Privacy Policy
Last updated: January 27, 2026
The privacy of your data—and it is your data, not ours—is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. We never sell your data.
This policy applies to the Backfill platform and services operated by Backfill, Inc. (“Backfill,” “we,” “us,” or “our”).
Table of Contents
- What we collect and why
- Financial data we process on your behalf
- Third-party service connections
- When we access or disclose your information
- Your rights with respect to your information
- How we secure your data
- Data retention
- Location of site and data
- Changes and questions
If you are a California resident, please see our California Notice at Collection, which includes additional disclosures as required by California law.
What we collect and why
Our guiding principle is to collect only what we need. Here’s what that means in practice:
Identity and access
When you sign up for Backfill, we ask for identifying information such as your name, email address, and company name. This allows you to personalize your account and allows us to send you product updates and essential information. We may also send you optional surveys to help us understand how you use our products and to make improvements. With your consent, we will send you our newsletter and other updates.
We never sell your personal information to third parties, and we won’t use your name or company in marketing statements without your permission.
Billing information
When you sign up for a paid Backfill plan, you will be asked to provide your payment information and billing address. Credit card information is submitted directly to our payment processor (Stripe) and does not touch Backfill servers. We store a record of the payment transaction, including the last 4 digits of your credit card number, for account history, invoicing, and billing support. We store your billing address to charge you for service, calculate any sales tax due, send invoices, and detect fraudulent transactions.
Geolocation data
We log the full IP address used to sign up for an account and retain that for use in mitigating spam and fraudulent signups. We also log all account access by full IP address for security and fraud prevention purposes, and we keep this login data for as long as your account is active.
Website interactions
We collect information about your browsing activity for analytics and statistical purposes such as conversion rate testing and experimenting with new product designs. This includes your browser and operating system versions, your IP address, which web pages you visited and how long they took to load, and which website referred you to us.
We self-host our analytics and do not share your usage data with third-party analytics providers.
Anti-bot assessments
We use Cloudflare Turnstile to mitigate brute force logins and spam. When you log into your Backfill account, Cloudflare Turnstile evaluates various information (e.g., IP address, how long you’ve been on the app, mouse movements) to detect automated activity. We receive only the spam score results; we do not have access to the evaluated information.
Cookies
We use persistent first-party cookies to store certain preferences, make it easier for you to use our application, and support analytics. A cookie is a piece of text stored by your browser that helps remember login information and site preferences. You can adjust cookie settings in your browser, although some aspects of our service may not function properly if you turn cookies off.
We do not use third-party advertising cookies.
Voluntary correspondence
When you email Backfill with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.
We also store information you may volunteer, such as written responses to surveys or feedback. If you agree to a customer interview, we may ask for your permission to record the conversation for future reference. We will only do so with your express consent.
Financial data we process on your behalf
Backfill is a financial integration platform. When you connect third-party services, we access and store financial data from those services to provide our synchronization and reconciliation features.
What financial data we store
- Transaction records (invoices, payments, refunds, line items)
- Customer and vendor information from connected platforms
- Account balances and journal entries
- Associated metadata (timestamps, currencies, references, identifiers)
How we handle this data
- Encryption at rest: All financial data is encrypted at rest using industry-standard encryption.
- You are the data controller: We act as a “data processor” for this information under GDPR and similar regulations. You remain the “data controller” and determine how your data is used.
- Limited access: We do not access your connected accounts except to perform synchronization and reconciliation as directed by you.
- No selling: We never sell your financial data or use it for purposes other than providing our services to you.
Your customers’ data
If your connected systems contain personal data about your customers (e.g., customer names and email addresses from Stripe), we process that data solely on your behalf and according to your instructions. You are responsible for ensuring you have appropriate authorization to share that data with us for processing.
Third-party service connections
To provide our services, you authorize Backfill to connect to your accounts on third-party platforms using OAuth or API credentials.
When you connect a service
- We request only the permissions necessary for our features
- OAuth tokens and API credentials are encrypted at rest and never stored in plain text
- You can revoke access at any time through your Backfill dashboard or directly in the connected service
- Disconnecting a service stops new data syncs but does not automatically delete previously synced data (see Data retention)
Connected service permissions
We request read access to financial data from your connected services. For accounting system integrations where we create journal entries, we also request write access. We document the specific permissions required for each integration in our documentation.
When we access or disclose your information
To provide products or services you’ve requested
We use third-party subprocessors to help run our application and provide services to you. See our Subprocessors list below.
No Backfill human looks at your content except for limited purposes with your express permission—for example, if an error occurs that stops an automated process from working and requires manual intervention to fix. These are rare cases, and when they happen, we look for root cause solutions to avoid them recurring.
To help you troubleshoot or squash a software bug
If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.
To investigate, prevent, or take action regarding restricted uses
Accessing a customer’s account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our customers and the people reporting issues to us. If we discover you are using our products for a restricted purpose, we will take action as necessary, including notifying appropriate authorities where warranted.
Aggregated and de-identified data
We may aggregate and/or de-identify information collected through our services. We may use de-identified or aggregated data for any purpose, including improving our products.
When required under applicable law
Backfill is a U.S. company with data infrastructure located in the U.S.
Requests for user data: Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. However, if U.S. law enforcement authorities have the necessary warrant, criminal subpoena, or court order requiring us to disclose data, we must comply. It is our policy to notify affected users before we disclose data unless we are legally prohibited from doing so.
Preservation requests: We comply with requests to preserve data only if compelled by the U.S. Federal Stored Communications Act, 18 U.S.C. Section 2703(f), or by a properly served U.S. subpoena for civil matters. We do not disclose preserved data unless required by law or compelled by a court order.
Tax audits: If we are audited by a tax authority, we may be required to disclose billing-related information. If that happens, we will disclose only the minimum needed, such as billing addresses and tax exemption information.
Acquisition: If Backfill is acquired by or merges with another company, we’ll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.
Subprocessors
We use the following third-party services to operate Backfill:
| Subprocessor | Purpose | Location |
|---|---|---|
| Cloudflare | CAPTCHA and bot protection | US |
| Fly.io | Cloud infrastructure | US |
| Sentry | Error tracking | US |
| Stripe | Payment processing | US |
| Postmark | Transactional email | US |
We self-host our analytics and do not share usage data with third-party analytics providers.
Last updated: January 27, 2026
Your rights with respect to your information
We strive to apply the same data rights to all customers, regardless of location. Your rights include:
Right to Know: You have the right to know what personal information is collected, used, shared, or sold. We outline both the categories and specific data we collect in this privacy policy.
Right of Access: You have the right to access the personal information we gather about you and obtain information about its sharing, storage, security, and processing.
Right to Correction: You have the right to request correction of your personal information.
Right to Erasure / “To Be Forgotten”: You have the right to request that your personal information be erased from our possession and from our service providers, subject to certain limitations under applicable law. Fulfillment of some deletion requests may prevent you from using Backfill services and may result in closing your account.
Right to Complain: You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
Right to Restrict Processing: You have the right to request restriction of how and why your personal information is used or processed, including opting out of sale of personal information. (Again: we never sell your data.)
Right to Object: You have the right, in certain situations, to object to how or why your personal information is processed.
Right to Portability: You have the right to receive the personal information we have about you and transmit it to another party. You can export your data from your Backfill dashboard at any time.
Right to not Be Subject to Automated Decision-Making: You have the right to object to and prevent any decision that could have a legal or similarly significant effect on you from being made solely based on automated processes.
Right to Non-Discrimination: We will not charge you a different amount, offer you different discounts, or give you a lower level of service because you have exercised your data privacy rights.
Many of these rights can be exercised by signing in and updating your account information. If you have questions about exercising these rights or need assistance, please contact us at privacy@backfill.io.
If you are in the EU or UK, you can contact your data protection authority to file a complaint or learn more about local privacy laws.
How we secure your data
All data is encrypted via SSL/TLS when transmitted from our servers to your browser. All data is encrypted at rest, including:
- Financial data from your connected services
- OAuth tokens and API credentials
- Database backups
For more information about how we keep your information secure, please review our [Security Overview].
Data retention
Account data
We keep your account information for as long as your account is active. If you delete your account:
- Your account information becomes immediately inaccessible
- All data is purged from our active systems within 30 days
- Backups containing your data are purged within 60 days
Financial data
We retain synchronized financial data for as long as your account is active. When you disconnect a service or close your account:
- Connection credentials are deleted immediately
- Synchronized transaction data is deleted within 30 days
- Backups containing your data are purged within 60 days
You can request deletion of specific data at any time by contacting us.
Support correspondence
We retain support correspondence indefinitely to provide you with better service and maintain a history of past interactions. You can request deletion of support correspondence at any time.
Location of site and data
Our products and services are operated in the United States. If you are located in the European Union, UK, or elsewhere outside the United States, please be aware that any information you provide to us will be transferred to and stored in the United States. By using our services and/or providing us with your personal information, you consent to this transfer.
When transferring personal data from the EU
The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection granted under EU privacy law. UK law provides similar safeguards for UK user data transferred out of the UK.
Accordingly, Backfill has adopted a Data Processing Addendum with Standard Contractual Clauses to help ensure this protection. Our DPA is available upon request at privacy@backfill.io.
California Notice
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to know what personal information we collect, use, and disclose
- Right to delete your personal information
- Right to opt-out of the sale of personal information (we do not sell personal information)
- Right to non-discrimination for exercising your privacy rights
To exercise these rights, contact us at privacy@backfill.io.
Changes and questions
We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will refresh the date at the top of this page and notify you via email if you have an account.
Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at privacy@backfill.io.
Adapted from Basecamp open-source policies / CC BY 4.0