Privacy Policy

We collect information you provide directly to CafeTally, information created while you use the product, and information we receive from integrations you choose to connect.

• Account and contact information, such as name, email address, authentication details, and support messages.
• When you connect Apple or Google sign-in, the provider account identifier, verified email information the provider supplies, and authentication timestamps. For Apple, we retain an encrypted revocation credential so we can disconnect Apple when you delete your account.
• Store, team, inventory, product, recipe, pricing, expense, receipt, alert, and reporting data that you enter or upload.
• Optional purchase-location metadata supplied with a receipt or expense, including an address, coordinates, accuracy, and capture time.
• Team messages, direct messages, photos, reactions, mentions, read state, pinned messages, stock reports, moderation reports, and blocking choices.
• Usage, device, push token, notification preference, log, and diagnostic information that helps us deliver updates and keep CafeTally reliable and secure.
• Billing and subscription information processed through our payment provider.
• OAuth consent, connector, and tool-request metadata when you connect an AI assistant or another authorized application.

If you connect a bank account through Plaid, you authorize Plaid to share selected financial information with CafeTally so we can provide finance, expense, cashflow, P&L, reconciliation, categorization, and reporting features.

Depending on the accounts and permissions you approve in Plaid Link, this may include:

• Bank or credit account identifiers, institution name, account name, account type, account subtype, account mask, and balances.
• Transaction data, including transaction date, amount, merchant or counterparty, category, payment channel, location metadata when available, and transaction identifiers.
• Plaid item, account, cursor, access, webhook, and sync metadata needed to maintain the connection and import updates.

CafeTally does not receive your online banking username or password from Plaid. We use Plaid access tokens to request permitted data from Plaid, and those tokens are treated as sensitive credentials.

We use collected information to operate and improve CafeTally, including to:

• Create and secure your account, authenticate users, and manage team access.
• Provide inventory, costing, finance, reporting, alerts, automations, and support features.
• Deliver location-scoped team communication, direct messages, read state, mentions, stock reports, and push notifications.
• Review reported content, apply blocking choices, enforce workplace communication rules, and respond to safety concerns.
• Sync and classify Plaid transactions, detect duplicates, connect expenses to store activity, and generate financial summaries.
• Troubleshoot bugs, monitor performance, prevent abuse, protect accounts, and comply with legal obligations.
• Send service messages, product updates, security notices, and support responses.

If you connect Claude, ChatGPT, Codex, or another compatible assistant, you direct CafeTally to receive tool requests from that provider and return the requested CafeTally data to it.

Connector access is limited to the signed-in CafeTally user, the stores that user can access, the features enabled for each store, and the permissions required by each tool.

• CafeTally does not request or collect an assistant conversation history beyond the specific inputs sent to a CafeTally tool.
• Receipt images submitted for OCR are sent to CafeTally's configured OpenAI service to extract receipt data.
• Product and inventory details submitted for AI recipe suggestions may be sent to CafeTally's configured OpenAI service to produce the requested suggestion.
• The connected assistant provider processes information under its own terms and privacy policy.
• You can disconnect the connector in the assistant provider to stop future tool access.

CafeTally team communication is scoped to the store locations assigned to each user. The General channel is visible to assigned teammates, while direct messages are visible to their participants during ordinary use.

When a user reports a message, authorized managers or owners for that location and CafeTally support may review the reported message and limited surrounding context needed to evaluate it.

• Message authors can edit or delete their content, subject to organization records, moderation evidence, backups, and legal retention requirements.
• Blocking is specific to a location. It prevents new direct-message contact and hides the blocked teammate's General messages, photos, pins, and related message notifications from the blocking user. Earlier direct-message history and shared stock status remain available. Authorized managers and owners can still review scoped reports when needed for moderation.
• CafeTally may use automated controls to reject clearly objectionable content before it is posted.
• For every team photo you select, CafeTally asks for your permission before sending that photo to OpenAI for automated safety screening. If you cancel, the photo is not uploaded and you can continue using text messages. If you allow the check, only the photo is sent to OpenAI, not your account details or chat history, before CafeTally stores or publishes it. CafeTally records the disclosure version and the time permission was received with the stored photo.
• Read state, reactions, mentions, and pins are visible to teammates who can access the same conversation.

We do not sell your personal information or Plaid-connected financial data. We share information only as needed to provide CafeTally, comply with law, protect rights and safety, or with your direction.

• Service providers that help us host, store, analyze, email, process payments, provide authentication, and operate the product.
• Apple, Google, or Expo notification delivery services when you enable mobile push notifications.
• Integration providers you choose to connect, including Plaid for bank connectivity and Square if you authorize Square integrations.
• AI assistant providers and AI processing providers when you connect a compatible assistant or explicitly use an AI-powered CafeTally feature.
• Professional advisors, authorities, or other parties when required by law or necessary to protect CafeTally, our users, or others.
• Successor entities if CafeTally is involved in a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate protections.

You can disconnect a bank connection from CafeTally in the product. When you disconnect, we revoke the Plaid Item where supported, stop future syncing for that connection, and delete imported transactions and account metadata associated with that bank connection from active CafeTally product records.

CafeTally may retain limited append-only finance audit evidence after product records are deleted when needed for security, integrity, incident reconstruction, compliance, dispute resolution, or deletion proof.

If you clear all Plaid bank connections for a store, CafeTally removes the connected Plaid Items where supported and deletes the imported Plaid financial data associated with those bank connections from active CafeTally product records.

• We retain Plaid-connected data only as long as reasonably needed to provide the service, maintain business records, resolve disputes, comply with law, or honor your deletion request.
• If you delete your account or request deletion, we will delete or de-identify personal information and Plaid-connected data unless we are required or permitted to retain it.
• Backups and logs may retain limited data for a short period before they expire through normal retention cycles.

We use administrative, technical, and organizational safeguards designed to protect personal and financial data from unauthorized access, disclosure, alteration, and destruction.

• Access to sensitive financial data is limited based on role and product need.
• Plaid access tokens and other secrets are stored server-side and are not intentionally exposed to client-side code.
• Bank access actions may require additional verification when appropriate.
• No system is perfectly secure, so we continue to improve our controls as the product evolves.

We may use cookies, local storage, analytics, and similar technologies to keep you signed in, remember preferences, measure product usage, understand marketing performance, and improve CafeTally.

• You can control cookies through your browser settings, though some product features may not work correctly if cookies are disabled.
• The mobile app uses secure device storage for session credentials and local preferences. It registers a push token only after notification permission is granted.
• We do not use Plaid-connected financial data for third-party advertising.

Stock lists created through the mobile app without an account are stored locally on that device. CafeTally does not receive the list names, item names, quantities, units, or stock status from that local feature.

• Local stock lists are separate from organization inventory and are not shared with cafe teammates.
• You can delete individual items or entire local lists in the app.
• Removing the app also removes its local stock-list database, subject to the device platform's backup and restore behavior.
• CafeTally cannot restore a local list that was deleted or lost because the app does not upload or sync it.

Depending on where you live, you may have rights to access, correct, delete, export, restrict, or object to certain processing of your personal information.

• You can update certain account, store, team, and integration settings in CafeTally.
• You can change mobile notification preferences, report a message, block or unblock a teammate at a location, and begin eligible account deletion from the mobile app.
• You can opt out of non-essential marketing emails by using the unsubscribe link or contacting us.
• You can request access, correction, deletion, or a copy of your data through the published account deletion instructions or by emailing us.

CafeTally is intended for businesses and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through the product, by email, or by updating this page.