Privacy Policy

This policy explains which personal data Epidom handles, why, who receives it, how long we keep it and how you can use your rights. We only describe what the product actually does today.

Epidom is operated by Prionation, which is responsible for the personal data described in this policy. Our contact details are at the end of this page.

• Store owners use Epidom to record their own customers, orders and staff. If you are a customer or a staff member of a store, that store decides what it records about you, so contact the store first. You can also write to us and we will help.

Depending on how you use Epidom, we handle these categories of data:

• Account data: your name, email address, optional phone number, language and time zone, and your password in hashed form. If you sign in with Google, we receive the basic profile details Google shares, such as your name and email address.
• Sign-in sessions: the IP address and browser details of the devices you sign in from, so that your sessions can be shown to you and secured.
• Store data: what you enter to run your business, such as your storefront, menu, prices, inventory, orders and finance records.
• Customer data: when a store records a customer or takes an order, the customer's name and, if given, phone number, email address, notes and loyalty points.
• Staff data: name, contact details, role, work schedules and hours, plus pay rate and contract type if the store enters them. For attendance clock-in and clock-out, the app records a selfie photo, the device's GPS coordinates and a text location label derived from them, with the time.
• Payments: card and wallet details are entered on the pages of Stripe or Xendit, not ours. We keep references and statuses, for example that an order was paid, and not full card numbers.
• Messages and feedback: what you send to support or through the in-app feedback form, such as your name, email address, the page you were on, your description and any screenshot you attach.
• Activity records: a log of actions taken in the app, with who did it, what and when, and a hashed form of the IP address and the browser details.
• Storefront visit counts: public storefronts count visits with an anonymous code that changes every day and is derived from the visitor's IP address and browser. The IP address itself is not stored.
• Push notifications: if you turn them on, your browser's push subscription (an address issued by your browser vendor) and browser details, so that notifications reach that device.
• Website and app analytics, and advertising measurement: only if you accept them in the cookie banner. With analytics accepted, Google Analytics receives the address of each page you open, including inside the signed-in app, and events for some actions. For a sale completed at the till, this includes the order number, the total and the name, price and quantity of each item sold. More details: Cookie Policy
• How you found us: when you create an account, we record which of our presentation pages or partner referral links you came from, the campaign tags of the link you followed (such as utm_source=facebook) and whether it was an ad click. If you allowed marketing cookies, we also record Meta's click identifier (the _fbc cookie). We use this to measure our advertising and to credit partners who refer customers.

We use personal data to:

• provide the service: create your account, run your storefront, POS and back office, and keep them secure;
• take subscription payments and, for stores that use it, customer payments;
• send service emails such as account verification, password reset and receipts;
• give support and handle feedback;
• prevent fraud and abuse, and keep a record of actions taken in the app;
• measure and improve the website, the app and our advertising: with your consent in the European Union, the EEA, the United Kingdom and Switzerland, and elsewhere by default, which you can turn off with “Manage cookies”.

We use the providers below to run Epidom. Each receives the data needed for its role and has its own privacy policy. Some are only involved when a feature is switched on for your store. We do not sell personal data.

• Vercel: hosts the website and app, stores uploaded images (including attendance selfies) and, if you accept analytics, provides Vercel Analytics. Privacy policy
• Neon: runs the PostgreSQL database where account and business data is stored. Privacy policy
• Cloudflare (R2): stores our nightly database backups, which are copies of the data held in the database, for 90 days. Privacy policy
• Stripe: handles subscription billing and card payments, including for stores that connect their own Stripe account to take customer payments. Privacy policy
• Xendit: handles customer payments in Indonesia, such as QRIS and e-wallets.
• Resend: sends service emails: account verification, password reset and receipts. Privacy policy
• Inngest: runs background jobs such as scheduled clean-ups, notifications and receipts. Privacy policy
• Google: provides sign-in with Google, Google Analytics 4 (if you accept analytics) and Gemini, which powers AI suggestions at onboarding (the business name, tagline, bio and category you enter are sent for this). Privacy policy
• Meta: provides the Meta Pixel for advertising measurement, only if you accept marketing cookies. Privacy policy
• OpenAI: powers AI features: the Instagram screenshot you upload at onboarding, files sent to the data import assistant and, for stores that connect delivery-platform emails, the text of those order emails (which include the customer's name, phone number and delivery address). Privacy policy
• Pusher: delivers real-time updates between a store's devices, such as tills and kitchen screens. Staff names and roles can appear in the list of who is connected.
• MagicBell: delivers alerts to store owners, such as new orders and low stock. The recipient's email address and the alert text are sent. Privacy policy
• Browser push services: deliver push notifications to your device, through the push service run by your browser vendor.
• OpenStreetMap (Nominatim): turns the GPS coordinates recorded at attendance clock-in and clock-out into a text address label. The coordinates are sent for this. Privacy policy

Some of these providers, and the servers they use, are outside the European Union and the European Economic Area. Our GDPR page explains how we approach international transfers.

• More details: GDPR

We keep data only as long as it is needed for the purposes above.

• While your account is active, your account and business data is kept.
• If you close your account, it is deactivated, not deleted right away. Days 0 to 30: you can sign back in at any time to restore full access.
• Days 31 to 365: self-service reactivation is no longer available. Your data is retained, and recovering the account requires contacting support, who quote a fee case by case.
• After 365 days, the account and its associated records are permanently deleted from our database. Copies of this data in our backups expire within 90 days after that. The 365-day period is also set out in: Terms and Conditions
• Activity records are kept for up to 365 days. Short-lived recovery copies of records affected by certain actions are kept for up to 90 days.
• Data held by Google, Meta and Vercel for analytics and advertising follows those providers' own retention rules.

You have these rights over your personal data:

• Access: get a copy of the personal data we hold about you.
• Rectification: have inaccurate or incomplete data corrected.
• Erasure: ask for your personal data to be deleted. Closing your account starts the timeline described in the section on how long we keep data.
• Portability: ask for your data in a structured, commonly used, machine-readable format.
• Objection and restriction: object to processing based on our legitimate interests, or ask us to restrict it while a dispute is resolved.
• Withdrawing consent: you can withdraw your cookie consent at any time. More details: Cookie Policy
• Complaint: you can complain to your data protection authority. In France, this is the CNIL. cnil.fr
• Indonesia: if you are in Indonesia, UU PDP (Law No. 27 of 2022) also gives you data subject rights, including withdrawing consent and complaining to Indonesia's data protection authority.

Write to us using the contact details below. You can also correct most account details yourself in your profile settings and close your account there. We reply within 30 days.

We update this page when our practices change. The date at the top shows the last update. We announce material changes by email or through the service.

For any question about your data or this policy, or to exercise your rights:

Email: cro@prionation.io, ceo@prionation.io, consult@prionation.io

This policy may change. We will tell users about material changes by email or through the service.