PrepBoard Privacy Policy

PrepBoard LLC ("PrepBoard," "we," "us") operates PrepBoard for Kitchens, a recipe and prep-standards service for restaurant teams, available at https://www.prepboard.app and through the PrepBoard mobile app.

This policy explains what we collect, how we use it, who we share it with, how long we keep it, and how it can be deleted.

1. Who this service is for

PrepBoard is a business service sold to restaurants and similar food businesses in the United States. It is not a consumer product.

• Owners create an account on the website, pay for a subscription, and administer their organization.
• Kitchen staff use the mobile app. Staff do not create accounts. They sign in with an organization identifier and a shared PIN issued by the owner.

You must be at least 18 years old and authorized to act for the business to create an account.

2. Information owners provide

When an owner creates an account, we collect:

• Email address and password. PrepBoard does not retain plaintext passwords. Passwords are transmitted to our authentication provider for verification, and the provider stores password hashes.
• Access code, during our current controlled-launch period.
• Organization name and identifier, and the name and time zone of each location.

We do not ask for a personal name, phone number, home address, or date of birth.

3. Organization, location, and staff-access information

• Locations the organization operates, and whether each is active.
• Access PINs. An owner generates a read PIN and an edit PIN for their organization. PINs are stored only as hashes — we cannot display a PIN after it is generated, which is why the app shows it exactly once.
• Shared sign-in identities. Each PIN maps to a single shared identity for the whole organization, not to an individual person. Everyone using the edit PIN is, to our systems, the same identity. Activity recorded under a shared PIN does not identify which individual performed it.
• Sign-in attempts. We record the organization identifier, whether the attempt succeeded, and the time. This is used for rate limiting and security. PrepBoard application code does not intentionally write IP addresses to its application database records. Infrastructure and security providers may process IP addresses in operational logs. See Section 11.

4. Recipes, photos, and other customer content

Owners and staff put content into PrepBoard: recipe titles, descriptions, ingredients, quantities, steps, notes, yields, prep and cook times, tags, equipment, allergen labels, categories, favorites, and photos.

We call this customer content. The business owns it. We store and process it only to provide the service. See the Terms of Service for the license this requires.

About photos. PrepBoard's current photo-processing pipeline re-encodes images before upload and is designed not to preserve embedded EXIF metadata, including GPS information. The uploaded file is produced by re-encoding the image on your device, whether the photo came from the camera or the photo library, and whether it started as JPEG, HEIC, or PNG.

Along with the image we store its file size, dimensions, format, and a checksum. We do not analyze or index the visual content of photos. We process photos only as needed to resize, re-encode, store, synchronize and display them for the customer's organization.

Photos are stored in a private bucket. They are reachable only through access granted to your own organization.

5. Authentication and information stored on the device

We use Supabase for authentication and data storage. Signing in creates a session.

• On the website, the session is kept in first-party cookies set by our own domain.
• In the mobile app, the Supabase access and refresh tokens are stored in the device's operating-system secure storage — the iOS Keychain or the Android encrypted store — through Expo's secure-store module.
• Everything else the app caches locally — your organization and location records, permission level, recipes, photo metadata, pending changes, and the downloaded photo files themselves — is kept in an ordinary application database and file area inside the app's private sandbox on the device. That storage is protected by the operating system's app sandboxing and whatever device-level encryption the device has enabled; it is not separately encrypted by PrepBoard.

6. Installation identifier and the local copy of your data

The mobile app generates a random installation identifier the first time it runs. It is:

• randomly generated, not derived from an advertising identifier, device serial number, email address, IP address, or PIN;
• tied to an installation, not a person — everyone using that device shares it, regardless of which PIN they signed in with;
• reset to a new, unlinkable value if the app is deleted and reinstalled.

The app also keeps a local copy of your organization's data on the device so that cached recipes and photos remain viewable without a connection. New edits and uploads are blocked while offline.

Signing out erases that local copy. The app deletes the cached database contents and the downloaded photo files from the device. A small amount of non-sensitive bookkeeping survives — the installation identifier and internal markers used to finish cleaning up files — but no recipes, photos, credentials, or organization data remain.

7. Activity, support, and billing records

We record a limited set of operational events, to run and support the service:

• Activity events: that a subscription started, that a location was activated, that an access PIN was provisioned.
• Usage counts, in aggregate: how many recipe views, photo views, and photo-gallery opens occurred in a window, and how many photo uploads succeeded or failed and why. These are counts, not a record of which recipe or photo was viewed.
• Location switching, so we can tell whether multi-location setups work.
• Billing records: your Stripe customer and subscription identifiers, billed quantity, period dates, payment success and failure, and invoice identifiers.

These records carry your organization identifier and may carry the random installation identifier. They do not carry your name, email, PIN, recipe contents, or photos.

If you email support, our email and customer-support providers hold that correspondence on our behalf.

8. Camera and photo-library permissions

The mobile app asks for:

• Camera access, so you can take a reference photo of a recipe.
• Photo library access, so you can attach an existing photo.

Both are requested only when you use them, and both can be declined or revoked in your device settings. The rest of the app works without them. Photos you choose are uploaded to your own organization's storage. The app does not browse, scan, or upload your photo library.

9. Cookies, session storage, and campaign links

We use first-party cookies for one purpose: keeping you signed in. There is no advertising cookie, no third-party analytics script, no behavioral tracking, and no Meta Pixel on the site.

Our payment pages embed Stripe Checkout, which sets its own cookies and processes device information for payment and fraud prevention. See Section 12.

If you arrive from a marketing link, the address may carry standard campaign parameters (utm_source, utm_medium, utm_campaign, utm_content, utm_term, fbclid, gclid). We pass these along in links within the site so we can tell which campaign a visit came from. We do not store them in our database and we do not attach them to your account.

10. How we use information

• To provide, operate, and sync the service.
• To authenticate owners and kitchen access.
• To process subscription payments and manage billing.
• To keep the service secure — rate limiting, abuse prevention, fraud prevention.
• To diagnose failures and respond to support requests.
• To understand, in aggregate, whether core features work.
• To meet legal, tax, and accounting obligations.

We do not use your recipes or photos to train models, build advertising profiles, or for any purpose other than running the service for you.

11. Service providers

We share information only with providers that help us run the service, and only as needed:

About Expo/EAS. We use Expo tooling to build and distribute the mobile app. It is build and distribution infrastructure — it does not receive your recipes, photos, account data, or usage information while you use the app.

We may also disclose information if required by law, to enforce our Terms, or to protect the rights and safety of our customers or ourselves. If PrepBoard is ever acquired or merged, information may transfer as part of that transaction.

12. Payments and what Stripe collects

Subscriptions are processed by Stripe, using Stripe's own embedded checkout. It helps to separate three different things:

What PrepBoard stores in its own database. Your Stripe customer and subscription identifiers, the billed quantity, period dates, invoice identifiers, and whether a payment succeeded or failed.

What PrepBoard can see through Stripe. Through the Stripe dashboard and API we can see the billing information associated with your subscription — such as the billing email, billing address, the card brand, its expiry, and its last four digits, and the status and history of payments, invoices, refunds, and disputes.

What Stripe collects and processes independently, as its own controller. When you pay, Stripe may collect billing contact information, billing address, full payment card or bank details, device and browser information, cookies, and fraud-prevention signals directly from you, under Stripe's own privacy policy and for Stripe's own payment, fraud-prevention, and legal-compliance purposes.

PrepBoard never receives or stores full payment card numbers or card security codes.

13. We do not sell your information

We do not sell personal information. We do not share it for cross-context behavioral advertising. We run no ad network integrations and no behavioral advertising at launch.

14. How long we keep information

We keep information for as long as your organization exists, and then as described below.

• While your subscription is active, we keep your account, organization data, recipes, and photos so the service works.
• Cancelling a subscription does not delete your organization or its content. Your data remains, and the owner may permanently delete it through the account portal at any time. PrepBoard may remove inactive organizations after giving reasonable notice.
• When an owner deletes their organization (Section 15), the organization's data and photos are removed from PrepBoard's active systems when the deletion completes.
• Residual copies may remain temporarily in our service providers' backups until those backups rotate. They are not used for any purpose except disaster recovery, security, legal, or compliance purposes.
• Financial and security records — invoices, payment records, and webhook receipts — are kept after deletion, because we need them for accounting, tax, fraud prevention, and payment disputes. These records are keyed to Stripe identifiers. They do not contain your recipes or photos.
• Support correspondence stays with our email and customer-support providers.

We keep retained financial, security, and support records only as long as is reasonably necessary for the purposes described above and for our applicable legal, tax, and accounting obligations.

We want to be straightforward about what we have not built. We do not currently run automated retention timers that purge old records on a fixed schedule, and we are not promising fixed deletion periods we do not implement. Deletion happens when an owner deletes their organization, or when you ask us and we act on it.

15. Deleting your organization and account

An owner can delete their organization from the account portal at Account → Delete organization.

Deleting an organization:

• cancels your subscription immediately;
• stops every kitchen PIN working at once, including staff already signed in on the app;
• removes your recipes, photos, locations, and access records from our active systems, along with the owner's own login if it is not attached to another organization.

Deletion is not reversible, and we do not offer a way to restore an organization after it is deleted. As described in Section 14, residual copies may persist for a limited time in service-provider backups until those backups rotate, and are used only for disaster recovery, security, legal, or compliance purposes.

There is no prorated refund for the remainder of a paid period, except where the law requires one.

What otherwise survives is described in Section 14: financial and security records required for accounting, tax, fraud prevention, and disputes, plus a record that the deletion happened.

Deleting the mobile app from a device, or signing out, removes the local copy from that device but does not delete the organization.

16. Security

We take reasonable measures to protect information, including encryption in transit, hashed passwords and hashed PINs, row-level access rules in the database, private photo storage, and restricting administrative credentials to server-side components.

No service can promise perfect security. We do not claim our systems are impenetrable, and we do not offer end-to-end encryption. Please use a strong, unique password, rotate access PINs when staff leave, and tell us promptly at support@prepboard.app if you think an account has been compromised.

17. Where information is processed

PrepBoard operates from the United States. Our service providers may process information in the United States and other locations where they operate.

PrepBoard is offered to businesses in the United States, and we do not currently offer the service outside the United States.

If applicable law gives you rights concerning your information, contact us at support@prepboard.app.

18. Children

PrepBoard is a business tool for adults. It is not directed to children under 13 and we do not knowingly collect their information. Account holders must be at least 18. If you believe a child has provided information to us, contact us and we will delete it.

19. Your choices and requests

• Access, correction, or deletion: email support@prepboard.app. Owners can delete an entire organization themselves at any time (Section 15).
• Photos and camera: revoke permission in your device settings at any time.
• Marketing email: we do not run marketing email at launch. If we do, every message will include an unsubscribe link.

We do not yet offer a self-service data export. If you need a copy of your organization's data, email us and we will work out how to provide it.

20. Changes to this policy

If we change this policy we will update the date at the top and post the new version here. If a change materially reduces protections, we will give notice through the service or by email before it takes effect.

21. Contact

PrepBoard LLC
support@prepboard.app
https://www.prepboard.app