Privacy Policy
What BatchlyHQ collects, why, who else handles it, and how long it is kept.
Takes effect at launch.
This policy says what BatchlyHQ LLC ("BatchlyHQ", "we") collects when a shop and its people use BatchlyHQ, what we do with it, who else handles it, and how long we keep it. The shop decides what goes into its business; for most of what is below, we act on the shop's behalf.
1. What we collect
About people who sign in
- Name and email address.
- A password (stored only as a one-way hash), and any passkey or authenticator you add.
- Your sessions: the device's browser and the IP address it signed in from.
- Your settings and which notifications you want.
About people who use a PIN on a shared device
- First and last name, and the PIN. A PIN is stored so that an owner can see it and give it back (as most point-of-sale systems do); it is left out of exports and hidden from our support team.
About your shop's devices
- For a shared device or the print agent: its name, the IP address it last connected from and a short history of addresses, and, for the agent, the computer's name, system, and network addresses on your shop's network.
What your business puts in
- Recipes, ingredients, supplies, flavors, prices, costs, counts, production runs, batch codes, requests, labels, printers, suppliers, and invoices (the file, and the lines read from it).
- A log of who did what in your business.
When you send feedback
- What you write, and the page, screen, and version you sent it from.
When you write to us from our website
- Your name, email address, and shop, and what you write, kept so we can answer you; and, to check that a person is sending it, what Cloudflare's check (Turnstile) reads from your browser and your IP address.
In BatchlyHQ itself we use no advertising, analytics, or tracking of any kind. Our website counts its visits with Cloudflare Web Analytics, which sets no cookie and does not follow anyone from site to site.
2. Why we use it
To run BatchlyHQ for your shop; to sign people in and keep accounts secure; to send the emails and notifications you ask for (invitations, password resets, alerts, digests, notices about your plan); to read invoices and labels when you ask; to support you and fix problems; to back up your data; and, as our Terms of Service describe, to choose ingredients for our shared catalog (from ingredient names, manufacturers, and counts only) and to improve BatchlyHQ from usage combined across shops. We do not sell personal information, or share it for advertising.
3. Who else handles it
| Company | What for | What they receive |
|---|---|---|
| DigitalOcean (US, New York) | Hosting and the database | Everything stored in BatchlyHQ |
| Backblaze (US West) | Off-site backups | The whole database, encrypted before it leaves us with a key only BatchlyHQ holds |
| Cloudflare | Our domain, our website and its visit counts, checking that a person sent our website's contact form, and receiving invoices by email | Web traffic passing through; the contact form's check; emailed invoices on their way to us |
| Resend | Sending email | Your email address and the email's contents |
| Anthropic | Reading invoices and ingredient labels | The invoice's file or text, or the label's photos; never used to train their models, and deleted by Anthropic within 30 days (longer only if flagged under their usage policy, or required by law) |
| Sentry | Error reports | Technical details of an error, with a business's and a person's internal ids; never a name, email, or what was typed |
| Apple, Google, Mozilla | Push notifications to your devices | The notification's title and text |
| GitHub | Our private record of feedback and bugs | Feedback you send, with your business's name, location, and role, only when we choose to file it; never your name |
| Stripe (when payment by card is live) | Taking payment, as merchant of record | Billing name, address, and card, which Stripe holds; we keep only Stripe's reference numbers |
We may share information if the law requires it, to protect people's safety, or with a buyer of BatchlyHQ, who would be bound by this policy.
4. Cookies and storage on your device
BatchlyHQ uses one cookie, to keep you signed in. It also keeps a few settings in your browser's storage: the business and location you chose, your theme, a shared device's sign-in, and the last person to unlock it. No advertising or tracking cookies.
5. How long we keep it
- While your business is open, its data is kept so the business
works, with these exceptions:
- an invoice's file (its PDF or photos) is deleted 12 months after the invoice is applied, or 12 months after it was uploaded if it never was; what was read from it, its prices and its record stay;
- an ingredient label's photos are not kept at all after they are read;
- the images sent to print a label are deleted after 30 days (the record of what was printed stays);
- notifications are deleted after 90 days.
- When a business closes, it stays reopenable for 30 days, and its data is then kept for up to a year so it can be recovered, then deleted. A trial that ends without a plan is kept read-only for 60 days, then archived for 30, then deleted.
- When a person deletes their account, it can be undone for 30 days, then is deleted.
- Backups are kept for 30 days, so anything deleted is gone from backups within 30 days after.
- Our log of who at BatchlyHQ looked at a business is kept for 12 months, and deleted with the business.
6. How we keep it safe
Each business's data is kept apart from every other's in the database itself; data travels encrypted; backups are encrypted before they leave us; our staff sign in to our own tools with a second step, and every look at a business is logged; an owner decides whether our support team may look, and for how long.
7. Your choices and rights
You can see and change your name, email, password, passkeys, and notifications on your account page; an owner can export the business's data; and you can delete your account. To ask for a copy of your personal information, or for it to be corrected or deleted, write to us at [email protected]. Where your shop controls the data (for example a PIN's name), we may pass the request to your shop. Depending on where you live, you may have further rights, and we will honor them.
8. Children
BatchlyHQ is for businesses and is not meant for children under 13. A shop may invite teenage staff; the shop is responsible for doing so lawfully.
9. Changes
We will tell owners by email before a change to this policy that matters takes effect, and show the date it changed at the top.
10. Contact
BatchlyHQ LLC, Ohio. Privacy questions: [email protected]. Help: [email protected].