Privacy Policy

1. Who we are and what this policy covers

This policy explains how Apprication LLC handles information across quickveehq.com, the Quickvee HQ web application, and the Quickvee HQ iPhone app (together, the “Service”).

Quickvee HQ is an inventory and ERP platform for merchants. Each merchant organization's data is kept isolated from every other organization's. Accounts are created and managed on the web at quickveehq.com; the iPhone app is a companion for people who already have an account, and it does not offer account creation or any purchase.

2. Information we collect

Account and identity data

• Name, email address, and password. Passwords are stored only as a salted hash — never in plaintext.
• Two-factor authentication secrets, where a user chooses to enable TOTP two-factor authentication.
• Organization membership and role and permission assignments.
• Session and authentication tokens. In the iPhone app, tokens are held in the device's iOS Keychain, never in general app storage.

Billing and subscription information

If an organization subscribes to optional paid features, we collect the billing contact name and email, the billing address, subscription status and history, AI credit balances and usage, and records of transactions such as amounts, dates, and invoices.

Card and bank account details are collected and processed directly by our payment processor and are not stored on our systems. We receive only limited information such as the card brand, the last four digits, and the expiration date, which we use to identify the payment method on file.

Merchant business data

The substance of the product: inventory items, stock levels and movement history, warehouses, purchase orders, sales orders, invoices, bills, vendor and customer contact records, and uploaded documents and images. This data belongs to the merchant organization; we process it on the merchant's behalf.

Camera and barcode scanning

The iPhone app requests camera access solely to scan product barcodes. See section 4 for the full description.

Operational and technical data

• Server logs, including IP address, timestamps, and requested URLs, retained for security and troubleshooting.
• Error and diagnostic reports.
• Device and app version information sent with mobile API requests.

3. How we use information

We use information to operate the Service, authenticate users, secure accounts, provide support, send transactional email such as password resets and document notifications, and meet our legal obligations. Billing information is used to process payments, manage subscriptions and credit balances, issue invoices and receipts, and meet tax and accounting obligations.

We do not use information for advertising and we do not use merchant business data to build marketing profiles.

4. Camera and barcode scanning

Camera access is requested at the moment you first use a scanning feature, and you can decline or revoke it in iOS Settings at any time. Declining camera access disables scanning; the rest of the app continues to work.

5. How information is shared

We share information with service providers that help us operate the Service, each limited to what its function requires. These providers fall into the following categories:

• Cloud hosting, computing, and database infrastructure.
• File and image storage.
• Transactional email delivery.
• Subscription billing and payment processing, for optional paid features.
• Payment processing and merchant underwriting, where a merchant uses Quickvee HQ payment features. Payment application data submitted by merchants is stored encrypted.
• AI model providers, where your organization uses AI features such as the built-in assistant. The questions you submit and the business records needed to answer them are processed by our AI model provider to generate the response. Our provider is contractually prohibited from using this data to train its models or for any purpose other than providing the service to us.

All of these providers process data in the United States. Each is contractually required to protect the information it handles and to use it only to provide services to us. A current list of our service providers is available to customers on request at privacy@quickveehq.com.

We may also disclose information where we are legally compelled to do so, and in connection with a merger, acquisition, or other business transfer, in which case this policy continues to govern the transferred information or you will be notified of a new one.

6. Data retention

We retain your information for as long as your account is active. When an organization closes its account, we retain its data for 30 days and then permanently delete it. The 30-day window gives you time to export your records or to reopen the account if the closure was a mistake. See Account & Data Deletion.

Two narrow exceptions survive that window:

• Unused AI credits. If you close your account with an unused AI credit balance, we keep a minimal record consisting of your account email address and the remaining balance, so that the credits can be restored if you return. This record contains no business data — no items, orders, contacts, or documents. You can ask us to delete this record at any time by writing to privacy@quickveehq.com, which permanently forfeits the remaining credit balance.
• Legal and financial records. We retain records we are required to keep to meet legal, tax, and accounting obligations, including transaction and invoice records, for the period those obligations require.

Backups are rotated on a regular schedule, so deleted data may persist in backups for a short period after deletion before being overwritten.

7. Security

We maintain safeguards appropriate to a business system that holds operational and financial records:

• Encryption. Data is encrypted in transit and at rest.
• Credentials. Passwords are stored only as salted hashes and are never retrievable in plaintext by anyone, including us. Two-factor authentication is available to every user and is recommended for accounts with administrative access.
• Organization isolation.Each organization's data is isolated from every other organization's, enforced at both the application and database layers.
• Access control.Within an organization, access to records is governed by the roles and permissions that organization's administrators assign.
• Mobile devices. Credentials on the Quickvee HQ iPhone app are held in the iOS Keychain, the secure storage iOS provides for sensitive data.
• Payment details. Card and bank details for paid features are handled by our payment processor. We do not store full card numbers on our systems.
• Operational access. Access to production systems is restricted to authorized personnel and is logged.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your account has been accessed without your authorization, contact us immediately at support@quickveehq.com.

8. Your rights and choices

You may request access to your information, correct it, export it, or delete it. For deletion, follow the steps on Account & Data Deletion. For anything else, write to privacy@quickveehq.com from the email address on the account.

Within a merchant organization, that organization's administrator controls user accounts — including adding and removing members — so some requests are handled by your own administrator rather than by us.

9. Children's privacy

Quickvee HQ is a business product. It is not directed to children under 13 — or under 16 where that age applies — and we do not knowingly collect their information. If you believe a child has provided us information, write to privacy@quickveehq.com and we will delete it.

10. International users

Quickvee HQ is operated from the United States, and information is processed in the United States. If you use the Service from elsewhere, you understand that your information is transferred to and processed in the United States.

11. Changes to this policy

If we change this policy, we will update the effective date at the top of this page and, for material changes, notify account owners by email. Continuing to use the Service after a change means the updated policy applies.

12. Contact