Pin4mPreview — under legal review. This is our working privacy policy while the operating company is being formed and the text is reviewed by counsel. It describes how the service handles information today. It will be replaced by the final version, with the company's legal name and address, before paid plans open.
Effective date: [TBD — set at publication] Operated by: Pin4m ("Pin4m," "we," "us," or "our") Contact: privacy@pin4m.com [placeholder — to be confirmed once email routing is set up]
1. Who we are and what this policy covers
Pin4m is a software service for food businesses (restaurants, cafés, bakeries, and similar operators) that lets them map and register their physical equipment, log temperatures and checks by scanning QR codes, and manage monitoring and maintenance records. This Privacy Policy describes the personal information we collect through the Pin4m application and the pin4m.com website (together, the "Service"), how we use it, who we share it with, and the rights you have.
The Service is a business-to-business tool. Our customers are businesses; the individuals whose information appears in the Service are business owners, their staff, and their service vendors. The Service is not directed at consumers or diners, and we do not knowingly collect information from children.
In this relationship, our customer businesses decide what information about their staff and vendors is entered into the Service; for that information, Pin4m acts as a service provider / processor on the customer's behalf. For information about our own account holders and website visitors, we act as a business / controller.
2. Information we collect
2.1 Account information
When a business creates an account, we collect the account holder's name, email address, and password (passwords are handled by our authentication provider and stored only in hashed form). We also collect organization details the customer provides: business name and locations.
2.2 User and staff information entered by customers
Customers create user accounts for their team members with role-based permissions. This may include staff names and email addresses as entered by the customer, each person's role, and activity records associated with their account (for example, who submitted a temperature log or approved a repair).
2.3 Equipment and operational records ("Customer Data")
Information the customer records about its own operations, including:
- Asset registry: equipment names and types, where each item sits within a scanned floor plan, purchase and service details, and temperature thresholds.
- Photos and documents: photographs of equipment (including manufacturer serial/model labels), permits and licenses, inspection and service reports, and "proof of work" photos taken when a task is marked done. To pre-fill fields, photos of labels, permits and reports may be sent to an AI model provider (currently Anthropic) for text extraction; the provider processes them to return the extracted fields and does not use them to train its models. Photo metadata: when a photo is taken or uploaded we keep its embedded metadata — the time it was taken, the camera/device model, and, if the phone's location setting is on, the GPS coordinates — together with a cryptographic fingerprint of the file. We use this only to show whether a proof-of-work photo was taken live and on the date claimed. You can turn off location for the camera in your phone settings; the feature then simply shows the photo as unverified.
- Floor-plan scans: room geometry captured with a phone's LiDAR/RoomPlan capability, used to build the equipment map.
- Maintenance records: repair tickets, approval decisions (including who approved them), and dollar amounts.
- Temperature and checklist logs: values and entries submitted by staff, either in the app or through public QR pages (see Section 2.5).
- Vendor directory: names, phone numbers, and email addresses of service companies the customer adds.
2.4 Automatically collected technical information
When you use the Service, we and our hosting providers automatically receive technical data such as IP address, device and browser type, operating system, pages and features used, and timestamps. This is used for security, debugging, and operating the Service. See Section 7 (Cookies) for website specifics.
2.5 Public QR pages
Each registered asset may have a public QR code. Scanning it opens a token-gated page — no login required — that shows limited information for that single asset (its name, the store name, and the reading it expects) and accepts fault reports and readings (temperatures, sanitizer concentrations). When submitting, the person enters their name and may optionally enter a phone number so a manager can call back; these are stored with the submission in the owning customer's account. The page remembers the name and language choice on that phone only (browser storage). Our hosting providers' standard technical logs (see 2.4) apply to these pages as to any other; we do not create accounts for submitters. Submissions are rate-limited per asset to prevent abuse, and the customer can retire an asset's QR token.
2.6 Sensor data (future feature)
If a customer connects temperature sensors, the Service will receive temperature telemetry from the sensor provider's cloud service (for example, SensorPush or SwitchBot) via that provider's API, and associate readings with the customer's assets. This section will be updated, and affected customers notified, before sensor integrations are enabled. [TBD: finalize once the first sensor partner is selected.]
2.7 Phone contacts (iOS app)
In the iOS app, a user may choose to import people from their phone's address book into the business's contact directory (for example a technician or landlord). The app asks for the phone's Contacts permission and uploads only the entries the user selects (name, company, phone numbers, email, job title). It does not read or upload the rest of the address book.
2.8 What we do not collect
We do not collect payment card information (paid plans, when introduced, will be processed by a third-party payment processor), information from end consumers/diners, continuous location tracking of individuals (photo location metadata is described in 2.3), or biometric identifiers. The Service is not intended for anyone under 18, and we do not knowingly collect children's information.
3. How we use information
We use the information described above only to:
- Provide, operate, and secure the Service (accounts, authentication, role-based access, data storage).
- Display and maintain the customer's equipment map, registry, logs, and maintenance history.
- Deliver features the customer enables, such as alerts about out-of-range temperatures or pending repairs [via email and, in the future, LINE messaging].
- Provide customer support and respond to requests.
- Maintain security, prevent abuse, and debug problems.
- Comply with legal obligations and enforce our Terms of Service.
- Improve the Service using aggregated, de-identified statistics (for example, average equipment failure patterns across many businesses). Aggregated data of this kind no longer identifies any individual or business.
4. Our promise: we do not sell your data
We do not sell personal information, and we do not "share" personal information for cross-context behavioral advertising, as those terms are defined under California law (CCPA/CPRA). We have not done so in the past and have no plans to do so.
Our future business plans may include (a) benchmark reports built exclusively from aggregated, de-identified data, and (b) a service-provider directory/lead network in which service providers — not customer data — are the paying party. Neither involves selling any customer's or individual's data, and any directory listing of a vendor occurs only with that vendor's own participation. If this position ever changes, we will update this Policy and obtain any consent the law requires before any such use begins.
5. Who we share information with
We share information only with the service providers ("sub-processors") that run the Service for us, and only to the extent needed for them to do so:
| Sub-processor | Function | Notes |
|---|---|---|
| Supabase | Database, authentication, file storage | Data stored in the United States (us-west-1 region) |
| Vercel | Application hosting and delivery | Hosts the Pin4m application |
| Cloudflare | DNS, domain registration, website security | — |
| Anthropic | AI text extraction from photos of labels, permits and reports | Only the photos a user submits for "scan" features; not used for model training |
| Sensor cloud providers (future; e.g., SensorPush, SwitchBot) | Temperature telemetry delivery | Only if the customer connects sensors; only that customer's telemetry |
We may also disclose information: (a) if required by law, court order, or lawful government request; (b) to protect the rights, safety, or security of Pin4m, our customers, or the public; or (c) in connection with a merger, acquisition, or sale of assets, in which case we will notify account holders before their information becomes subject to a different privacy policy.
Within a customer's organization, information is visible according to the role-based permissions the customer configures (for example, a "Viewer" role does not see dollar amounts). Each customer is responsible for the roles it assigns.
6. Data retention
We retain Customer Data, including superseded floor-plan versions (kept as history), for as long as the customer's account is active, so that the customer can use its records (for example, when dealing with health inspectors, insurers, or landlords). When an account is closed, we delete or de-identify Customer Data within [TBD — retention window after account closure, e.g., 30 days, except routine backups which cycle out within a further defined period] — see the open-decisions flag below. We retain limited account and transaction records where the law requires (for example, tax and accounting records).
The exact post-closure deletion window will be stated in the final version.
7. Cookies and the website
The pin4m.com website uses cookies and similar technologies that are strictly necessary for the site and the application to function (for example, keeping you signed in and remembering security settings). [TBD before launch: if analytics or any non-essential cookies are added to the marketing site, this section must be expanded and a cookie notice/consent mechanism added first.] We do not use advertising trackers, and we do not sell or share cookie data.
8. Security
We protect information using measures appropriate to a service of this kind, including: encryption in transit (HTTPS) on all connections; encryption at rest provided by our infrastructure providers; a multi-tenant design in which each customer's data is isolated by row-level security rules in the database; role-based access controls within each organization; and access tokens for public QR pages that can be revoked. No system is perfectly secure, but we work to protect your information and to detect and respond to incidents.
9. Your rights (all users)
Subject to applicable law, individuals may request to access, correct, or delete their personal information, and account holders can update much of their information directly in the Service. Staff members and vendors whose information was entered by a customer should direct requests to that customer first; we will support the customer in responding, and we will also accept requests directly at privacy@pin4m.com and route them appropriately.
If your account is closed, you may export your Customer Data before closure (data export is being added before paid plans open); after closure, data is handled per Section 6.
10. California privacy rights (CCPA/CPRA)
If you are a California resident, you have the right to:
- Know what categories of personal information we collect, the categories of sources, the purposes, and the categories of recipients — all described in Sections 2, 3, and 5 of this Policy;
- Access the specific pieces of personal information we hold about you;
- Delete your personal information, subject to legal exceptions;
- Correct inaccurate personal information;
- Not be discriminated against for exercising any of these rights.
Sale/sharing: As stated in Section 4, we do not sell or share personal information, so there is no need to opt out. We honor this position for all users, not only Californians.
To exercise a right, contact us at privacy@pin4m.com. We will verify your identity (and, where relevant, your relationship to the customer account) and respond within the timeframe required by law (generally 45 days, extendable once by a further 45 days with notice). You may use an authorized agent; we may require proof of authorization.
11. Children's privacy
The Service is a business tool intended for adults operating or working at food businesses. It is not directed to children under 13 (or under 18 for account holding), and we do not knowingly collect information from children. If you believe a child's information has been provided to us, contact privacy@pin4m.com and we will delete it.
12. International users
The Service is operated from the United States and data is stored in the United States (us-west-1). If you access the Service from outside the US, your information will be transferred to and processed in the US, which may have data-protection laws different from your jurisdiction.
13. Changes to this Policy
We may update this Policy from time to time. We will post the revised version with a new effective date and, for material changes, notify account holders by email or in-app notice before the change takes effect. Continued use of the Service after the effective date constitutes acceptance of the updated Policy.
14. Contact us
Questions or requests about this Policy or your information:
Pin4m (operating company in formation — legal name and address will appear here) Email: privacy@pin4m.com Website: https://pin4m.com
Preview version prepared 2026-10-27. Reflects the service as built on that date.