Privacy

Last updated October 31, 2026

Billmation does utility accounting for property management companies. This page covers two different things: this website, and the billback service we run for operators. They handle different data, so they are described separately.

This website

The only thing this site collects is what you type into the pilot request form: your company, your name, your email, your portfolio size or bed count, the property management system you use, your current utility billing method, and any message you write.

That form is handled by a third-party form service, which stores the submission and emails it to us. We use it to reply to you and for nothing else. We do not sell it, we do not add you to a mailing list, and we do not pass it to anyone beyond that form service and our own email.

This site sets no cookies. There is no analytics, no advertising pixel, no session recording, and no third-party script on the page. If we turn on spam verification later, that will add a challenge script from a third party, and this page will say so.

Our hosting provider keeps standard server logs — IP address, requested page, browser string, and timestamp — for its own security and abuse prevention.

The billback service

When an operator engages us, utility bills arrive by email at an address we provide for that property. We store those bills, read the charges from them, and combine them with the operator's rent roll to produce the billback workbook and the accounts-payable file their accounting team uses. That is the entire purpose, and the only use.

What is involved

• Utility bills. Account numbers, service addresses, meter readings, usage, and amounts.
• Rent rolls and meter reads. These come from the operator and include resident names, unit numbers, lease identifiers, and occupancy dates, because a billback cannot be calculated without knowing who occupied the unit and for how long.
• Resident contact details. Where an operator asks us to send statements or notices to residents, we hold the email address or mailing address that operator gives us for them.
• Property and vendor records. Utility account lists, vendor names, and the operator's chart-of-accounts coding.

This data is held with our cloud hosting and file-storage provider, and with our email provider. Each property's bills and rent rolls are held separately rather than in one shared pool.

Access to a property's data is limited to the people doing that property's billback. Files are encrypted in transit and at rest, and nobody reaches a property's data with a shared password: each person signs in individually through our access provider.

We do not sell this data. We do not use resident information for marketing or for any purpose other than the operator's own billback and accounting.

Billing itself runs through the operator. Charges go onto the operator's own ledger and are paid to the property, not to us: we never take payment from a resident, never hold a resident's card or bank details, and never carry a resident balance. Statements are issued in the property's name, so a resident who replies reaches the leasing office rather than us. If an operator asks us to send statements or notices to residents on its behalf, we use the contact details the operator provides, and we send only what that operator instructs: the statement, and where the operator asks for it, a copy of the utility bill the charge was calculated from. Nothing is added to those emails for marketing, and the contact details are not used for anything else.

We disclose this data otherwise only when the law requires it — a subpoena, court order, or other valid legal demand — and then only the records the demand actually covers.

How long we keep things

Different files have different jobs, so retention is deliberately uneven.

• Utility bill files are kept. They are the evidence behind a billback charge and can be needed long after the month closes.
• Rent rolls and finished workbooks are pruned. For each property we keep every open month plus the most recently closed one. Once a month has been closed, older months have their rent roll and workbook files removed.
• Bank statements used in reconciliation are deleted once the reconciliation is finished. When a reconciliation has been completed and its result filed in the operator's own records, the statement and reconciliation files are removed from our storage. A record of what was removed and when is kept, so the trail is not lost.

Your choices

You can ask us to delete a pilot request, or ask what we hold for a property, by writing to [email protected]. If you are a resident, please contact your property manager first: they hold your lease, and we handle the property's utility data on their instruction.

Changes

If this page changes in a way that matters, the date at the top will change with it.

Questions: [email protected]