Privacy Policy

Effective Date: July 22, 2026

Last Updated: July 22, 2026

1. Introduction

FoxEra ("we," "us," "our," or "Company") operates the FoxEra platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our service.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service. By accessing and using FoxEra, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Email address
• Password (hashed, not stored in plain text)
• Name and phone number
• Organisation name and details (restaurant/bar name, country, timezone)

Recipe & Inventory Data:

• Recipes, ingredients, and measurements
• Supplier packages and pricing
• Stock movement records
• POS product mappings
• Sales transactions and line items (if imported)

Communication:

• Messages sent via WhatsApp (+447850450096)
• Support requests and correspondence
• Feedback and feature requests

Payment Information:

• Billing address
• Subscription plan and billing history
• Payment method details (processed securely via Stripe; we do not store credit card data)

2.2 Information Collected Automatically

Usage Data:

• IP address
• Browser type and version
• Pages visited and time spent
• Device information (OS, screen resolution)
• Referrer source

Cookies & Tracking:

• Session cookies (for authentication)
• Analytics cookies (Google Analytics or similar)
• Functional cookies (remember preferences)

Error & Performance Data:

• Server logs
• Error reports and crash data
• API response times and performance metrics

3. How We Use Your Information

3.1 Core Service Delivery

• Create and manage your organisation and user accounts
• Store and process your recipes, stock, and sales data
• Provide AI-powered features (recipe costing, invoice scanning, stock counting)
• Enable POS integrations and data exports

3.2 Communications

• Send service notifications (subscription billing, trial expiring, API outages)
• Respond to your support requests via WhatsApp or email
• Send product updates and new feature announcements (opt-in)
• Send billing receipts and invoices

3.3 Service Improvement

• Analyze usage patterns to improve features
• Debug and fix technical issues
• Monitor and ensure service uptime and security
• Conduct analytics and research (anonymized)

3.4 Legal & Compliance

• Comply with legal obligations
• Investigate fraud or security incidents
• Enforce our Terms of Service
• Protect the rights and safety of FoxEra and users

3.5 AI Features

• We use Google Gemini API to provide AI-powered features (recipe costing, invoice/recipe/stock scanning, consumption insights)
• Data sent to Gemini API is encrypted in transit (HTTPS)
• We do not retain AI-generated results longer than necessary
• Recipe names, ingredient lists, and invoice photos are sent to Gemini only to generate costs/extract data; the results are used to improve your data, not to train models (see Google Gemini's privacy terms)

4. Data Sharing & Disclosure

4.1 We Do NOT Sell Your Data

We do not sell, trade, or rent your personal information to third parties.

4.2 Third-Party Service Providers

We share data with trusted partners to operate the Service:

All third-party processors are under data processing agreements (DPA) and comply with GDPR and similar regulations.

4.3 Legal Disclosure

We may disclose your information if required by law (court order, government request) or to protect the rights, property, and safety of FoxEra, our users, or the public.

4.4 Business Transfer

If FoxEra is acquired, merged, or sold, your data may be transferred as part of that transaction. We will notify you via email if this occurs.

5. Data Retention

• Account data (recipes, stock, sales): Retained for as long as your account is active. Upon account deletion, data is deleted within 30 days.
• Payment records: Retained for 7 years for accounting and tax compliance (as required by UK law).
• Usage logs & analytics: Retained for 90 days; older logs are anonymized.
• Backups: We maintain automated backups for 30 days; deleted data may still exist in backups during this period.

6. Your Rights & Data Subject Requests

EU / GDPR Rights

If you are located in the EU or UK, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data (right to be forgotten)
• Restriction: Limit how we process your data
• Portability: Export your data in a portable format
• Objection: Object to certain processing (e.g., marketing)

US / California Rights (CCPA)

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information (we don't sell it anyway)

How to Exercise Your Rights

Email privacy@foxera.io or message +447850450096 on WhatsApp with:

• Your name and organisation
• Description of your request
• We will respond within 30 days

7. Data Security

We implement industry-standard security measures:

• Encryption: Data in transit (HTTPS/TLS) and at rest (AES-256)
• Authentication: Hashed passwords, optional multi-factor authentication (MFA)
• Access Control: Role-based access (owner, admin, operations, etc.)
• Audit Logs: All changes to critical data are logged and auditable
• Regular Backups: Automated daily backups with offsite replication
• Security Monitoring: Intrusion detection and vulnerability scanning
• Compliance: SOC 2 audit planned for 2025

We are not liable for unauthorized access due to your negligence (e.g., sharing passwords, phishing).

8. International Data Transfers

Your data may be transferred to, and stored in, countries outside your home country (e.g., US servers via Vercel/Supabase). These transfers comply with:

• GDPR Standard Contractual Clauses (SCCs) for EU data
• CCPA requirements for California residents

By using FoxEra, you consent to these transfers.

9. Children & Minors

FoxEra is not intended for children under 13. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it promptly. Parents/guardians who believe their child has provided information should contact us immediately.

10. Cookies & Tracking Technologies

We use cookies for:

• Session management: Keep you logged in
• Preferences: Remember your settings
• Analytics: Understand how you use FoxEra (Google Analytics)

You can disable cookies in your browser settings, but this may limit functionality.

11. Third-Party Links

FoxEra may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to review their privacy policies before providing information.

12. Contact Information

For privacy questions, data subject requests, or to report a security issue:

Email: privacy@foxera.io

WhatsApp: +447850450096

Address: [Your Company Address]

Data Protection Officer: [If applicable in your jurisdiction]

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of FoxEra after changes indicates your acceptance. For material changes, we will notify you via email.

14. Definitions

• Personal Data: Information that identifies or relates to you
• Processing: Any operation on personal data (collect, use, store, delete, etc.)
• Data Subject: You (the individual)
• Data Controller: FoxEra (decides how data is processed)
• Data Processor: Third parties acting on our behalf (Stripe, Gemini, etc.)

This Privacy Policy was last updated on July 22, 2026.