businesses and clients
• synchronise possible missing documents
• create requests
• mark missing items as uploaded or resolved
• forward approved files
• log transfer attempts, errors and audit events

Tokens, API keys and client keys are encrypted where relevant and are not knowingly exposed to the browser.

The Customer is responsible for having the right to activate an integration and for checking which data is processed.

11. Who we share data with

We share personal data with service providers where necessary to provide BilagPilot, secure the service, process payment, send messages, provide integrations, process forms, perform analytics, or handle support and errors.

The providers that actually process data depend on the features used by the Customer.

11.1 Supabase

Supabase is used for authentication, users, sessions, database services and private file storage.

11.2 Vercel

Vercel is used for hosting, runtime, technical operation, logs, Vercel Analytics, Speed Insights and BotID where used.

11.3 Stripe

Stripe is used for Checkout, payment, subscriptions, invoices, credit notes, payment status, customer portal, Stripe Tax, tax information, credit purchases and payment disputes.

Stripe processes card data. BilagPilot does not store full card numbers.

11.4 Resend

Resend or an equivalent email provider is used to send email and may be used for inbound email aliases. This may include sender, recipient, subject, message body, reply-to address, attachments, upload links, webhook data and delivery status.

11.5 GatewayAPI

GatewayAPI or an equivalent SMS provider is used for SMS and telephone verification. This may include the recipient's telephone number, sender name, SMS content, upload link, verification code delivery and delivery status.

11.6 OpenAI

OpenAI or another AI provider may be used for Smart Kontroll where enabled. This may include files, request context, metadata, AI review data and technical logs required to provide the feature.

11.7 Google, Microsoft and SAML providers

Google or Microsoft may be used as an identity provider where the User chooses that sign-in method. A Customer's chosen SAML identity provider may also process authentication data.

11.8 Accounting integrations

Fiken, Tripletex, PowerOffice, Finago, Unimicro, Visma eAccounting, Conta, Xero, QuickBooks Online or another Accounting System is used only where the Customer activates the relevant integration.

This may include OAuth, encrypted tokens, API keys, client keys, business data, client data, metadata about missing documentation, synchronisation runs, upload attempts, audit logs and selected files forwarded by the Customer.

11.9 Norwegian public registers

The Brønnøysund Registers or Register of Business Enterprises may be used for organisation-number lookups, company information and VAT registration status during onboarding or client setup.

11.10 Bring

Bring may be used for postal code or address lookup where configured.

11.11 Formspree

Formspree or an equivalent form provider may be used for quote forms, contact forms or other website submissions.

11.12 Cloudflare Turnstile

Cloudflare Turnstile or equivalent bot protection may be used on forms, public flows or other parts of the service where enabled.

11.13 Sentry

Sentry or an equivalent error-tracing provider may be used for technical monitoring where configured.

11.14 Legal requirements and security

We may share data where necessary to comply with law, regulatory orders, legal process, security incidents, abuse prevention, debt collection or legal claims.

12. International processing and transfers

BilagPilot is provided from Norway. The primary database and private file storage in the verified production setup are hosted in an EU region. Some service providers or their subprocessors may process personal data in other countries. The countries involved depend on the Customer's market, selected integrations, identity provider, payment method, messaging channels and AI use.

Data may be processed in Norway, other EEA countries, the United Kingdom, the United States and countries in which an integration or service provider selected by the Customer has a lawful processing location.

Where EEA or UK personal data is transferred to a country or recipient that requires a transfer mechanism, Bjorvand Solutions will use an applicable lawful mechanism where required, such as an adequacy decision, the EU Standard Contractual Clauses, the UK International Data Transfer Agreement or UK Addendum, or another valid mechanism. Information about relevant safeguards may be requested at kevin@bilagpilot.no.

For Australian users, overseas recipients may therefore be located in Norway, other EEA countries, the United Kingdom, the United States and the countries in which activated Accounting Systems or other providers operate. The exact countries can vary by configuration and provider.

13. Cookies and similar technologies

BilagPilot uses cookies, local storage and similar technologies.

13.1 Necessary technologies

We use necessary technologies for purposes including:

• sign-in
• session management
• security
• authentication
• selected workspace
• payment
• Stripe Checkout and customer portal
• Google, Microsoft and SAML sign-in
• OAuth state for Accounting System integrations
• password reset
• invitations
• bot protection
• upload flows

Examples include:

• Supabase session cookies
• a selected-workspace cookie or equivalent local setting
• an HTTP-only state cookie for OAuth integrations
• authentication flow state for Google, Microsoft or SAML
• short-lived redirect cookies for password reset or invitations
• BotID-related technologies where used
• Cloudflare Turnstile-related technologies where enabled

Necessary cookies are used so that the service can function securely and correctly.

13.2 Analytics and performance

We use Vercel Analytics and Speed Insights for analytics and performance measurement on parts of the website and service. The verified telemetry filtering discards analytics for public upload routes under /u and /upload.

We may also record selected product events, such as call-to-action clicks, changes to price or client-limit selectors, FAQ openings and views of the guarantee section.

Where applicable law requires consent for analytics, tracking or similar technologies, consent will be obtained before the relevant technology is used.

13.3 Forms, security and bot protection

Formspree, Cloudflare Turnstile, Vercel BotID or equivalent technologies may be used for forms, spam prevention, bot protection and security where enabled.

13.4 Advertising technologies

BilagPilot does not necessarily use retargeting or advertising pixels by default. If such technology is introduced, this Privacy Policy will be updated and consent will be obtained where required.

14. Security

Bjorvand Solutions uses technical and organisational measures to protect personal data.

Measures may include:

• Supabase Row Level Security for central tenant tables
• access control based on workspace membership, role and assigned clients
• authentication through Supabase Auth
• Google, Microsoft and SAML sign-in where used
• private databases and private file storage
• membership checks before authenticated download
• short-lived signed download links or same-origin streaming
• encryption of integration tokens, API keys or client keys where relevant
• logging of relevant events
• technical validation of uploads
• validation of webhooks from Stripe, Resend and other providers where used
• subscription and workspace-state checks before operational access
• bot protection where enabled
• HMAC-hashed storage of telephone verification codes in the trial flow
• limited internal access based on need

No system is completely secure. The Customer and Users must protect accounts, passwords, upload links, email accounts, telephones, integration access and user permissions.

Public upload links are not a secure form of identity verification. The Customer must not use an upload link alone as proof of who submitted documentation.

15. How long we retain data

The Data Retention Schedule contains the detailed retention list. We retain personal data only for as long as reasonably necessary for the relevant purpose, taking account of whether the service is active, the Customer's instructions, security and abuse-prevention needs, accounting and documentation requirements, disputes, legal obligations, technical dependencies and provider backup rotation.

The Schedule distinguishes between confirmed product behaviour, retention criteria and operational targets. A target is not a guarantee that every copy will be removed automatically on an exact day. Where automatic deletion is not available, deletion is completed through a verified manual or operational process.

15.1 Active Customers and active trials

For active Customers and active trials, we retain the account, User, client, period, request, upload, receipt-declaration, inbound-email, AI-review, reminder, integration, audit, security and payment data needed to provide, secure and support the service.

15.2 Expired trials

Trial expiry changes the trial state, access rights, grants and inbound-upload permissions, but does not delete Customer Data. The workspace normally becomes read-only. Existing Client links may continue to receive material already requested during the limited inbound period supported by the service, currently up to seven days after expiry. This does not restore the Customer's write, messaging or AI access.

Data may remain after expiry so that the Customer can read and export existing material, upgrade, request deletion, and so that Bjorvand Solutions can protect security, maintain necessary evidence and prevent abuse.

15.3 Archiving, client deletion and request deletion

Deleting a request is primarily an archive operation. Public tokens may be revoked and reminders stopped while history and uploaded files remain.

Deleting a client marks the client inactive or soft-deleted and archives active requests. Related history and uploaded files may remain available and are not necessarily physically removed at that point.

15.4 Account deletion and service closure

The account-deletion flow begins a deletion request after renewed identity verification and sends an internal notification for review. It does not perform immediate full deletion automatically.

Before final deletion, we may need to verify identity, authority and workspace ownership, resolve subscription or billing status, identify the Customer's return or export instruction, review legal-retention duties, and process dependent records, integrations, storage and subprocessors.

A repository audit found no evidence of a general automatic job that deletes or anonymises all Customer Data within a fixed 90-day period. We therefore do not represent trial expiry, client deletion, request deletion or account-deletion submission as immediate or automatic full deletion.

Where Bjorvand Solutions acts as processor, return and deletion are governed by the DPA. We process verified and actionable instructions without undue delay. Any 30-day, 90-day or similar period identified in the Retention Schedule is an operational target or review point unless expressly stated to be a fixed technical expiry.

15.5 Reasons for longer retention

Continued retention may be necessary for:

• accounting, bookkeeping, tax or billing duties;
• payment, collection, refund or chargeback handling;
• legal claims, disputes and evidence of the agreement;
• security, fraud, abuse prevention and incident investigation;
• support, troubleshooting and evidence of technical events;
• limited integration audit data, provider logs and upload attempts;
• limited AI-review and inbound-email records;
• enforcing the one-Trial rule using minimised business or tenant identifiers;
• compliance with a Customer's lawful instruction; and
• protected backups and ordinary provider deletion or backup rotation.

15.6 Provider and backup information

Personal data may remain in protected backups or provider systems until ordinary deletion or rotation completes. During that period it is not intended for ordinary product use and is processed only for restoration, security, legal compliance or another justified purpose.

Provider contracts, exact backup periods, processing locations and transfer arrangements are verified and documented as they become available. A partial English supplier page exists, but a complete international supplier and subprocessor register is not yet available. The DPA, its schedules and direct written notices provide the contractual baseline until the complete register is published.

15.7 Customer responsibility and final deletion

The Customer must export accounting documents and other records it is legally or professionally required to retain before access ends or final deletion is completed. BilagPilot is not an official accounting archive.

After final deletion, some information may not be recoverable. We may retain a minimal deletion record showing the category, time, basis and person or process responsible, without retaining the deleted content itself.

16. The Customer's responsibility as controller

When the Customer enters, imports, obtains, sends or receives information about its own clients, employees, suppliers or other people, the Customer is normally the controller.

The Customer must ensure:

• a lawful basis for processing
• required information is given to individuals
• information is accurate and relevant
• unnecessary sensitive information is not entered, sent or forwarded
• Clients may lawfully be contacted by email, SMS or another channel used by the Customer
• upload links are shared securely
• inbound email aliases are not used for unnecessary or disproportionate processing
• accounting documents, receipt declarations and files are reviewed and archived correctly
• requests and messages do not contain more information than necessary
• integrations are activated only where the Customer has the right to process and transfer the data
• AI features are used only for data that the Customer has the right to process in that way
• internal Users receive appropriate access and are removed when access is no longer required

17. Your rights and privacy complaints

The rights available to you depend on where you are located, which law applies and whether Bjorvand Solutions acts as controller or processor for the relevant data.

17.1 EEA and United Kingdom rights

Where the EU GDPR, Norwegian data-protection law or UK GDPR applies, you may have the right to:

• receive information about the processing
• access your personal data
• correct inaccurate or incomplete data
• request deletion
• restrict processing
• receive or transfer certain data in a portable format
• object to processing, including direct marketing
• withdraw consent where processing is based on consent
• object to or request safeguards concerning certain solely automated decisions
• complain to a competent supervisory authority

You may complain to the Norwegian Data Protection Authority, Datatilsynet. People in the United Kingdom may also complain to the UK Information Commissioner's Office where UK law applies.

17.2 Canada

Where Canadian privacy law applies, you may request information about the existence, use and disclosure of your personal information, request access, challenge its accuracy and completeness, request correction, and challenge our compliance. Provincial rules may also apply.

17.3 Australia

Where the Australian Privacy Act and Australian Privacy Principles apply, you may request access to and correction of personal information we hold about you. You may submit a privacy complaint to kevin@bilagpilot.no. We will review the complaint and respond within a reasonable period. If the matter is not resolved, you may be able to complain to the Office of the Australian Information Commissioner.

17.4 New Zealand

Where the New Zealand Privacy Act 2020 applies, you may request access to and correction of your personal information and may complain to the Office of the Privacy Commissioner. New Zealand law may also require notice when information is collected indirectly, subject to statutory exceptions.

17.5 United States

Where an applicable US state privacy law grants rights, you may have rights to know or access personal information, correct it, request deletion, obtain a portable copy, opt out of certain sales, sharing, targeted advertising or profiling, and appeal a refusal. The exact rights and statutory thresholds vary by state. BilagPilot does not sell personal data or Customer Data.

17.6 Exercising rights

Registered BilagPilot Users may begin the account-deletion process through the account-deletion page in the service. The process requires renewed identity verification and may require manual clarification of ownership, subscription status, the Customer's instructions or lawful retention before final deletion.

If a request concerns data BilagPilot processes on behalf of a Customer, we may refer the request to the Customer or assist the Customer in responding.

To exercise a right or submit a privacy complaint, contact kevin@bilagpilot.no. We may need to verify identity and authority before acting. Rights are subject to applicable exemptions, the rights of other people and legal retention duties.

18. Children

BilagPilot is a B2B service and is not directed at children.

The Customer must not use BilagPilot to collect information about children unless this is necessary, lawful and relevant to the Customer's documentation purposes.

19. Marketing

Bjorvand Solutions may send product updates, feature information, tips and relevant marketing to Customer Users. We do not sell personal data or Customer Data.

Recipients can unsubscribe from marketing.

Unsubscribing does not stop necessary operational, security, billing or service communications.

20. Changes to this Privacy Policy

We may update this Privacy Policy when BilagPilot, providers, integrations, AI use, inbound email, analytics, applicable law or processing practices change.

For material changes, we will provide notice in an appropriate way, such as by email, in the service or on the website.

This Policy remains a privacy notice. A Customer does not need to accept it as a separate contract. Where a change requires new consent under applicable law, that consent will be requested separately.

21. Contact

Privacy questions, rights requests and complaints may be sent to:

Bjorvand Solutions Organisation number: 836 135 652 c/o Rengjøringshjelpen Kragerø AS Kirkegata 12 3770 Kragerø Norway Email: kevin@bilagpilot.no