FoxEra Inventory — Privacy Policy

Effective Date: 17 September 2026

Last Updated: 24 September 2026

Version: 2026-09-24.1

This policy explains how FOXERA LTD (company number 16965121, United

Kingdom) (“FoxEra”, “we”, “us” or “our”)

handles personal data when you visit `www.foxera.uk` or use the FoxEra

Inventory service. It should be read with the [Terms of Service](/terms).

1. Who controls the data

FoxEra is the controller for account, support, billing and website data that

we decide how to use. For information that an organisation uploads about its

staff, suppliers, customers or other people, that organisation may be the

controller and FoxEra may act as its processor. The organisation must give

the required notices and instructions; FoxEra processes that data to provide

the Service and for security and legal obligations.

For privacy questions or rights requests, contact david@foxera.uk or

+44 7850 450096. Do not send passwords or payment-card details.

2. What we collect

Account and organisation data

We collect the email address, name, phone number, organisation name, country,

timezone, authentication records and account settings needed to provide the

Service. Passwords are stored using the application’s password-protection

mechanism; we do not need the plain-text password.

Customer Data

Depending on the features used, this can include recipes, ingredients,

suppliers, prices, stock movements, purchase orders, waste, sales records,

POS mappings, uploaded files and messages. The organisation using FoxEra is

responsible for the lawfulness and accuracy of this data.

Billing and support

We receive payment, top-up and transaction status from our payment provider.

We do not store full card numbers. We also collect support requests,

feedback, correspondence and the business contact details included in them.

Technical and usage data

We receive IP address, browser/device information, referring page, request

and error logs, performance data and pages viewed. When a user is signed in,

we may record the pages opened, controls selected, and general pointer

position to improve the product. We do not record what the user types,

passwords, payment details or the contents of recipes, suppliers or invoices

through this activity tracker. The signed-in activity record is kept for up

to 90 days unless a shorter deletion request is completed sooner.

The public website may use Vercel Web Analytics or another clearly identified

analytics service for page-level measurement. We do not use advertising

trackers unless this notice is updated and any required consent is obtained.

3. Why we use data

We use data to:

• create accounts, organisations, roles and sign-in sessions;
• store, display and export Customer Data;
• run requested AI, scanning, costing, import, counting and integration

features;

• take one-off top-up payments and provide receipts;
• provide support and service/security notifications;
• measure reliability, debug faults and improve the product;
• prevent abuse, investigate incidents and comply with law; and
• publish an approved portfolio item only where the organisation has given

separate written permission under the Terms.

For UK/EU users, the legal basis depends on the activity: contract for

providing the Service, legitimate interests for security and service

improvement, legal obligation for accounting and compliance, and consent

where consent is required (for example, some optional marketing or cookies).

4. Providers and sharing

We do not sell personal data. We share the minimum data needed with providers

that help operate requested features. Current categories include:

The exact provider used can change as the Service changes. We require

appropriate contractual and security safeguards where applicable. We may

also disclose data to courts, regulators, professional advisers or a buyer

of the business where lawful and necessary.

5. International transfers

Some providers may process data outside the UK or your country. Where a

restricted transfer applies, we use a lawful transfer mechanism and

appropriate safeguards required by applicable data-protection law. Using the

Service is not a waiver of your statutory rights.

6. Retention and deletion

We keep account and Customer Data while the account is active or while

needed to provide a requested feature. After closure, we delete or anonymise

data when operationally practical, except for records needed for legal,

security, fraud, dispute or accounting purposes. Backups can retain deleted

data for a limited recovery period. The 90-day signed-in activity period is

described above; other retention periods depend on the record and the legal

or operational need.

7. Your rights

Subject to legal exceptions, UK/EU individuals may request access,

correction, deletion, restriction, portability or objection. You may withdraw

consent where consent is the basis. Organisations should route requests

about their Customer Data through the organisation’s account owner or give

FoxEra appropriate instructions.

Contact david@foxera.uk with your name, organisation and the request. We

normally respond without undue delay and within one month, unless a lawful

extension applies. You can complain to the UK Information Commissioner’s

Office or the regulator where you live.

8. Security

We use reasonable technical and organisational measures appropriate to the

risk, including access controls, encrypted connections, protected

authentication and monitoring. No online service or transmission is

guaranteed to be completely secure. Tell us promptly about suspected account

or security misuse.

9. Children and third-party links

The Service is a business tool and is not directed to children. We do not

knowingly seek children’s data. The Service may link to third-party sites;

their own terms and privacy notices apply.

10. Portfolio publication

FoxEra does not publish a customer’s name, logo, website, screenshots or

case-study material merely because the customer uses the Service. Publication

is allowed only after separate written permission, limited to the approved

materials and purpose. Permission can be withdrawn for future publication at

david@foxera.uk; see the Terms for the removal process.

11. Changes

We may update this policy when the Service, providers or law changes. We will

post the new version and date here and give additional notice for material

changes where required.