Privacy

Who this covers

This page describes how Alphonzo Cirton d/b/a Kova Digital Marketing (“Kova”), operating The Billing Desk service, handles information about two groups: the businesses that sign up for the service, and the business customers of those businesses whose invoices are enrolled.

What we collect from clients

• Account details you enter during setup: company name, your name, email address, phone number, industry and state.
• Accounts-receivable data: the aging report you upload, or invoice and payment records read from a system you connect (QuickBooks Online or Jobber) through a read-only authorisation you can revoke in that system at any time.
• Agreement records: your typed signature, the version and cryptographic hash of the agreement you signed, the time, and the IP address it was signed from.
• Payment account information is collected and held by Stripe, not by Kova. We receive an account identifier and status.

What we collect about your customers

Only what your ledger contains and what the conversation produces: the customer’s business name, billing contact name and email address, invoice numbers, amounts, dates, purchase order references, and the messages exchanged about those invoices.

We use it to follow up on the invoices you enrol, and for nothing else. We do not sell it, we do not use it to market to your customers, and we do not use it to contact them about anything other than the accounts you enrolled. If a customer asks us to stop contacting them, we record that and stop.

Who processes it

We use a small number of service providers to run the service. Each receives only what it needs to do its job:

• Supabase — the database where account, invoice and message records are stored.
• Stripe — payment processing and payouts. Card and bank details are handled by Stripe and are never stored by Kova.
• Resend — sending and receiving the emails that make up the follow-up.
• Anthropic — used to classify and draft replies to customer messages, and to route questions typed into the question box on this site to an existing published answer. Question text is sent for routing and is not stored by us. Message content is processed for those purposes and is not used to train models.
• Vercel — hosting for this application.
• Intuit (QuickBooks Online) and Jobber — only if you choose to connect one, and only to read your ledger.

The question box on this site

The “Powered by Kova OS” box answers questions by quoting text that is already published on this page. It does not write new answers. We do not store the questions you type, we do not log them, and we do not associate them with you. Nothing you type there is kept once you close the tab. Please do not enter customer names, invoice numbers or balances — the box is not a way to send us your ledger, and it will stop you if it recognises one.

Security

Traffic to this site and to our APIs is encrypted in transit. Access credentials for a connected ledger are encrypted at rest with AES-256-GCM before they are stored. Access to the production database is limited to the application’s server-side code and to Kova personnel who need it to operate the service.

We do not hold a SOC 2 report or any other third-party security certification, and we will not say otherwise until we do.

Retention and deletion

We keep account, invoice and message records for as long as your account is active and for as long afterwards as we need them to meet our legal, tax and accounting obligations, and to resolve any dispute about fees.

You can ask us to delete your data at any time by emailing privacy@thebillingdesk.com. We will tell you what we can delete immediately and what we are required to keep, and for how long.

Your choices

• Disconnect a connected accounting system at any time, from that system.
• Exclude or pause any account so no further messages are sent about it.
• Ask for a copy of what we hold about your business, or ask us to correct it.
• Cancel the service at any time, as set out in the agreement.

Contact

Privacy questions go to privacy@thebillingdesk.com. Everything else goes to hello@thebillingdesk.com. Alphonzo Cirton d/b/a Kova Digital Marketing, Chicago, Illinois.