Terms of Service

Takes effect at launch.

These terms are an agreement between BatchlyHQ LLC, an Ohio limited liability company ("BatchlyHQ", "we", "us"), and the business that signs up for BatchlyHQ ("the shop", "you"). By creating a business on BatchlyHQ, or by using it on a business's behalf, you agree to them. If you sign up for a business, you confirm you are allowed to agree for it.

1. What BatchlyHQ is

BatchlyHQ is software for ice cream shops: recipes and their costs, production runs and batch codes, inventory of flavors, ingredients, and supplies, requests between locations, invoices, and label printing. We provide it over the web, in an iPhone and iPad app, and through a print agent that runs on a computer at your shop.

2. Your business and the people in it

• The shop is our customer. The people you invite (owners, managers, staff, and anyone who unlocks a shared device with a PIN) use BatchlyHQ on your behalf. You decide who is invited and what each person may do, and you are responsible for what they do in your business.
• Keep sign-ins safe. Each person keeps their own password, passkey, and authenticator to themselves. Tell us at once if you think someone has got into your business who should not have.
• Accurate information. Keep your business's details, and the owner's email address, up to date, so we can reach you.

3. Your labels and your food

BatchlyHQ prints what you enter. You are responsible for every label and every product you sell: its ingredients, its allergens, its claims and certifications, its dates, and its weights and sizes, and for checking them against your own suppliers' labels and the law that applies to you. BatchlyHQ helps you work these out (for example by listing allergens from your ingredients, reading an ingredient's label from a photo, or offering an ingredient from our catalog), but it can be wrong, and an ingredient you add from a photo or our catalog is marked to be checked for that reason. Nothing in BatchlyHQ is a food-safety, nutrition, labeling, or legal review.

4. Your data

• It is yours. Your recipes, costs, prices, counts, invoices, label designs, people's names, and everything else you put in BatchlyHQ belong to you.
• What we may do with it. You let us store, copy, process, and show your data only to run BatchlyHQ for you, keep it secure, back it up, support you, and fix problems.
• Two things beyond that, said plainly.
  1. Our ingredient catalog. To decide which ingredients to add to the catalog every shop can use, we may look at ingredient names, manufacturers, and how many shops use them across BatchlyHQ. We never use your recipes, amounts, prices, or costs for this, and never show one shop's data to another.
  2. Improving BatchlyHQ. We may use information about how BatchlyHQ is used, combined across shops so that no shop or person can be identified, to improve it.
• Export. You can download your business's data at any time from Settings, as long as your business exists, including while it is read-only and for 30 days after it closes.

5. Reading invoices and labels

When you upload, scan, or email an invoice, or photograph an ingredient's label, the file is sent to Anthropic, which reads it for us. Under Anthropic's commercial terms it is never used to train their models, and Anthropic deletes it within 30 days (longer only if it is flagged as breaking Anthropic's usage policy, or if the law requires). A person in your business checks what was read before anything is saved. A label's photos are not kept after they are read; an invoice's file is kept with the invoice as described in our Privacy Policy.

6. Our access to your business

BatchlyHQ staff may look at a business's data when needed to run, secure, and support the service, or to answer a request from you. Every such look is logged. An owner may also let our support team in, read-only, for a set time, from Settings, and may end it at any time.

7. Fair use

Don't use BatchlyHQ to break the law, to get into another business or another person's account, to interfere with the service or test it for weaknesses without our written permission, to copy or resell it, or to send us anything harmful. We may limit or suspend access that does, and will tell you why where we can.

8. Price, trials, and payment

The plan and price for your business are the ones shown in BatchlyHQ or on our website when you choose them. A trial is free for the time shown, after which the business becomes read-only until a plan is chosen. When payment by card is offered, it is taken by Stripe, which sells on our behalf as merchant of record and handles sales tax. Fees are not refunded except where the law requires it or we say otherwise in writing. We will tell you at least 30 days before a price you pay goes up.

9. Closing and leaving

• You can close your business from Settings at any time. It stays open until the end of the period you have paid for; after that you have 30 days to reopen it or export your data. Its data is then kept for up to a year in case it needs to be recovered, and deleted after that. Backups that include it are deleted within 30 days after.
• A person can delete their own account from their account page, and can undo it for 30 days. An owner who is the only owner of a business must close the business or hand it on first.
• We may close a business that breaks these terms, or if we stop offering BatchlyHQ, with at least 30 days' notice where we can, enough time to export.

10. Changes to BatchlyHQ and to these terms

BatchlyHQ changes as we improve it. We may change these terms; we will tell the owner by email at least 30 days before a change that matters takes effect. Using BatchlyHQ after that means you accept the change.

11. No promises beyond these

We work hard to keep BatchlyHQ running and your data safe, but we provide it "as is" and "as available". To the extent the law allows, we make no other promises, including that it will always be available, free of errors, or fit for a particular purpose. We do not yet promise a level of uptime.

12. Limits on what we owe

To the extent the law allows: neither side is responsible to the other for indirect or consequential losses, such as lost profits, lost sales, or spoiled product; and our total responsibility to you for any claim about BatchlyHQ is limited to what your business paid us in the 12 months before the claim (or $100, if more). Nothing here limits what cannot be limited by law.

13. Your responsibility to us

If someone makes a claim against us because of a product you sold, a label you printed, data you put in BatchlyHQ, or your breaking these terms, you will cover our reasonable costs of it.

14. Ohio law

These terms are governed by the laws of the State of Ohio. Any dispute goes to the state or federal courts in Hamilton County, Ohio.

15. Contact

Questions about these terms: [email protected]. Help with BatchlyHQ: [email protected].