[service record storage]
Privacy Policy
Effective 21 October 2026 · Applies to the BillyQR iPhone app and to billy-qr.com
BillyQR keeps a maintenance history for the equipment you own. To do that it has to store what you type in and the files you attach. It does not do anything else with them.
The short version.
We collect the account details you register with, the equipment and service records you enter, and the photos, documents and videos you attach. We use them to show you your own data on your own devices, and to the people you choose to share an item with, and for nothing else.
If you record where a piece of equipment is, we keep its latest location with it. The app never follows where you go.
There is no advertising, no analytics or tracking software, and we do not sell your information. You can delete your account, and everything in it, from inside the app.
BillyQR is offered in the United States, and your information is stored on servers in the United States.
1. What we collect
Apart from the notification registration described below, all of it is information you enter, choose to attach, or ask the app to record. BillyQR does not gather anything about you in the background.
| What | Why we have it |
|---|---|
| Account details. Your email address and password. We never see your password. | To create your account, sign you in, verify your email address and reset a forgotten password. |
| Profile. Your name, account type, company, phone number and address. Apart from name and email, these are optional. | To identify your account and fill in your records. |
| Equipment and service records. What you enter about each item and each service. | This is the content of the app. It is the record you are keeping. |
| Attachments. The photos, documents and videos you add to a piece of equipment. | To store them and show them back to you: receipts, manuals, warranty paperwork, photos of a nameplate. |
| Equipment location. Where a piece of equipment is, if you record it: the position, how accurate it is, the street address and the date it was recorded. | So you, and anyone you share the item with, can find it again on a map and get directions to it. |
| Sharing. The people you share an item with and what each of them may do with it, and requests from people asking you for access. | To let the people you choose see or work on an item, and to let you decide who else can. |
| Notification registration. A registration for each iPhone signed in to your account. | To deliver past-due notices, access requests and shared-with-you notices to your phone. |
Equipment location
BillyQR records an item's location only when you tap Set location on that item. It records the position, how accurate that position is, the street address found for it (or one you type in yourself), and the date it was recorded.
The app never reads your location while it is closed or in the background. It asks for location only while you are using it, and it does not keep a history of where you, or your phone, have been.
Only the latest position is kept. Setting the location again replaces the one recorded before.
An item's location is visible to anyone the item is shared with. If you share an item with everyone, anyone with the BillyQR app who scans its label can see where it is.
Sharing and notices between people
When you share an item, the people you share it with see its details, photos, documents, videos, service history and location. Your name is shown on the service records you add to an item someone else owns. Other BillyQR users can find you by the start of your first or last name when they share an item; they see your name only, never your email address.
When someone you have shared an item with sees that it is past due, they can send you a notice. A past-due notice passes the item's name and the sender's name to your device, and nothing else.
When someone shares an item with you by name, we send your iPhone a notice with their name, the item's name and what you can do with it.
If someone without access scans the label on one of your items and asks for access, the request sends the requester's name to you, the item's owner, so you can approve or decline it. They learn nothing about the item unless you approve.
To deliver these notices we hold a device registration for each iPhone signed in to your account. It is removed when you sign out of that iPhone or delete your account.
2. What we do not collect
The BillyQR app contains no advertising, analytics or tracking software of any kind. We do not track your location, your contacts, your health data, or anything about what you do in other apps or on other websites. The app has no purchases inside it, so we never see payment or card details.
We do not sell your personal information, we do not share it for advertising, and we do not use it to train machine learning models.
3. Permissions the app asks for
Each is requested the first time you use the feature that needs it, and each can be turned off later in the iOS Settings app. Turning one off disables that feature and nothing else.
- Camera, to scan a QR label and photograph a piece of equipment.
- Photos, so you can attach a photo you already have. You pick the individual photos; the app cannot browse your library.
- Notifications, to remind you when a service is due, and to deliver past-due notices, access requests and shared-with-you notices from other people.
- Location, only while you are using the app, and only when you tap Set location on an item. BillyQR never asks for location in the background.
4. Who else is involved
We use Google Firebase to run the app and store your data, and Twilio SendGrid to send your verification and password reset emails. They handle your information only to provide those services to us, and are not permitted to use it for their own purposes.
Apple delivers notifications to your iPhone. When you record an item's location, the position is sent to Apple to look up its street address and draw its map.
We do not disclose your information to anyone else, except where we are legally required to, or where it is necessary to establish or defend a legal claim.
5. How we protect it
Your data is encrypted when it travels between the app and our servers, and encrypted where it is stored. Access is enforced per account on the server, not merely hidden in the app, so one customer cannot reach another's records or files unless that customer has shared them.
No system is perfectly secure and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you as required by law.
6. How long we keep it
We keep your data for as long as your account is open, because that is what makes the app useful. When you delete a photo, a document or a piece of equipment, it is removed. A short-lived note that the item was deleted is kept so your other devices stay in step, and that is removed automatically as well.
7. Deleting your account
You can delete your BillyQR account from inside the app, without contacting us. Open BillyQR, go to Profile & Settings, and choose Delete Account.
This deletes your profile, all of your equipment and service records, every file you uploaded, and your sign-in details. It cannot be undone and we cannot recover the data afterwards, so save anything you want to keep first.
It also ends every share you made or were given, removes your device registrations, and withdraws any access requests you sent or received.
If you cannot get into your account to do this, write to support@billy-qr.com from the email address the account uses and we will delete it for you.
8. Your choices
You can see everything we hold about you in the app, edit it there, and delete all of it there. If you would rather we did it, or you want a copy of your information, write to support@billy-qr.com and we will take care of it.
California residents have the right to know what personal information we collect and why, to request a copy of it, to ask us to delete it, and to not be discriminated against for asking. We do not sell or share personal information as those terms are used in California law. To make a request, use the same address above.
9. Children
BillyQR is not intended for children, and is not for use by anyone under 13. We do not knowingly collect personal information from children under 13. If you believe a child has given us their information, write to support@billy-qr.com and we will delete it.
10. Changes to this policy
If we change this policy we will update the effective date at the top of this page. If a change materially affects how we handle your information, we will tell you in the app or by email first.
11. Contact
Questions, requests and complaints: support@billy-qr.com.