Privacy Policy
How BeanTrack OS protects, processes, and respects your coffee enterprise, roastery inventory, and supply chain data.
1. Scope & Role Definitions
This Privacy Policy explains how BeanTrack Inc. (“BeanTrack OS”, “we”, “us”, or “our”) collects, stores, uses, processes, and protects personal, operational, and commercial information when you access or use the BeanTrack OS cloud platform, mobile kiosk applications, Bluetooth-scale integrations, and related web interfaces (collectively, the “Service”).
Under applicable data protection frameworks, including the Digital Personal Data Protection (DPDP) Act, 2023 (India) and the General Data Protection Regulation (GDPR):
- Data Fiduciary / Data Controller: When you register an account, purchase a subscription, or contact our team, BeanTrack acts as the Data Fiduciary regarding your user profile information.
- Data Processor: When you upload, synchronize, or ingest your roastery inventory, green bean lots, coffee blends, supplier records, SKU catalogs, and sales logs into the Service, you remain the Data Fiduciary/Controller of that data, and BeanTrack acts strictly as a Data Processor on your behalf.
2. Information We Collect
We collect information solely to provide you with high-precision coffee supply chain management, linear programming roast scheduling, inventory forecasting, and omnichannel synchronization.
Full name, corporate email address, encrypted password hash, roastery/company name, phone number, and role assignment (Brand Owner, Warehouse Manager, Head Roaster, Dispatch Lead, Field Operator).
Green coffee lot details (estate, varietal, SCA cupping score, elevation, harvest year, moisture content), silo bin assignments, roast batch logs, thermodynamic shrinkage multipliers (1.15x–1.25x), CO2 degassing sensor timestamps, and FSSAI chicory blend percentages.
Historical and live order data imported via CSV or API integrations (Shopify, Amazon Seller Central, Zoho Books, Instamart/Blinkit feeds), SKU mapping tables, and multi-hub transfer requisitions.
IP address, browser type, device identifiers, Bluetooth scale connection status, vernacular language preference, and audit action logs (e.g. who authorized a statutory dispatch note).
3. How We Use Your Data
We use the data collected strictly for legitimate business and operational purposes:
- Running Core ERP Algorithms: Powering linear programming demand forecasting, safety stock calculation, CO2 degassing silo lockouts, and automated purchase order generation.
- Multi-Store Requisition Routing: Calculating optimal transfer quantities between central processing roasteries and satellite cafe hubs.
- Statutory & FSSAI Compliance: Generating immutable lot audit trails, FSSAI chicory compliance declarations, and digital lorry receipts (LR).
- Account Maintenance & Billing: Managing your 30-day risk-free trial, subscription status, invoice receipts, and sending critical security or threshold alerts.
- Zero Data Brokering: We never sell, monetize, rent, or trade your operational recipes, green coffee sourcing contracts, customer purchase records, or roastery metrics to any third-party advertisers or competitors.
4. Tenant Isolation & Security Architecture
BeanTrack OS employs enterprise-grade cryptographic security and strict multi-tenant data isolation protocols:
Every database operation, API request, and inventory ledger transaction is cryptographically scoped to your organization’s tenant identifier. Kernel-level row security policies ensure that under no circumstances can any external organization or tenant view, query, or mutate another roastery’s inventory bins, blend recipes, or financial metrics.
- Encryption in Transit: All HTTP traffic and real-time telemetry are secured via TLS 1.3 with strict HTTPS enforcement and Perfect Forward Secrecy.
- Encryption at Rest: All database stores, backup archives, and confidential configuration tokens are encrypted using AES-256 standards.
- Role-Based Access Control (RBAC): Granular operational permissions ensure staff only access data required for their specific role.
5. Third-Party Sub-Processors & Service Providers
To operate our high-availability cloud infrastructure, we partner with verified, enterprise-grade cloud service providers subject to strict Data Protection Agreements (DPAs) and confidentiality covenants:
| Service Category | Operational Purpose | Compliance Standards |
|---|---|---|
| Cloud Database & Storage Infrastructure | Encrypted relational database hosting, secure authentication, automated backups | SOC-2 Type II, ISO 27001, AES-256 |
| Authorized Payment Gateway & Billing | Merchant of Record services, subscription processing, statutory tax invoicing | PCI-DSS Level 1 Certified |
| Global Edge CDN & Application Hosting | Secure web application delivery, DDoS mitigation, low-latency edge routing | SOC-2, TLS 1.3, ISO 27001 |
| Federated Identity & Single Sign-On (SSO) | Secure user authentication and identity verification | OAuth 2.0 / OpenID Connect |
6. Tenant Data Ownership & 1-Click Export
You retain 100% intellectual property and commercial ownership of your roastery data. BeanTrack OS claims zero ownership over your proprietary coffee blend formulas, SCA cupping score records, green coffee sourcing contracts, margin sheets, or customer lists.
In alignment with data portability rights, tenants can export complete master data (SKUs, inventory levels, supplier balances, forecast history) in CSV or JSON format at any time directly from the settings panel.
7. Retention & Deletion Rights
We retain your account and roastery records for as long as your subscription or trial remains active. Upon subscription cancellation or an explicit account deletion request:
- You have a 30-day grace period to export all historical CSV ledgers.
- After 30 days, all tenant tables, user profiles, and bin telemetry are permanently expunged from primary production databases.
- Automated encrypted database backups are purged according to our 30-day rolling rotation schedule.
8. Grievance Officer & Contact Information
In accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, if you have any questions, concerns, or requests regarding your personal or operational data, please reach out to our designated Data Protection Officer: