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1.    Important information and who we are
This privacy notice gives you information about how the Bottomline group of companies collects and uses your personal data through your use of this website, portals, products and services including any personal data that you provide to us when you sign up to one of our events. 

This privacy notice is issued on behalf of Bottomline Technologies, Inc and the Bottomline group companies listed in section 14 of this notice. When we mention "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the Bottomline group of companies responsible for processing your data. The Bottomline company you purchase a product or service from, or provide your personal data to, will be the controller for your personal data. Bottomline Technologies, Inc. is the controller and responsible for this website. 

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the information set out in the contact details section (section 10). 

Where we process your customer or end user data on your behalf as part of the products or services we supply to you, we will act in accordance with the terms and conditions governing that processing which are contained in your contract with us.

2.    The types of personal data we collect about you
Personal data means any information about an individual from which that person can be identified. 
For the purposes of applicable national and state legislation, we may collect, use, store and transfer different categories of personal data about you which we have grouped together as follows:

  • Contact Data includes first name, last name, any previous names, username or similar identifier, title, position, employer, and date of birth.
  • Business Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes financial, banking or payment data including Paymode payer and payee information.
  • Identity Data includes proof of identification such as passport or driving licence.
  • Transaction Data includes details about payments to and from you/your employer and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website or our products and services. 
  • Profile Data includes your username and password, purchases or orders made by you/your employer, your interests, preferences, feedback and survey responses.  
  • Usage Data includes information about how you interact with and use our website, products and services. 
  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use, create and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific feature in order to analyse general trends in how users are interacting with our products and services to help improve them and our service offering.

3.    How is your personal data collected?
We use different methods to collect data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms, setting up users or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • apply for our products or services;
    • subscribe to our events or publications; 
    • request marketing to be sent to you;
    • enter a competition, promotion or survey; or
    • give us feedback or contact us. 
  • Automated technologies or interactions. As you interact with our website, products and services, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see section 4.6 below on cookies for further details.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources including, without limitation:
    • Contact and Business Data is collected from the following third parties:
      • Dun and Bradstreet
      • OFAC
      • MK Denial
      • LinkedIn
    •  Technical Data is collected from the following third parties:
      • analytics providers such as Google, VWO and mouseflow;
      • advertising networks such as Google Ads, Microsoft Advertising and LinkedIn; and
      • search information providers such as Google Search Console and Bing Web Master.
    • Identity and Financial Data is collected from third party sources such as Creditsafe and Company Registrars

Bottomline does not knowingly collect or distribute any personal data from children. If a child has provided Bottomline with personal data, the parent or guardian of that child should contact Bottomline at DataProtectionOfficer@Bottomline.com  to delete such personal data.

4.    How we use your personal data
4.1   Legal Basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
  • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

4.2    Purposes for which we will use your personal data 
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. If you do not provide personal data we ask for, it may delay or prevent us from providing products and services to you. 

Purpose/Use Type of data Legal basis
To register you as a new customer, user or contact in relation to a new customer (a) Contact (a) Performance of a contract with you
(b) Necessary for our legitimate interests (performance of a contact with your employer or customer)
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Contact
(b) Financial
(c) Transaction
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy notice
(b) Dealing with your requests, complaints and queries
(c) Managing you as a user of our products and services
(d) Analysis of your use of our products and services
(a) Contact
(b) Profile
(c) Marketing and Communications
(d) Usage
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated, operate and improve our business and manage our relationship with you)
To enable you to partake in an event, promotion, competition or complete a survey or carry out market research (a) Contact
(b) Technical
(c) Profile
(d) Usage
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To provide services, support, implementation or professional services, administer and protect our business and this website (including troubleshooting, data analysis, testing, identification of user, system maintenance, support, reporting and hosting of data) (a) Contact
(b) Technical
(c) Usage
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website, product and services content and online advertisements to you and measure or understand the effectiveness of the advertising, products and services we serve to you (a) Contact
(b) Profile
(c) Usage
(d) Marketing and Communications
(e) Technical
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, business, customer relationships and experiences and to measure the effectiveness of our communications and marketing (a) Contact
(b) Technical
(c) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data (a) Contact
(b) Technical
(c) Usage
(d) Profile
(e) Marketing and Communications
Consent, having obtained your prior consent to receiving direct marketing communications Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)
To carry out checks relevant to fraud prevention, anti-money laundering, sanctions and any other compliance matters and other checks required by regulators (a) Contact
(b) Business
(c) Identity
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to confirm who we are providing products/services to)
(d) Consent (having obtained your prior consent when requesting the necessary documents)
To carry out audits and quality control of our systems, finances and processes (a) Business
(b) Transaction
(c) Usage
(d) Profile
(e) Technical
(a) Necessary to comply with a legal obligation
(b) Necessary for our legitimate interests (to verify our systems and processes)
To sell, transfer or merge parts of our business or our assets (a) Contact
(b) Business
(c) Transaction
(d) Usage
(e) Profile
Necessary for our legitimate interests (to be able to sell, transfer or merge parts of our business or our assets)
To comply with legal and regulatory obligations including responding or bring any legal action (a) Contact
(b) Business
(c) Financial
(d) Identity
(e) Transaction
(f) Technical
(g) Profile
(h) Usage
(i) Marketing and Communications
(a) Necessary to comply with a legal obligation
(b) Necessary for our legitimate interests (to bring or defend a legal action)

4.3    Direct marketing 

Often, when your personal data is collected, you may be asked to indicate your preferences for receiving direct marketing communications from Bottomline. In addition, you may receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Business, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications. 

4.4    Third-party marketing 
We will get your express consent before we share your personal data with any third party for their own direct marketing purposes. 

4.5    Opting out of marketing 
You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us in accordance with section 10. 

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product, updates to our terms and conditions and checking that your contact details are correct.

4.6    Cookies
Cookies are small text files placed on a computer by a web server when browsing online and are used to store user preference data so a web server doesn't have to repeatedly request this information. We use the following types of cookies on our website:

  • Essential Cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
  • Personalization cookies: These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.
  • Analytics cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous, unless you provide us with your details on our site. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
  • Advertising cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising. 

Because we respect your right to privacy, you can choose not to allow some types of cookies. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer.

Bottomline does not change its practices in response to ‘Do Not Track’ signals from web browsers.

5.    Disclosures of your personal data
We may share your personal data, where necessary, with the parties below for the purposes set out in the table above.

  • Companies within the Bottomline group of companies.
  • Partners, suppliers or agents involved in delivering the products and services you’ve ordered or used.
  • Companies who are engaged to perform services for, or on behalf of Bottomline to help us run our business.
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. 

We or third parties mentioned above may share your personal data where necessary with the parties set out below. 

  • Law enforcement agencies, courts, tribunals and regulatory bodies as necessary to comply with legal and regulatory obligations.
  • Our and their external auditors in which case the recipient of the information will be bound by confidentiality obligations.
  • Our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6.    Where your personal data is held and international transfers
6.1    Data Location

Your personal data may be held at our offices and offices of Bottomline group companies and those of third parties described in section 5. Some of these third parties may be based outside of the country into we which we originally received the personal data (the “Originating Country”). For more information, including on how we safeguard your personal data when this happens, see below.

6.2    International Transfers
We share your personal data within the Bottomline group of companies and with service providers that carry out certain functions on our behalf. This may involve transferring your data outside the countries in which we are based to our offices in: United States of America, United Kingdom, Switzerland, Singapore, Canada, France, Germany, Israel, Lebanon, Kosovo, India, and Australia.

Whenever we transfer your personal data out of the Originating Country to countries which have laws that do not provide at the same level of data protection as the law of the Originating Country, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:

We use the specific standard contractual terms approved for use in the UK, EU, Switzerland and Singapore which give the transferred personal data the same protection as it has in the Originating Country. 

Bottomline complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union, the United Kingdom and Switzerland to the United States.  To learn more about the Data Privacy Framework program, and to view our certification, please visit https://www.dataprivacyframework.gov/

In compliance with the Data Privacy Framework Principles, where we transfer your personal data to a third party, we require such third parties to provide at least the same level of privacy protection as we do. In addition, we remain responsible and liable under the Data Privacy Framework Principles if that third party processes such personal data in a manner inconsistent with the Data Privacy Framework Principles, unless we prove that we are not responsible for the event giving rise to the damage.

Bottomline has certified to the U.S. Department of Commerce that it adheres to the Data Privacy Framework Principles.  If there is any conflict between the terms in this privacy notice and the Data Privacy Framework Principles, the Data Privacy Framework Principles shall govern.  

In compliance with the Data Privacy Framework Principles, Bottomline commits to resolve complaints about our collection or use of your personal information.  EU, UK and Swiss individuals with inquiries or complaints regarding our implementation of the Data Privacy Framework Principles should first contact Bottomline at: DataProtectionOfficer@Bottomline.com. In addition, Bottomline has further committed to cooperate and comply with the advice of the panel established by the EU data protection authorities (DPAs) and the UK Information Commissioner’s Office (ICO) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved Data Privacy Framework complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please contact the EU DPAs, UK ICO or Swiss FDPIC to file a complaint.  The services of the EU DPAs, UK CIO and Swiss FDPIC are provided at no cost to you. Under certain conditions, to invoke binding arbitration for complaints regarding Data Privacy Framework compliance not resolved by any of the other Data Privacy Framework mechanisms reference Annex I for additional information: https://www.dataprivacyframework.gov/s/article/ANNEX-I-introduction-dpf

The U.S. Federal Trade Commission has jurisdiction over Bottomline’s compliance with the Data Privacy Framework.
 

7.    Data security
We maintain administrative, physical, and technical safeguards and security measures designed to ensure the security of personal data including (i) access controls to information systems and physical locations where data is stored, (ii) fraud prevention controls, (iii) encryption technology, (iv) segregation of duties, (v) appropriate employee background checks, and (vi) incident response policies and procedures for suspected or actual unauthorized access to personal data or systems.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8.    Data retention
8.1    How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Business, Financial and Transaction Data) after they cease being customers.

In some circumstances you can ask us to delete your data: see section 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9.    Your legal rights
You have a number of rights under data protection laws in relation to your personal data. Where the law requires, you have the right to:

  • Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Consumers who reside in US states with applicable data privacy legislation may also request the categories of Personal Data we collect or disclose, the categories of sources of such personal data, the business or commercial purpose for collecting that personal data, and the categories of third parties with whom we share that personal data.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see section 4.5 for details of how to object to receiving direct marketing communications). 
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios: 
    • If you want us to establish the data's accuracy;
    • Where our use of the data is unlawful but you do not want us to erase it;
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; 
    • If you don’t wish us to disclose your personal data to third parties; 
    • If you don’t wish us to use your personal data for a purpose that is materially different from the purpose(s) for which it was originally collected or subsequently authorized to be used for; or
    • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

To exercise any of the above listed rights, please contact us using the details in section 10 below. We will take reasonable steps to verify your identity when you exercise any of the above rights. Please ensure that you keep your contact information up to date and accurate so that we may process your requests in accordance with applicable law and within a reasonable period of time.

Where applicable national or state law requires consumer residents have the right to not be discriminated against (as provided for in applicable law) for exercising the above rights. Further, under California’s "Shine the Light" law California consumer residents have the right, twice in a calendar year, to request and obtain from Bottomline information about personal data Bottomline has shared, if any, with other businesses for their own direct marketing uses. This information, if applicable, would include the categories of personal data and the names and addresses of those businesses with which Bottomline shared personal data for the immediately prior calendar year (e.g., requests made in 2018 will receive information regarding 2017 sharing activities). To request this information, please contact Bottomline as set out in section 10 below.
 

9.1    No fee usually required

You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

9.2    What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

9.3    Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

10.    Contact details
If you have any questions about this privacy notice or about the use of your personal data or you want to exercise your privacy rights, please contact our DPO in the following ways:

11.    Complaints

You have the right to make a complaint at any time to your local regulator for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach them so please contact us in the first instance.

12.    Changes to the privacy notice and your duty to inform us of changes  
We keep our privacy notice under regular review. You can check our website at any time for the latest version. This version was last updated on 8th July 2025. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

13.    Third-party links  
This website and our products and services may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

14.    Bottomline Group Companies

The following are the Bottomline group companies, in addition to Bottomline Technologies, Inc. covered by this privacy notice:

Bottomline Company Country
Bottomline Technologies Limited, Bottomline Payment Services Limited United Kingdom
Bottomline Technologies Sarl, Bottomline Technologies DACH AG Switzerland
Bottomline Technologies PTE Ltd Singapore
Bottomline Technologies (Canada), Inc., Sterci Canada Inc. Canada
Bottomline Technologies SAS, Sterci France SAS, TreasuryXpress SAS France
Bottomline Technologies GmbH Germany
Bottomline Technologies Limited Israel
Bottomline Technologies SDN. BHD Malaysia
Box & Automation Solutions M.E. SAL Lebanon
Bottomline Technologies Kosovo SH.P.K. Kosovo
CapitalCloud India Private Limited India
Bottomline Technologies (Aust) Pty. Ltd Australia