Privacy Policy

This policy explains how EndExpiry handles personal information: what we collect, why, who can see it, where it is kept, and the choices you have. EndExpiry is run by TO DO: legal name of the business, e.g. EndExpiry Pty Ltd (ABN TO DO: ABN), referred to here as "EndExpiry", "we" or "us". We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

The short version

• EndExpiry is a tool businesses use to track expiry dates, mark down stock and check what is on the shelf. Your employer adds you, and decides who can see what.
• We collect what the service needs: your name and work email, the stores you work at, and a record of the work you do in EndExpiry.
• When you check in using your location, or log stock with the location check turned on, your location is compared with your stores' once and not kept. Barcodes, QR codes and printed dates are read on your device. The only camera image we keep is a photo of a printed date that EndExpiry could not read, to improve how dates are read.
• We do not sell personal information, use it for advertising, or use advertising or analytics trackers.
• Our data is kept in Sydney, Australia. Some of the companies that help us run EndExpiry are based overseas, mainly in the United States.
• You can ask to see or correct your information, or complain, by emailing privacy@endexpiry.com.

Who this policy covers

• People who use EndExpiry at work: staff, store managers and head office staff of the businesses that use EndExpiry (our "customers").
• Contacts at our customers, such as the person who signs up their business.
• People who contact us, for example through the enquiry form on our website.
• Visitors to our website, endexpiry.com.

When we act for your employer

Most of the information in EndExpiry belongs to the business you work for. We hold and use it on that business's behalf, to provide EndExpiry to it, under our agreement with it (including our Data Processing Addendum). Your employer decides who works at which store, what role they have, and who can see their team's work. Your employer may also have its own privacy policy that applies to how it uses this information.

If you have a question about how your employer uses information about you, please ask your employer first. We will help them answer it.

For information we collect for ourselves, such as enquiries, website logs, and contacts at our customers, we make the decisions and this policy applies directly.

What we collect

If you use EndExpiry at work

• Your account: your name, your work email address, the business and stores you work at, and your role (staff, store manager or head office). A login made for a brand or a store carries that brand's or store's name. We also keep when you agreed to the Terms of Service, and which version.
• Your password: handled by our sign-in provider, which stores it only in a scrambled form that cannot be turned back into the password. We never see it.
• The work you do in EndExpiry, with who did it and when: stock batches you log, change, move or remove; markdown stickers and shelf prices you record; weekly checks you are given and the checks you complete; products you report as "can't find", or flag as "no date found" with how many and a note; products you add to the product catalogue or correct; and markdown rules you set up.
• Check-ins: the store you checked in at, how (by scanning the store's QR code or by using your location) and when. If you use your location, your device's position is sent once, compared with the store's location, and then discarded. We keep only that you checked in. If you are too far away, we tell you roughly how far, without keeping it. If you turn on the location check when adding stock, each time you log stock your device's position is sent with it, compared with the locations of the stores you work at to make sure you are at the store you checked in at, and then discarded.
• Time away and weekly numbers that your manager enters: the dates you are away (never the reason), and how many products you are given to check each week.
• Points for the work you do. These are worked out from the records above each time they are shown, not stored separately.
• Expiry alerts, if you turn them on: a description of the device (such as "Chrome on Android"), and the address your browser gives us for sending alerts to it.
• Problem reports, if you send one: what you write, the page you were on, the store you were working in, a description of your browser and device, the size of your browser window, the app version, any error code, and a screenshot if you add one.
• Reports of wrong product details, if you send one: what you write, the product, the store you were working in, and when.
• Photos of printed dates that could not be read: if you take a photo of a printed expiry date and EndExpiry cannot read the date from it, we keep the photo (one for each product), with the store, who took it, when, and the date you then enter, to improve how EndExpiry reads dates. Your device makes the photo smaller before it is sent, which also removes the details your camera adds to a photo, such as where it was taken.

If you contact us

When you send an enquiry, we collect your company name, your name, your email address, and anything else you choose to give us, such as a phone number, how many stores you have and your message. We also keep our notes about the enquiry.

When you visit the website or use the app

Our hosting and database providers record technical details of each request in their logs: your IP address, your browser and device type, the page requested, and the time. We use these to keep EndExpiry secure and working, and to fix problems.

To stop the enquiry form and password reset emails being misused, we count how often each IP address uses them, and how often a reset email is asked for each email address. We keep only a scrambled form of the address (a hash), not the address itself, and only for about an hour.

What we do not collect

• We do not ask for sensitive information, such as health information. Please do not include it in a problem report, a screenshot or a message.
• We do not take payment card details through the website.
• We do not receive images from your camera, apart from a photo of a printed date that could not be read (above). Barcodes, QR codes and printed expiry dates are read by your browser on your device, and the live camera's picture is never sent.
• We do not track where you go. Your location is used only at the moment you choose "Use my location" to check in, or log stock with the location check turned on.

How we collect it

• From you, when you use EndExpiry, send a problem report, or contact us.
• From your employer, when they add you to EndExpiry (your name, email, stores and role), and when your manager records your time away.
• From your device, with your permission: your location when you check in with it or log stock with the location check on, and the address for alerts when you turn them on.
• Automatically, in logs and cookies, as described below.

Why we use it

We use personal information to:

• provide EndExpiry: set up and run your account, let you log in, and show you and your team the stock, markdowns, checks and alerts for your stores;
• make sure stock is logged at the right store, through check-ins;
• keep a record of who did what, so mistakes can be found and put right;
• keep EndExpiry and the people who use it secure, and prevent misuse;
• answer questions and problem reports, and fix problems;
• send you messages about the service, such as a password reset or expiry alerts you turned on;
• reply to enquiries, and manage our relationship with our customers;
• improve how EndExpiry reads printed expiry dates, using the photos it could not read;
• improve EndExpiry, using information that no longer identifies anyone wherever we can; and
• meet our legal obligations.

We do not sell personal information. We do not use it for advertising. We only send marketing emails to people who have agreed to receive them, and each one has a way to unsubscribe.

Who can see it

At your workplace

• Your managers and your business's head office can see your name and email, the stores you work at, the work you have done in EndExpiry, your check-ins, your weekly checks, your time away, and your points.
• Other staff at your store can see the work done there, such as stock that was logged, but not who did it: EndExpiry shows them "a colleague" instead of your name.
• No other business using EndExpiry can see your information. Each business sees only its own stores, staff and stock.

One thing is shared between businesses: the product catalogue. When a product's barcode, name, brand, category or photo is added to EndExpiry, every business using EndExpiry can see those product details. Who added a product, and at which store, is not shared with other businesses.

EndExpiry

Our administrators can see the information in EndExpiry. We look at it only to run, support and secure the service, and to fix problems. Problem reports, their screenshots, reports of wrong product details, and photos of dates that could not be read are seen only by our administrators.

Companies that help us run EndExpiry

We use other companies to host our database, run the website, deliver emails and deliver alerts. They handle personal information only to provide their service to us. The list, with what each one does and where, is on our Service providers page.

Product information services

To find out what a scanned barcode is, our server sends the barcode, and nothing else, to Open Food Facts, a free product database. A barcode is not personal information.

Product photos are loaded by your browser straight from Open Food Facts. Like any website, Open Food Facts receives your IP address and browser details when your browser fetches a photo.

Others

We may share personal information if the law requires or authorises it, such as with a court or a government agency; to protect the safety or rights of any person; or with a buyer if our business is sold, who must then handle it in line with this policy.

Information sent overseas

Our database, sign-in service and file storage are in Sydney, Australia, and EndExpiry runs in Sydney. Some of our service providers are based overseas, and their staff may access information from there to support and secure their services:

• United States: our database provider (Supabase), our hosting provider (Vercel), our email delivery provider, and the alert services of browser makers (Google, Apple, Microsoft and Mozilla), which carry alerts in encrypted form;
• France: Open Food Facts, when your browser loads a product photo.

We take reasonable steps to make sure these providers protect personal information, including through their contracts with us.

Automated processes

EndExpiry uses computer programs to do some routine jobs:

• Weekly checks: a program builds each person's weekly list of products to check, in turn, using who works at the store, how many products each person is given, and any time away.
• Points: a program counts points from the records of the work each person has done.
• Markdowns: a program suggests which stock to mark down and the sticker price. It uses product and stock information, not personal information.
• Expiry alerts: a program decides which devices get each store's alert, using who works there and who turned alerts on.

None of these programs makes a decision about your job, your pay or your rights. Points are for recognition only. If your employer uses information from EndExpiry to make a decision about you, that decision is made by people at your employer, and your employer is responsible for explaining it.

Cookies and storage in your browser

EndExpiry uses cookies and your browser's storage only to make the service work. It does not use advertising cookies, analytics cookies, tracking pixels, or anything that follows you to other websites.

Your browser also keeps a small background helper from EndExpiry (a "service worker"). It shows expiry alerts if you turn them on, and keeps a copy of EndExpiry's "No connection" page and logo, shown when a page cannot load because there is no connection. It keeps none of your information.

How we protect it

• Information travels between your device and EndExpiry encrypted, and our providers encrypt it where it is stored.
• Each business can reach only its own information. The database itself enforces this, and we test it regularly.
• Passwords are stored only in scrambled form, and people who have been given a temporary password must choose their own.
• Staff need a check-in at the store to add or change stock, and every change is recorded with who made it.
• Screenshots in problem reports, and photos of dates that could not be read, are kept private, and shown to our administrators only through links that stop working after an hour.

No system is completely secure. If you think your account has been misused, please tell your manager and email security@endexpiry.com straight away.

Data breaches

If a data breach is likely to cause serious harm to anyone, we will tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. We will also tell any business whose information is affected, as soon as we can.

How long we keep it

• Your account stays while you work somewhere that uses EndExpiry. When your employer removes you from their business and you have no other workplace in EndExpiry, your login is deleted, together with your check-ins, alert devices, time away and weekly numbers.
• Records of the work you did, such as stock you logged, stay with your employer's business records after your login is deleted, without your name.
• When a business stops using EndExpiry, we delete its information within 90 days, unless it asks us to export it first or the law requires us to keep it.
• Enquiries are deleted within 2 years of our last contact, unless the business becomes a customer.
• Problem reports and screenshots are deleted when they are no longer needed to fix the problem, and within 2 years.
• Reports of wrong product details are deleted when they are no longer needed to fix the product, and within 2 years.
• Photos of dates that could not be read are deleted when they are no longer needed to improve how dates are read, and within 2 years.
• Counts used to stop misuse (a scrambled form of an IP or email address, and when) are deleted after about an hour.
• Logs kept by our hosting and database providers are deleted on their own schedules, usually within weeks.
• Backups made by our database provider are deleted on its schedule.

Accessing and correcting your information

You can ask us for the personal information we hold about you, and ask us to correct it. Email privacy@endexpiry.com. We will reply within 30 days. We may need to confirm who you are first. If the information belongs to your employer's records, we may ask your employer to answer, or answer with their agreement.

Your name in EndExpiry is set by your employer, so the quickest way to correct it is to ask your manager.

If we refuse a request, we will tell you why and how you can complain.

Your choices

• Location: using your location to check in is optional, and so is the location check when logging stock, which is off until you turn it on. You can always check in by scanning the store's QR code instead, and turn the location check off on the Add stock page.
• Expiry alerts: you can turn alerts off at any time on your Account page, or in your browser's settings.
• Photos of dates: taking a photo of a printed date is optional. You can always type the date instead.
• Not identifying yourself: you can visit our website and ask general questions without giving your name. You cannot use EndExpiry without an account, because your account connects you to your workplace.

People under 18

EndExpiry is a workplace tool. Some businesses employ people under 18, who may use EndExpiry at work. We handle their information in the same way, only to provide EndExpiry to their employer. We do not market to anyone under 18.

Complaints

If you have a concern about how we handle personal information, please email privacy@endexpiry.com with the details. We will acknowledge it within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner: www.oaic.gov.au, phone 1300 363 992.

Changes to this policy

We will update this policy when the way we handle personal information changes, and change the date at the top of this page. If a change is significant, we will tell our customers, and show a notice in EndExpiry, before it takes effect.

Contact us

TO DO: legal name of the business, e.g. EndExpiry Pty Ltd (ABN TO DO: ABN), trading as EndExpiry TO DO: postal address Email: privacy@endexpiry.com