1. Scope and roles
This Privacy Policy applies to the RefillQR website, customer application, public QR pages and support interactions. For account administration, website operation, billing metadata, security and support, the operator identified below determines the purposes and means of processing and acts as the controller where applicable law uses that term.
Where a customer organization enters personal data into its own workspace for its own business purposes, that organization normally determines why that workspace data is used. In that context, RefillQR processes the data on the organization's behalf as a service provider or processor to the extent required by applicable law.
2. Information we process
Depending on how you use RefillQR, we may process:
- Account information: name, work email, organization name, role, password hash and email-verification state.
- Workspace information: supplies, locations, categories, labels, workflow states, comments, notes, team invitations and activity history.
- Notification settings: recipient email address, workspace timezone and alert preferences.
- Billing metadata: plan, billing status, Paddle customer, subscription and price identifiers, renewal dates and webhook or synchronization status.
- Security and technical information: timestamps, error or audit records, session information and network identifiers used for abuse prevention. For public QR rate limiting, RefillQR stores a one-way hash derived from the connecting IP address rather than the raw address in the application rate-limit record.
3. Public QR pages
Workers do not need a RefillQR account to scan a public QR code. A scan can update the workflow state for the specific supply and location represented by that QR. If the workspace allows notes, the worker may choose to submit a short note.
Public QR pages are designed not to expose internal supplier links or internal reorder notes. Workspace administrators control certain fields shown publicly. Organizations should avoid placing personal or sensitive information in fields intended for public QR display.
4. Payment information
Paid subscriptions are processed by Paddle, our Merchant of Record and payment reseller. RefillQR does not receive or store your full payment card number. Paddle sends RefillQR the billing identifiers and subscription state needed to activate and manage access.
Paddle processes buyer and payment information under its own Privacy Notice.
5. Why we use information
We use information to provide and secure RefillQR, authenticate users, operate QR workflows, send requested notifications and account emails, manage subscriptions, prevent abuse, troubleshoot problems, create operational backups and respond to support requests.
Where data-protection law requires a legal basis, processing may rely on performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, or consent where consent is specifically required.
8. International processing
Our service providers may process information in countries other than your own. Where required by applicable data-protection law, appropriate contractual or legal safeguards are used for international transfers.
9. Security
RefillQR uses measures such as password hashing, secure session settings, access controls, CSRF protection, rate limiting, audit logging and operational backups. No online service can guarantee absolute security, so account owners should use unique passwords and restrict manager access appropriately.
10. Retention
We keep account and workspace data while it is needed to provide the service and for a reasonable period afterward where necessary for support, security, dispute resolution, accounting or legal obligations. Operational backups may contain older copies for a limited rotation period. Some billing records are retained by Paddle according to its legal and tax obligations.
If you need a workspace deletion or another privacy request, contact us using the address below. We will evaluate the request against applicable legal and operational retention requirements.
11. Your privacy rights
Depending on your jurisdiction, you may have rights to access, correct, delete, restrict or object to certain processing of your personal data, or request a portable copy. You may also have the right to complain to a data-protection authority.
For account, billing, website or support data controlled by RefillQR, contact us from the email associated with your account so we can verify the request. If your request concerns personal data that your employer or another customer organization placed in its RefillQR workspace, that organization may be the appropriate controller and should normally receive the request first. We will assist customer organizations with valid requests where required.
Some information may need to be retained where required by law or for legitimate security and transaction records.
12. Children
RefillQR is a business service and is not directed to children. Account owners should not create accounts for children or intentionally submit children's personal data to the service.
13. Changes to this policy
We may update this Privacy Policy as the service or legal requirements change. The date at the top identifies the current version. We will provide additional notice where required for material changes.
14. Contact
Service operator: DOBROVOLSKA-ROMANOVA VALERIIA
For privacy questions or requests: