1. Introduction
OneBill Software ('OneBill', 'we', 'our', or 'us') provides cloud-based telecommunications billing, revenue management, charging, mediation, invoicing, taxation, partner settlement, and related software-as-a-service (SaaS) solutions to communications service providers, managed service providers, enterprises, and technology partners. This Privacy Policy explains how OneBill collects, uses, discloses, stores, and protects Personal Information when individuals visit our websites, request information, use our Services, attend demonstrations, or otherwise interact with OneBill.
OneBill recognizes that privacy and information security are important to our customers and their users. We are committed to handling Personal Information responsibly, transparently, and in accordance with applicable privacy laws while maintaining practices appropriate for a growing enterprise software provider.
2. Purpose
This Privacy Policy describes the categories of Personal Information we collect, the purposes for which it is used, the circumstances under which it may be shared, the rights available to individuals under applicable privacy laws, and the measures OneBill takes to safeguard such information. This policy is intended to support transparency and provide a practical baseline aligned with modern enterprise SaaS privacy expectations without creating commitments beyond OneBill's operational practices.
3. Scope
This Privacy Policy applies to OneBill's public websites, hosted SaaS platform, customer portals, APIs, demonstrations, trials, support services, marketing activities, events, and other online interactions. It applies to Personal Information collected directly from customers, prospective customers, business partners, suppliers, job applicants, and website visitors. It does not apply to third-party websites or services that maintain their own privacy policies.
4. Definitions
| Defined Term | Definition |
|---|---|
| Personal Information | Information that identifies, relates to, describes, or could reasonably be linked to an identifiable individual. |
| Customer | An organization that licenses or subscribes to OneBill Services. |
| Customer Data | Information submitted to or processed within the OneBill platform by or on behalf of a Customer. OneBill generally processes this information on behalf of the Customer. |
| Services | OneBill's websites, SaaS platform, customer portals, APIs, support services, and related offerings. |
| Website | Public websites operated by OneBill. |
5. Applicability
This Privacy Policy is intended for business-to-business (B2B) relationships. OneBill's Services are designed primarily for commercial organizations rather than consumers. Depending on the location of an individual or Customer, additional rights or obligations may apply under laws such as the European Union General Data Protection Regulation (GDPR), the California Consumer Privacy Act as amended by the California Privacy Rights Act (CPRA), and other applicable U.S. state privacy laws.
Where OneBill processes Customer Data solely on behalf of a Customer, the Customer remains responsible for determining the appropriate legal basis for processing and for responding to requests relating to that Customer Data, except where applicable law or contractual obligations require OneBill's assistance.
6. Information We Collect
OneBill collects only the information reasonably necessary to provide, secure, support, and improve its Services, communicate with customers and prospective customers, meet legal and contractual obligations, and operate its business. The information collected varies depending on how an individual interacts with OneBill.
Categories of Personal Information
| Category | Examples | Primary Purpose |
|---|---|---|
| Business Contact Information | Name, business email, phone, title, employer | Sales, account management, communications |
| Account Information | Username, password hash, MFA settings, roles | Authentication and platform administration |
| Organization Information | Company name, billing address, tax identifiers, subscription details | Contract administration and service delivery |
| Technical Information | IP address, browser, OS, device type, timestamps | Security, diagnostics, fraud prevention, performance |
| Support Information | Support requests, emails, attachments, meeting notes | Technical support and customer success |
| Marketing Information | Event registrations, newsletter preferences, web forms | Responding to inquiries and marketing where permitted |
| Customer Data | Information submitted by Customers into the Services | Providing contracted SaaS functionality |
Sources of Information
OneBill may collect information from the following sources:
| Source | Examples |
|---|---|
| Directly from individuals | Website forms, demos, sales discussions, support cases, contracts |
| Automatically | Cookies, authentication logs, usage metrics, browser information |
| Customers | Authorized administrators and users of the platform |
| Business partners | Resellers, implementation partners, technology partners |
| Public sources | Professional networking sites and publicly available business information |
Information Collected Automatically
Like most enterprise SaaS providers, OneBill automatically collects limited technical information when individuals access its websites or Services. This may include IP addresses, browser type, operating system, referring URLs, authentication events, session identifiers, device characteristics, and usage metrics. This information supports security monitoring, performance optimization, troubleshooting, capacity planning, and product improvement.
Customer Data
Customers determine the information they submit to the OneBill platform. Such Customer Data may include subscriber, account, billing, invoicing, payment, taxation, service usage, telecommunications, partner settlement, or other operational information necessary to provide the Services. Except where otherwise required by law or contract, OneBill processes Customer Data on behalf of and under the instructions of its Customers.
Support & Communications
When customers contact OneBill, we may collect communications, support tickets, diagnostic files, screenshots, meeting notes, and other information voluntarily provided to investigate and resolve technical or business issues.
Data Minimization
OneBill seeks to collect only information reasonably necessary for the legitimate business purposes described in this Privacy Policy. We encourage customers not to submit unnecessary personal information and to configure the Services in a manner appropriate for their own privacy and regulatory obligations.
B2B Nature of the Services
OneBill's Services are designed primarily for business customers rather than consumers. Accordingly, most personal information processed by OneBill relates to business representatives, authorized users, administrators, support personnel, and Customer Data processed as part of providing enterprise telecommunications billing and revenue management services.
7. How OneBill Uses Personal Information
OneBill uses Personal Information only for legitimate business purposes that support the delivery, security, administration, and continual improvement of its Services. The specific uses depend on the relationship an individual has with OneBill and the nature of the information involved.
Business Purposes for Processing
| Business Purpose | Examples | Typical Information Used |
|---|---|---|
| Service Delivery | Provision, configure and operate the Services | Account, organization and Customer Data |
| Account Administration | Manage subscriptions, licensing and authorized users | Business contacts, account information |
| Authentication & Access | Verify identity, maintain sessions and secure access | Credentials, security logs, IP information |
| Customer Support | Troubleshoot issues and respond to requests | Support tickets, diagnostics, communications |
| Billing & Financial Operations | Invoices, renewals and contract administration | Billing contacts, subscription information |
| Product Improvement | Evaluate performance, usability and reliability | Usage metrics, feedback, diagnostics |
| Security & Fraud Prevention | Detect misuse, investigate incidents and protect systems | Security logs, authentication events |
| Legal & Regulatory Compliance | Meet contractual, legal and regulatory obligations | Relevant records required by law |
| Business Communications | Respond to inquiries and provide product updates | Business contact information |
| Analytics & Reporting | Understand overall service usage and trends | Aggregated or de-identified usage information |
Service Delivery
Personal Information is used to deliver, administer, maintain and support the OneBill platform, including telecommunications billing, revenue management, mediation, rating, invoicing, taxation, APIs, customer portals and related hosted services.
Security and Platform Integrity
Information is used to authenticate users, maintain platform security, monitor system health, investigate suspicious activity, detect fraud, prevent unauthorized access and improve operational resilience.
Customer Communications
OneBill uses contact information to respond to requests, provide technical support, communicate about subscriptions, planned maintenance, product changes and other service-related matters.
Business Operations
Information may be used for financial reporting, contract administration, audits, corporate governance, merger or acquisition due diligence, and other ordinary business activities.
Product Improvement
Feedback, support trends and aggregated usage information help OneBill improve functionality, usability, documentation and overall customer experience. Where practical, aggregated or de-identified information is preferred for analytical purposes.
Marketing
Where permitted by applicable law, OneBill may send business-related marketing communications regarding products, services, webinars, events or educational resources. Recipients may opt out of promotional communications while continuing to receive essential service communications.
Artificial Intelligence and Automation
OneBill may use automation and analytical technologies to improve internal operations, customer support, product quality and security. OneBill does not use Customer Data to train public artificial intelligence models unless expressly authorized by the applicable Customer.
Legal Bases for Processing (GDPR)
Where the GDPR applies, OneBill generally relies on one or more of the following legal bases: performance of a contract, legitimate interests, compliance with legal obligations, protection of vital interests where applicable, and consent where required by law.
Privacy by Design
OneBill seeks to incorporate privacy considerations into the design, implementation and operation of its Services by limiting collection to appropriate business purposes, restricting access based on business need, and periodically reviewing processes as the organization's privacy and security programs mature.
8. Customer Data Processing
OneBill provides enterprise software used by communications service providers, managed service providers, enterprises, and other business customers to manage telecommunications billing, revenue management, and related operational processes. Because of this business model, much of the information processed through the Services is Customer Data that OneBill processes on behalf of its Customers.
OneBill's Role
For Customer Data processed through the Services, OneBill generally acts as a service provider or data processor, while the Customer remains the data controller or business responsible for determining why and how Customer Data is collected and used. OneBill processes Customer Data in accordance with applicable agreements, documented customer instructions, and applicable law.
Examples of Customer Data
| Operational Category | Examples |
|---|---|
| Subscriber & Account Records | Subscriber identifiers, account numbers, service plans, business contact information |
| Billing & Revenue | Invoices, usage charges, recurring charges, discounts, taxes, credits |
| Telecommunications Operations | Usage events, mediation records, service identifiers, provisioning references |
| Payments | Payment status, payment references, receivable information processed as part of customer workflows |
| Partner Management | Partner settlements, commissions, channel and reseller information |
| Support & Administration | Configuration settings, administrator accounts, audit logs, support artifacts |
How Customer Data Is Used
OneBill processes Customer Data solely for the purpose of delivering the contracted Services. Examples include calculating charges, producing invoices, supporting customer portals, processing revenue events, generating operational reports, providing APIs and integrations, troubleshooting issues, and maintaining the security, availability, and reliability of the platform.
Customer Responsibilities
Customers are responsible for determining the lawful basis for collecting Personal Information, providing required privacy notices, obtaining any necessary consents, configuring the Services appropriately for their business requirements, and responding to requests from their own end users or subscribers unless otherwise agreed.
OneBill Responsibilities
OneBill is responsible for protecting Customer Data using reasonable administrative, technical, and physical safeguards appropriate to the Services; limiting access to authorized personnel with a legitimate business need; maintaining confidentiality obligations for personnel and contractors; and assisting Customers with privacy or security obligations where required by contract or law.
Access, Confidentiality and Data Handling
Access to Customer Data is restricted based on job responsibilities and business need. Personnel who may access Customer Data for support, maintenance, or operational purposes are expected to handle such information in accordance with confidentiality obligations, internal policies, and applicable contractual commitments.
Customer Integrations
At a Customer's direction, OneBill may exchange information with third-party systems through APIs, connectors, payment platforms, identity providers, tax engines, or other integrations. Customers remain responsible for evaluating the privacy and security practices of third-party systems they choose to connect.
Data Portability and Return
Upon expiration or termination of customer agreements, Customer Data may be returned or deleted in accordance with applicable contractual terms, documented retention requirements, and applicable law.
9. Cookies and Similar Technologies
OneBill uses cookies and similar technologies to operate its websites and Services, improve user experience, enhance security, understand overall website usage, and support legitimate business operations. Cookies are small text files stored by a web browser that help recognize returning visitors and remember preferences.
Why We Use Cookies
| Category | Purpose | Examples |
|---|---|---|
| Essential | Enable core website and platform functionality | Authentication, session management, security |
| Functional | Remember user preferences | Language or interface settings |
| Performance | Measure service reliability and performance | Anonymous performance metrics |
| Analytics | Understand aggregate website usage | Page visits, navigation patterns, feature adoption |
Analytics
OneBill may use analytics technologies to understand how visitors interact with its websites and Services. Analytics information is generally used in aggregated or de-identified form to evaluate website effectiveness, improve product usability, identify performance issues, and support business planning. This Privacy Policy intentionally does not identify specific analytics providers so that OneBill may modify its internal tooling without requiring policy updates.
Marketing Communications
Individuals who request information, register for events, download resources, or otherwise engage with OneBill may receive business-related communications about products, services, educational content, events, or company news where permitted by applicable law. Recipients may opt out of promotional communications at any time by using the unsubscribe mechanism included in those communications or by contacting OneBill directly.
Service Communications
Even if an individual opts out of marketing communications, OneBill may continue to send non-promotional communications necessary to administer accounts, provide customer support, respond to inquiries, or communicate important service, security, contractual, or operational updates.
Browser Controls and Cookie Preferences
Most web browsers allow users to manage, block, or delete cookies through browser settings. Disabling certain cookies may affect the availability or functionality of portions of the website or Services.
Do Not Track
Some browsers offer 'Do Not Track' signals. Because there is not currently a universally accepted standard governing these signals, OneBill's websites may not respond differently to such requests. Users remain able to manage cookies and similar technologies through available browser controls.
Third-Party Technologies
OneBill may work with carefully selected third-party service providers that support website hosting, analytics, communications, security, or other business functions. Where these providers process Personal Information on OneBill's behalf, they are expected to do so in accordance with applicable contractual obligations and appropriate confidentiality requirements.
Preference Management
OneBill periodically reviews its website technologies and privacy practices as its business and compliance program evolve. Cookie and communication preferences may be updated by users through available browser settings, unsubscribe mechanisms, or by contacting OneBill.
10. Information Sharing and Disclosures
OneBill shares Personal Information only where necessary to deliver the Services, operate its business, comply with legal obligations, protect its rights, or at the direction of its Customers. OneBill does not sell Personal Information and does not disclose Personal Information for cross-context behavioral advertising.
Categories of Recipients
| Recipient | Purpose | Typical Information |
|---|---|---|
| Service Providers | Hosting, support, communications, operations | Business contact, account and operational data |
| Customer-Authorized Integrations | Exchange information at Customer direction | Relevant Customer Data |
| Professional Advisors | Legal, audit, accounting, insurance | Information necessary for advisory services |
| Affiliates | Business administration and support | Business contact and operational information |
| Government & Regulators | Legal or regulatory compliance | Information required by law |
| Successor Organizations | Merger, acquisition, financing or asset sale | Information relevant to the transaction |
Service Providers
OneBill works with carefully selected third-party providers that assist with hosting, infrastructure, communications, payment processing, customer support, security, analytics, and other business operations. These providers are expected to protect Personal Information through contractual confidentiality and data protection obligations.
Customer-Authorized Disclosures
Where requested or configured by a Customer, OneBill may exchange information with third-party applications, APIs, identity providers, payment platforms, tax engines, or other integrated systems. Customers remain responsible for evaluating the privacy practices of those third parties.
Professional Advisors
OneBill may disclose limited information to attorneys, accountants, auditors, insurers, or other professional advisors when reasonably necessary to support business operations or legal obligations.
Legal Compliance
OneBill may disclose information when required to comply with applicable law, regulation, subpoena, court order, governmental request, or to establish, exercise, or defend legal claims.
Protection of Rights
Information may be disclosed where reasonably necessary to investigate suspected fraud, security incidents, violations of agreements, or to protect the rights, safety, property, customers, personnel, or the public.
Business Transactions
If OneBill participates in a merger, acquisition, financing, corporate restructuring, or sale of assets, Personal Information may be transferred as part of the transaction, subject to applicable confidentiality and legal obligations.
Aggregated and De-identified Information
OneBill may use or disclose aggregated or de-identified information that cannot reasonably be used to identify an individual for business analytics, reporting, service improvement, or other lawful purposes.
International Service Providers
Some authorized service providers may process information in jurisdictions outside an individual's country of residence. Where applicable, OneBill implements appropriate contractual or legal safeguards to support such processing in accordance with applicable privacy laws.
Our Commitment
OneBill seeks to limit disclosures of Personal Information to those reasonably necessary for legitimate business purposes and periodically reviews third-party relationships as its privacy, security, and compliance programs continue to mature.
11. Security of Personal Information
OneBill is committed to protecting Personal Information and Customer Data through a risk-based information security program appropriate for the size, complexity, and nature of its business. While no method of transmission or storage is completely secure, OneBill maintains reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or destruction.
Security Principles
| Principle | Description |
|---|---|
| Least Privilege | Access is granted based on business need and job responsibilities. |
| Confidentiality | Personnel with access to information are expected to comply with confidentiality obligations. |
| Defense in Depth | Administrative, technical, and physical controls are used together to reduce risk. |
| Continuous Improvement | Security practices are periodically reviewed and enhanced as the compliance program matures. |
| Shared Responsibility | Customers also play an important role in securely configuring and using the Services. |
Administrative Safeguards
OneBill maintains policies, procedures, workforce awareness activities, access management practices, vendor oversight, and governance processes appropriate to support the protection of Personal Information.
Technical Safeguards
Technical safeguards may include authentication controls, logging, monitoring, encryption where appropriate, vulnerability management, backup processes, and other security measures appropriate for the Services.
Physical Safeguards
Where applicable, facilities and infrastructure supporting the Services are protected through physical and environmental controls appropriate to the operational environment.
Incident Management
OneBill maintains processes for identifying, investigating, responding to, and recovering from suspected security incidents. Notifications are provided where required by applicable law or contractual obligations.
Customer Responsibilities
Customers remain responsible for managing user accounts, assigning appropriate permissions, protecting credentials, and configuring the Services in a manner consistent with their own compliance obligations.
Subprocessors and Service Providers
OneBill works with carefully selected third-party service providers to support the delivery of its Services. Rather than publishing a public list of subprocessors, OneBill evaluates service providers through its vendor management and security processes. Additional information regarding significant service providers or subprocessors may be made available to Customers upon reasonable request, including through OneBill's Trust Center or during customer due diligence processes, where appropriate.
12. Data Retention and Disposal
OneBill retains Personal Information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, comply with contractual commitments, satisfy legal or regulatory obligations, resolve disputes, protect legal rights, and support legitimate business operations.
Retention Principles
Retention periods vary depending on the type of information, applicable legal requirements, customer agreements, operational needs, and security considerations. Where practical, information that is no longer required is securely deleted, anonymized, or otherwise disposed of using processes appropriate to the sensitivity of the information.
Legal Holds and Exceptions
OneBill may retain information for longer periods where necessary to comply with legal holds, litigation, regulatory investigations, audit requirements, or other lawful obligations.
Data Return and Deletion
Customer Data is managed in accordance with applicable customer agreements. Upon termination of Services, Customer Data may be returned or deleted consistent with contractual terms, documented retention requirements, and applicable law.
13. Your Privacy Rights
Depending on applicable law and an individual's relationship with OneBill, individuals may have certain rights regarding their Personal Information. OneBill seeks to respond to privacy requests in accordance with applicable legal requirements and contractual obligations.
Privacy Rights Summary
| Right | Description | Availability |
|---|---|---|
| Access | Request access to Personal Information maintained by OneBill. | Where required by applicable law |
| Correction | Request correction of inaccurate information. | Where applicable |
| Deletion | Request deletion of Personal Information. | Subject to legal, contractual and security obligations |
| Restriction | Request limited processing in certain circumstances. | Primarily GDPR |
| Portability | Receive certain information in a portable format. | Where required by law |
| Objection | Object to certain processing activities. | Where applicable |
| Consent Withdrawal | Withdraw consent where processing relies on consent. | Where applicable |
Submitting Requests
Privacy requests may be submitted using the contact information provided in this Privacy Policy or through resources made available within the OneBill Trust Center. OneBill may request reasonable information to verify the identity and authority of the requesting individual before processing a request.
Customer Data Requests
Where OneBill processes Customer Data solely on behalf of a Customer, requests relating to that Customer Data should generally be directed to the applicable Customer, who is responsible for determining how the information is managed. OneBill will reasonably assist Customers where required by contract or applicable law.
14. Regional Privacy Notices
European Economic Area, United Kingdom and Switzerland
Where applicable, OneBill processes Personal Information in accordance with the GDPR or comparable privacy laws. Individuals may have rights to access, correction, deletion, portability, restriction, objection, and to lodge a complaint with their local supervisory authority.
California Privacy
California residents may have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). OneBill does not sell Personal Information or share Personal Information for cross-context behavioral advertising.
Other U.S. State Privacy Laws
Residents of other U.S. states with applicable privacy legislation may exercise available rights consistent with those laws. OneBill will evaluate and respond to requests as required by applicable law.
International Data Transfers
OneBill is headquartered in the United States. Personal Information may be processed in the United States or other jurisdictions where OneBill or its authorized service providers operate. Where required, OneBill relies on appropriate contractual, organizational, or legal safeguards to support lawful international transfers.
Non-Discrimination
OneBill will not unlawfully discriminate against individuals for exercising privacy rights provided under applicable law.
Privacy Program Evolution
As OneBill's privacy and compliance program continues to mature, additional privacy resources, including guidance, FAQs, or Trust Center materials, may be made available to support customers and other stakeholders.
15. Children's Privacy
OneBill's Services are designed for business organizations and are not directed to children. OneBill does not knowingly collect Personal Information directly from children under the age of 18 through its websites or Services. If OneBill becomes aware that such information has been collected unintentionally, reasonable steps will be taken to delete it in accordance with applicable law.
16. Third-Party Websites and Services
The Services may contain links to third-party websites, applications, documentation, or resources that are not owned or controlled by OneBill. This Privacy Policy applies only to information collected by OneBill. Users should review the privacy policies of third-party services before providing Personal Information.
17. Changes to this Privacy Policy
OneBill may update this Privacy Policy periodically to reflect changes in applicable law, business practices, technologies, or the Services. When material changes are made, the effective date at the beginning of the policy will be updated and the revised version will be published through appropriate channels, including the OneBill website or Trust Center.
18. Contacting OneBill
Questions regarding this Privacy Policy, privacy practices, or requests relating to Personal Information may be submitted using the contact information published on the OneBill website or through privacy resources made available within the OneBill Trust Center.
| Inquiry | Contact |
|---|---|
| General Privacy Questions | OneBill Privacy Contact (via website or Trust Center) |
| Legal Notices | OneBill Legal Department |
| Security & Trust Documentation | Available upon request through the Trust Center |
| Customer Due Diligence | Submit requests through your OneBill account representative or Trust Center |
19. Governing Principles
This Privacy Policy should be interpreted in a manner consistent with applicable privacy laws, contractual commitments, and OneBill's broader information security and compliance program. Nothing in this Privacy Policy is intended to create contractual obligations beyond those expressly established by applicable agreements or law.
20. Related Resources
As OneBill's Trust Center continues to evolve, additional resources may be made available to customers and prospective customers, including security overviews, compliance information, privacy FAQs, Data Processing Addenda (where applicable), and other documentation supporting customer due diligence.
