BillCircle Privacy Policy
Last updated: 20 August 2026
BillCircle is a shared-bill service operated by Kayus Systems. This policy explains what information BillCircle uses, why it is used, and the choices available to users.
Information we collect
- Account and contact data: name, email address, WhatsApp/phone number, community membership, property and role.
- Registration and security data: short-lived WhatsApp verification records, security tokens, password hashes, session information and related timestamps. BillCircle does not store your readable password.
- Billing and payment-report data: bill expenses, sharing choices, amounts and status, payment amounts reported by residents, and administrator review records.
- Payment-account data: bank name or code, account-name details when available, the last four digits of the account number, and the full account number encrypted at the application layer.
- Messaging and security data: message recipients, delivery and retry records, timestamps, and security records used to prevent duplicate processing.
- Trial and subscription data: compound trial or subscription status and related operational history.
How we use information
We use information to create and secure accounts, verify WhatsApp-number ownership, operate shared billing, show residents what they owe, provide payment-account details, record payment reports, allow authorised administrators to confirm or reject those reports, deliver WhatsApp messages, prevent duplicate processing, support communities and manage legitimate trial or subscription access.
A resident's payment report is evidence of a claimed transfer. BillCircle does not treat it as confirmed money received until an authorised community administrator confirms it.
Bank transfers and money custody
Resident contribution money is transferred directly to the community's nominated bank account. BillCircle does not receive, hold, escrow or take custody of resident contribution funds.
How payment-account information is protected
The full payment-account number is encrypted before it is saved. It is read only when an authorised resident asks for the bank details. BillCircle does not copy the full account number into stored WhatsApp messages.
Service providers
BillCircle uses service providers needed to operate the service, including Meta's WhatsApp Business Platform and cloud infrastructure/database providers. Those providers process information as needed to provide their services and under their applicable terms and privacy practices.
AI assistance is disabled by default for core BillCircle operations. BillCircle's billing, payment and authorisation rules do not depend on AI.
What we deliberately avoid collecting
BillCircle does not require BVN, NIN, card PIN/CVV, online-banking passwords, bank-login credentials, contact lists or unnecessary location data for the current shared-bill service.
Retention
We keep information for as long as reasonably necessary to operate and secure the service, preserve billing and payment history, resolve disputes, support account closure and meet legitimate legal or compliance obligations. Short-lived registration verification and technical delivery information may be retained for less time than core billing and audit records.
Your choices and rights
You may ask us to correct information associated with your BillCircle account, close your account or request deletion of eligible personal data. Some records may need to be retained, restricted or anonymised where they are necessary for security, fraud prevention, billing/payment history, dispute resolution or legal obligations.
See our data deletion instructions for how to make a request.
Security
We use access controls, password hashing, short-lived number verification, encrypted payment-account storage, signed request checks, secret management and safeguards against processing the same request twice. No internet service can guarantee absolute security, so these controls are reviewed as the service develops.
Changes to this policy
We may update this policy as BillCircle changes. The date at the top will be updated when material changes are published.
Contact
Questions about privacy or BillCircle data can be sent to [email protected].