Privacy policy

Who this covers

This policy covers the VendBeacon website and app at vendbeacon.com. It applies to the businesses that subscribe ("customers"), the people those businesses add as members or crew ("users"), and visitors to the site. A customer decides what business data goes into VendBeacon; we process it on their behalf.

What we collect

• Account data: your email address, name, and the business you belong to, with your role in it.
• Business operations data your business enters: trucks and their dimensions, compliance documents you upload, events, permits, routes, places, inventory, deliveries and receipt photos, schedules, shifts, and time-clock entries.
• Crew contact data: names and mobile numbers your business adds to its crew list, and each person's replies to schedule texts. Hourly rates, if entered, are visible only to the business's owners and admins.
• Location: when you use turn-by-turn navigation, your device's position is used in the browser to follow the route and to re-route. Positions are not stored on our servers.
• Connected services: if your business connects Square, we store an encrypted access token and read sales and catalog data for the locations and items you map. Billing runs through Stripe; we store Stripe's customer and subscription identifiers, never card numbers.
• Technical data: standard server logs (IP address, browser, pages requested) kept for security and troubleshooting.

How we use it

To run the service for your business: plan truck-safe routes, keep documents current, schedule crews, track stock and hours, send the schedule texts described in our text message program, and bill subscriptions. We also use it to secure the service and to respond to support requests. We do not sell personal data and do not use it for advertising.

Who we share it with

Only service providers that run parts of VendBeacon, and only what each needs: Supabase (database, authentication, file storage), Vercel (hosting), Stripe (billing), Twilio (text messages), Google Maps and HERE (addresses, routing, map images, weather), Anthropic (the trip planner reads the trip you describe and your saved places, trucks, and events to plan it; receipt photos are read to extract line items), and Square (only for businesses that connect it). Each provider is bound by its own privacy terms. We disclose data when the law requires it.

Text messages

Crew members receive schedule texts only after replying YES to a single opt-in text. Replying STOP ends them. Mobile numbers are used only to send those texts and to match replies to shifts, and are never shared with third parties or affiliates for marketing. Details are on the text message program page.

Retention and deletion

Data stays for as long as your business keeps its account, because past events, sheets, and timesheets are the records the business relies on. When a business closes its account we delete its data within 30 days, except billing records we must keep for tax and accounting purposes. A user removed from a business loses access at once; their past shifts and time entries remain in the business's records. Server logs are kept for 30 days.

Your rights

You can see and change your account details in Settings. To get a copy of your data, correct it, or have it deleted, email us; if you are a crew member, your employer holds the business records, and we will work with them to fulfil the request. We answer within 30 days.

Security

Data is encrypted in transit and at rest, access is scoped to your business, uploaded documents are served only through short-lived signed links, and connected-service tokens are stored encrypted. No system is perfectly secure; if we learn of a breach affecting your data, we will tell you.

Children

VendBeacon is for businesses and their staff and is not directed at anyone under 16.

Changes and contact

We will post changes here with a new date and, for material changes, tell customers by email. Questions or requests: support@vendbeacon.com. See also our terms of service.