Privacy Policy

When you use the Services, we may collect Information in the following categories:

• Personal Information — information that identifies you, such as your name, email address, telephone number, job title and company.
• Non-Personal Information — information that does not, on its own, identify you. If we combine Non-Personal Information with Personal Information, we treat the combined data as Personal Information.

The Information we may collect includes:

• Details you provide when you sign up, book a demo, contact us, join a waitlist or otherwise interact with forms on the Website.
• Account credentials and profile information you create within the HeyBen platform.
• Financial and business data you upload, import or connect, including bank statements, invoices, receipts, ledgers, payroll records, contacts, and data from integrated sources such as bank feeds, payment processors, e-commerce platforms and other accounting tools.
• Communications you send to us by email, chat, support tickets, phone or messaging apps such as WhatsApp.
• Usage and technical data, such as your IP address, device and browser type, operating system, referring URLs, pages viewed and timestamps. When you use the Services on a mobile device, that device may also share approximate location data, which you can usually disable in device settings.

We collect Information directly from you (for example, when you fill in a form, upload a document or connect an integration), automatically through your use of the Services, and from third-party sources you authorise (for example, a bank feed provider or payment processor).

We use cookies and similar technologies — such as pixels, local storage and web beacons — to operate the Services, remember your preferences and understand how the Website is used. We use the following categories:

• Strictly necessary — required for sign-in, security and core functionality.
• Performance and analytics — help us understand traffic patterns and improve the Services.
• Functional — remember settings such as language preference.

You can disable cookies in your browser or device settings, but some features may no longer work as expected.

Some browsers transmit a “Do Not Track” (DNT) signal. There is no industry-wide standard for how to interpret these signals, and the Services do not currently respond to DNT requests. You can still manage tracking through cookie and browser controls.

We use your Information to:

• Provide, operate, maintain and improve the Services.
• Process the financial and business data you submit so we can produce ledgers, reports, reconciliations and other accounting outputs.
• Authenticate users, secure accounts and detect or prevent fraud, abuse or activities that violate our terms.
• Communicate with you about your account, transactions, support requests, product changes and policy updates.
• Send marketing communications where you have opted in or where permitted by law — you can opt out at any time.
• Generate aggregated or de-identified data for analytics, research and product development. Such data does not identify you and may be retained and used indefinitely.
• Comply with legal, accounting, tax and regulatory obligations applicable to us or to you.

We do not sell your Personal Information. We share Information only in the limited circumstances below:

• Service providers — vendors that help us run the Services, such as cloud hosting (including Amazon Web Services), data storage, email delivery, customer support, analytics, and security tooling. They process Information on our behalf under written contracts and are not permitted to use it for their own purposes.
• Integrations you choose to connect — when you link a third-party service (for example, a bank feed, payment processor, e-commerce platform or other accounting tool), data flows between that service and HeyBen as needed to deliver the integration. Their handling of your data is governed by their own privacy policies.
• Your accountant or team — Information is visible to users you invite into your HeyBen workspace, including any external accountant, bookkeeper or advisor you grant access to.
• Legal and safety — to comply with a court order, warrant, subpoena, lawful regulatory request or other legal process; to enforce our terms; to protect the rights, property or safety of HeyBen, our users or the public; or to investigate suspected fraud or wrongdoing.
• Corporate transactions — in connection with a merger, acquisition, financing, reorganisation or sale of all or part of our business or assets. We will require any successor to honour this Policy or notify you of material changes.

We may share aggregated or de-identified data with third parties for any lawful purpose.

HeyBen is based in Hong Kong and our infrastructure runs on cloud providers (including Amazon Web Services). Your Information may be processed and stored in jurisdictions outside Hong Kong. Where required by law, we put in place appropriate safeguards for cross-border transfers.

We protect your Information with a combination of technical and organisational controls, including TLS in transit, encryption of sensitive fields (such as bank account numbers) at the field level using AES-256, encrypted backups, least-privilege access for our team, and continuous monitoring. No system is perfectly secure, but we continually review our practices to keep them current.

We retain your Information for as long as your account is active, as needed to provide the Services, and as required to comply with our legal, accounting and tax obligations. When data is no longer needed we delete or anonymise it. You can request export or deletion at any time — see “Your Rights and Choices” below.

Subject to applicable law, you have the right to access, correct, update, port or delete Personal Information we hold about you, and to object to or restrict certain processing. You may exercise these rights — or ask questions about how we process your Information — by emailing privacy@heyben.ai.

You can also adjust marketing preferences inside the product, unsubscribe via the link in our marketing emails, or reply STOP to any promotional SMS. We may still send you service messages (such as security alerts and billing notices) that are necessary to operate your account.

The Services are intended for businesses and professional users. We do not knowingly collect Personal Information from children under 13. If we learn we have collected Personal Information from a child under 13 without parental consent, we will delete it. Parents or guardians may contact us at privacy@heyben.ai.

The Website may link to third-party sites or services that we do not operate. This Policy does not apply to those sites, and we are not responsible for their content or privacy practices. Please review the privacy policies of any third-party site you visit.

We may update this Policy from time to time. When we do, we will revise the Effective Date at the top and, if the changes are material, take reasonable steps to notify you — for example, by email or an in-product notice. Your continued use of the Services after an update means you accept the revised Policy.

For any questions or requests about this Privacy Policy or your Information, please contact:

HeyBen Limited
Email: privacy@heyben.ai
Security issues: security@heyben.ai