Privacy Policy
Version: 6
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Published: October 25, 2026
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en
1. Who we are
Erpilo ("the Service") is provided by Acty OÜ, a company registered in Estonia, registry code [REGISTRY CODE], address [ADDRESS] ("we", "us"). Acty OÜ is the controller of the personal data described in this Privacy Policy.
You can reach us about privacy at privacy@erpilo.com.
This Privacy Policy explains how we collect, use and protect your information when you use the Service. It is intended to comply with the EU General Data Protection Regulation (GDPR).
2. Information We Collect
We collect information that you provide directly to us, and some information about how you use the Service:
Account Information
Name, email address and, unless you sign in only with Google, a password when you create an account; the Google account connected to yours, if you sign in with Google (see section 6); the companies you belong to and your role in each; and the language you choose for our emails.
Business Data
Company information, invoices, products, partners and other business data you enter into the Service. For personal data contained in your business data, you are the controller and we are your processor, as described in our Terms of Service.
Usage Data
Information about how you use Erpilo, including access times, logs and features used. We also keep a history of when you sign in: the date and time of each sign-in, linked to your account, with no IP address or browser details. For each AI assistant you connect to a company, we keep the name the assistant gives itself, the company, who connected it, when it was connected and when it was last used; this is deleted when the assistant is disconnected or when you are removed from that company.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain and improve the Service
- Process invoices and manage your business data
- Send technical notices and support-related messages
- Respond to your comments and questions, and help you when you ask for support
- Protect against fraudulent or unauthorised use
4. Legal Basis for Processing
We process personal data based on one or more of the following legal grounds:
- Performance of a contract (to provide the Service)
- Compliance with legal obligations
- Legitimate interests (such as security and support)
- Your consent, where applicable
5. Data Sharing and Disclosure
We do not sell your personal information. We share it only:
- With your consent or at your direction, including to an AI assistant you connect (see section 6)
- To comply with legal obligations
- To protect our rights and prevent fraud
- With the outside services listed in section 6, and only what is described there
6. Third-Party Services and Data Sources
We use a small number of outside services to run Erpilo. Each one is listed here, together with what it receives.
Hosting
The Service and its database run on servers provided by Zone Media OÜ in Estonia. Everything you store in Erpilo is kept there.
Estonian e-Business Register
When you type a company name or registry code into a customer or supplier form, into the buyer field of an invoice, or into your own company's details when you set up or edit your company, that text is sent to the Estonian e-Business Register so that we can offer you matching companies. Nothing that identifies you, your company or your session is sent with it - only the text you typed. The register's answer is held in our cache for up to 24 hours under a one-way fingerprint of the search text, with no reference to you or your company, and the text you typed is never written to our logs. We keep only what you choose to save onto a customer or supplier record or into your own company's details: the company name, its registry code and its registered address. Because a sole trader's business name in the register is also a person's name, we treat the register both as a recipient of your search text and as a source of the company details you save. This look-up runs only for signed-in users and only for Estonian companies, and it can be switched off entirely.
Signing in with Google
You can choose to sign up or sign in with your Google account instead of a password. When you do, Google sends us your name, your email address, the number Google uses for your Google account and whether Google has confirmed that address; it also sends a link to your Google profile picture, which we neither use nor keep. We keep Google's number for your account and the Google email address, so that we recognise you the next time you sign in with Google and can show you which Google account is connected. If you are new to Erpilo, the name and email address Google sent become your account's name and email address, and you can change the name before your account is created; until you do, what Google sent is held for at most 15 minutes. If you already have an account with the same email address, Google is connected to that account and its address counts as confirmed. We never receive your Google password, and we do not receive or ask for anything else from your Google account, such as your contacts, emails, calendar or files. Google learns that you are signing in to Erpilo; what Google does with that is governed by Google's own privacy policy.
Under Profile ▸ Sign-in methods you can disconnect Google at any time. We then delete Google's number for your account and the Google email address, and receive nothing more from Google. If you signed up with Google, you first set a password there, so that you can still sign in.
Email delivery
The emails we send - invoices you choose to send, payment reminders, team invitations and product news - are handed to our email delivery provider, which receives the recipient's address and the content of the message.
Your own online store
If you connect an online store to Erpilo, product, order and customer data moves between Erpilo and that store using the access credentials you provide. That store is under your control, not ours.
AI assistants you connect
You can choose to connect an AI assistant, such as Claude or ChatGPT, to one of your companies in Erpilo. You start this from the assistant's own settings, sign in to Erpilo and approve the connection for one company. From then on, whenever you ask the assistant something about that company, Erpilo answers it with that company's business data, and the provider of the assistant receives those answers. They include your name and your role in the company, and, depending on what you ask, products and stock, customers and suppliers and what they owe, invoices, purchase orders, reorder suggestions and expense claims, including whose they are, and - only if your role in the company lets you see them - costs, margins and profit. Because business data can contain personal data, such as a customer's or a contact person's name, the provider can receive personal data too. The assistant sees only what your own role allows, never another company's data. It can create drafts of invoices, purchase orders and expense claims for a person to review and, if your role allows, add customers, suppliers and products to that company and change them, with the details you give it, such as a name, registry code, contact details, address, product description or price; whatever you give the assistant to add or change has already passed through its provider. It cannot finalise, send, book, pay or delete anything, and it cannot change a supplier's bank account.
The assistant provider is chosen by you, not by us. We do not select it, pay it or instruct it, and it is not our processor: what it does with the data it receives is governed by your own agreement with that provider and its privacy policy. We send it nothing unless an assistant you connected asks. Under Settings ▸ Connected AI assistants you can see and disconnect the assistants you connected, and the company's owners and administrators can see and disconnect all of them; a disconnected assistant is refused on its very next request, and removing you from a company disconnects your assistants there.
The fonts on our pages are served from our own servers, so loading a page does not send anything to a font provider.
7. Support Access
To answer a support request or to investigate a problem, a member of the Erpilo team may sign in to the Service as you and see it exactly as you do, including the business data of the companies you belong to. Each such visit ends after at most 60 minutes.
During a visit our team member cannot change your password, name, email address or language, accept legal documents for you, connect an AI assistant in your name, connect or disconnect your Google account, change your notification choices, delete your account or a company, or change or remove team members.
Every visit is recorded: who made it, whose account and which company it was in, when it started and ended, the reason if one was given, and the team member's IP address and browser. Anything changed during a visit is shown in the Service as done by you, and our record of visits is what tells the two apart.
8. Data Security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure or destruction. However, no internet transmission or storage system can be guaranteed to be completely secure.
9. Data Retention
We retain your information for as long as your account is active, and thereafter only as required by applicable law or until deletion is requested and legally permitted. Invoices created in the free invoice builder without an account are deleted 30 days after they are created.
10. Your Rights
You have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data
- Export your data in a portable format
- Object to processing based on our legitimate interests
- Withdraw consent where processing is based on consent
- Lodge a complaint with a data protection authority in your EU member state; in Estonia this is the Data Protection Inspectorate (Andmekaitse Inspektsioon)
To use any of these rights, write to privacy@erpilo.com.
11. Cookies and Tracking
We use cookies to keep you signed in, to protect forms against misuse and to remember your preferences. These are needed for the Service to work.
We do not use analytics or advertising cookies, and no outside service sets cookies on our pages.
12. Children's Privacy
The Service is not intended for users under 16 years of age. We do not knowingly collect personal data from children under 16.
13. Changes to This Policy
We may update this Privacy Policy. Each version has its own version number. When a new version takes effect, you will be asked to read and accept it the next time you use the Service.
14. Contact Us
Acty OÜ, [ADDRESS]
Questions about this Privacy Policy or our privacy practices: privacy@erpilo.com
Erpilo ("the Service") is provided by Acty OÜ, a company registered in Estonia, registry code [REGISTRY CODE], address [ADDRESS] ("we", "us"). Acty OÜ is the controller of the personal data described in this Privacy Policy.
You can reach us about privacy at privacy@erpilo.com.
This Privacy Policy explains how we collect, use and protect your information when you use the Service. It is intended to comply with the EU General Data Protection Regulation (GDPR).
2. Information We Collect
We collect information that you provide directly to us, and some information about how you use the Service:
Account Information
Name, email address and, unless you sign in only with Google, a password when you create an account; the Google account connected to yours, if you sign in with Google (see section 6); the companies you belong to and your role in each; and the language you choose for our emails.
Business Data
Company information, invoices, products, partners and other business data you enter into the Service. For personal data contained in your business data, you are the controller and we are your processor, as described in our Terms of Service.
Usage Data
Information about how you use Erpilo, including access times, logs and features used. We also keep a history of when you sign in: the date and time of each sign-in, linked to your account, with no IP address or browser details. For each AI assistant you connect to a company, we keep the name the assistant gives itself, the company, who connected it, when it was connected and when it was last used; this is deleted when the assistant is disconnected or when you are removed from that company.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain and improve the Service
- Process invoices and manage your business data
- Send technical notices and support-related messages
- Respond to your comments and questions, and help you when you ask for support
- Protect against fraudulent or unauthorised use
4. Legal Basis for Processing
We process personal data based on one or more of the following legal grounds:
- Performance of a contract (to provide the Service)
- Compliance with legal obligations
- Legitimate interests (such as security and support)
- Your consent, where applicable
5. Data Sharing and Disclosure
We do not sell your personal information. We share it only:
- With your consent or at your direction, including to an AI assistant you connect (see section 6)
- To comply with legal obligations
- To protect our rights and prevent fraud
- With the outside services listed in section 6, and only what is described there
6. Third-Party Services and Data Sources
We use a small number of outside services to run Erpilo. Each one is listed here, together with what it receives.
Hosting
The Service and its database run on servers provided by Zone Media OÜ in Estonia. Everything you store in Erpilo is kept there.
Estonian e-Business Register
When you type a company name or registry code into a customer or supplier form, into the buyer field of an invoice, or into your own company's details when you set up or edit your company, that text is sent to the Estonian e-Business Register so that we can offer you matching companies. Nothing that identifies you, your company or your session is sent with it - only the text you typed. The register's answer is held in our cache for up to 24 hours under a one-way fingerprint of the search text, with no reference to you or your company, and the text you typed is never written to our logs. We keep only what you choose to save onto a customer or supplier record or into your own company's details: the company name, its registry code and its registered address. Because a sole trader's business name in the register is also a person's name, we treat the register both as a recipient of your search text and as a source of the company details you save. This look-up runs only for signed-in users and only for Estonian companies, and it can be switched off entirely.
Signing in with Google
You can choose to sign up or sign in with your Google account instead of a password. When you do, Google sends us your name, your email address, the number Google uses for your Google account and whether Google has confirmed that address; it also sends a link to your Google profile picture, which we neither use nor keep. We keep Google's number for your account and the Google email address, so that we recognise you the next time you sign in with Google and can show you which Google account is connected. If you are new to Erpilo, the name and email address Google sent become your account's name and email address, and you can change the name before your account is created; until you do, what Google sent is held for at most 15 minutes. If you already have an account with the same email address, Google is connected to that account and its address counts as confirmed. We never receive your Google password, and we do not receive or ask for anything else from your Google account, such as your contacts, emails, calendar or files. Google learns that you are signing in to Erpilo; what Google does with that is governed by Google's own privacy policy.
Under Profile ▸ Sign-in methods you can disconnect Google at any time. We then delete Google's number for your account and the Google email address, and receive nothing more from Google. If you signed up with Google, you first set a password there, so that you can still sign in.
Email delivery
The emails we send - invoices you choose to send, payment reminders, team invitations and product news - are handed to our email delivery provider, which receives the recipient's address and the content of the message.
Your own online store
If you connect an online store to Erpilo, product, order and customer data moves between Erpilo and that store using the access credentials you provide. That store is under your control, not ours.
AI assistants you connect
You can choose to connect an AI assistant, such as Claude or ChatGPT, to one of your companies in Erpilo. You start this from the assistant's own settings, sign in to Erpilo and approve the connection for one company. From then on, whenever you ask the assistant something about that company, Erpilo answers it with that company's business data, and the provider of the assistant receives those answers. They include your name and your role in the company, and, depending on what you ask, products and stock, customers and suppliers and what they owe, invoices, purchase orders, reorder suggestions and expense claims, including whose they are, and - only if your role in the company lets you see them - costs, margins and profit. Because business data can contain personal data, such as a customer's or a contact person's name, the provider can receive personal data too. The assistant sees only what your own role allows, never another company's data. It can create drafts of invoices, purchase orders and expense claims for a person to review and, if your role allows, add customers, suppliers and products to that company and change them, with the details you give it, such as a name, registry code, contact details, address, product description or price; whatever you give the assistant to add or change has already passed through its provider. It cannot finalise, send, book, pay or delete anything, and it cannot change a supplier's bank account.
The assistant provider is chosen by you, not by us. We do not select it, pay it or instruct it, and it is not our processor: what it does with the data it receives is governed by your own agreement with that provider and its privacy policy. We send it nothing unless an assistant you connected asks. Under Settings ▸ Connected AI assistants you can see and disconnect the assistants you connected, and the company's owners and administrators can see and disconnect all of them; a disconnected assistant is refused on its very next request, and removing you from a company disconnects your assistants there.
The fonts on our pages are served from our own servers, so loading a page does not send anything to a font provider.
7. Support Access
To answer a support request or to investigate a problem, a member of the Erpilo team may sign in to the Service as you and see it exactly as you do, including the business data of the companies you belong to. Each such visit ends after at most 60 minutes.
During a visit our team member cannot change your password, name, email address or language, accept legal documents for you, connect an AI assistant in your name, connect or disconnect your Google account, change your notification choices, delete your account or a company, or change or remove team members.
Every visit is recorded: who made it, whose account and which company it was in, when it started and ended, the reason if one was given, and the team member's IP address and browser. Anything changed during a visit is shown in the Service as done by you, and our record of visits is what tells the two apart.
8. Data Security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure or destruction. However, no internet transmission or storage system can be guaranteed to be completely secure.
9. Data Retention
We retain your information for as long as your account is active, and thereafter only as required by applicable law or until deletion is requested and legally permitted. Invoices created in the free invoice builder without an account are deleted 30 days after they are created.
10. Your Rights
You have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data
- Export your data in a portable format
- Object to processing based on our legitimate interests
- Withdraw consent where processing is based on consent
- Lodge a complaint with a data protection authority in your EU member state; in Estonia this is the Data Protection Inspectorate (Andmekaitse Inspektsioon)
To use any of these rights, write to privacy@erpilo.com.
11. Cookies and Tracking
We use cookies to keep you signed in, to protect forms against misuse and to remember your preferences. These are needed for the Service to work.
We do not use analytics or advertising cookies, and no outside service sets cookies on our pages.
12. Children's Privacy
The Service is not intended for users under 16 years of age. We do not knowingly collect personal data from children under 16.
13. Changes to This Policy
We may update this Privacy Policy. Each version has its own version number. When a new version takes effect, you will be asked to read and accept it the next time you use the Service.
14. Contact Us
Acty OÜ, [ADDRESS]
Questions about this Privacy Policy or our privacy practices: privacy@erpilo.com