Privacy Policy

This policy explains how [Centrx legal entity name] ("Centrx", "we", "us") handles personal information when you visit centrx.co, use the Centrx app, pay through a Centrx payment page, or receive an email or text message sent through Centrx.

The short version

• We don't sell personal information, and we don't share it for targeted advertising.
• Businesses that use Centrx own the information they keep about their customers. We store and process it for them, only to run the service.
• Card numbers go straight to Stripe, PayPal or Square. They never touch our servers.
• Every account gets the same security: two-factor sign-in, encrypted connections, permissions and an audit log.
• You can ask us to show, correct, export or delete your information at any time.

Who is responsible for your information

Centrx is used by businesses (our "customers") to manage their own customers, orders and payments. That creates two kinds of information:

• Account information about the businesses and the people who work there, such as owners and employees who sign in. For this information, Centrx decides how it is used and is responsible for it.
• Customer Data that a business adds to Centrx about its own customers, such as contact details, orders and messages. For this information, the business decides how it is used, and Centrx acts as its service provider (a "processor" under laws like the GDPR). We only use Customer Data to provide Centrx to that business, as described in our Terms and our data processing terms.

If you bought something from a business that uses Centrx and want to know what it holds about you, please contact that business first. If you contact us instead, we'll pass your request on to them and help them answer it.

What we collect

Account and business information

• Your name, work email, phone number and role, and the business's name, legal name, address, industry, team size, country and website.
• Sign-in details. We store passwords only as a one-way hash, never in readable form. If you turn on two-factor authentication, we store an encrypted secret for it.
• Billing details. Stripe collects your card and gives us only the card brand, last four digits and billing email.
• Your team's roles and permissions, and settings you choose in the app.
• If you apply for a Custom plan: what you need and why, expected volumes, and details that show the business is registered, such as its legal name, business type, EIN, state of formation, state filing number, business license number and any documents you upload (for example formation papers or an IRS EIN letter). We never ask for a Social Security number.

Customer Data that businesses add

• Customers' names, email addresses, phone numbers and shipping addresses, plus tags and notes the business writes.
• Orders, payment links, payment status, refunds, shipments and tracking numbers.
• Email and text message content sent or received through Centrx, delivery status, and, for campaign emails, whether a message was opened or a link clicked.
• Each customer's email and SMS consent choices, and a suppression list of addresses and numbers that have unsubscribed, replied STOP or bounced.
• For meetups and deliveries: the agreed place and time, e-signatures (the signer's name, the signature image and pen strokes, the time and the device used), and proof photos and videos. Videos can record sound.
• Inventory records, including who an item was bought from and what was paid, and any custom fields a business creates.

Businesses decide what they store in custom fields and notes. If a business chooses to keep sensitive information, such as a copy of an ID to meet local resale rules, it is responsible for having a legal reason to do so. We protect that information the same way as all other Customer Data.

People who pay through a payment page

When you open a payment link, the page shows what the business has set up, such as the items, amounts and meetup details. It may ask for your name, email or shipping address. Your card, PayPal or Square details are entered directly with Stripe, PayPal or Square, not with us. We count how many times a payment page is viewed so the business can see if you've opened it.

Information collected automatically

• When you sign in: your IP address, browser and device type, the approximate location based on your IP address, and the time. We keep these as a list of active sessions you can review and sign out of.
• An audit log of actions taken in each business's account, including who did what, when and from which IP address.
• Basic server logs needed to run and secure the service.

Website visitors

• If you use our contact form, we collect your name, work email, business name, team size, the plan you're interested in and your message.
• If you join our launch waitlist, we collect your email address and the page you joined from. We use it to send you updates about Centrx before it opens, to email you when it does, and to apply your launch offer, and nothing else. Every email has an unsubscribe link.
• Our website stores one preference in your browser (monthly or annual pricing). The app uses your browser's session storage to keep you signed in. We don't use advertising cookies or third-party analytics. [Update this if you add analytics or a chat widget.]
• Our pages currently load the Inter and JetBrains Mono fonts from Google Fonts, so your browser shares your IP address with Google when a page loads. [Recommended: host these fonts on our own servers before launch and remove this sentence.]

Camera and microphone

The app uses your device's camera only when you choose to take a photo of an item or a proof photo, and the microphone only while you record a proof video. Photos are re-encoded in your browser, which removes location data stored inside the image file.

How we use information

• To provide Centrx: store records, process orders, create payment links, print labels and send the messages a business asks us to send.
• To send service messages, such as receipts, payment links, order updates, sign-in codes, security alerts and billing notices.
• To keep Centrx secure, including detecting fraud, spam and abuse, and to enforce our Terms.
• To provide support when you ask for it.
• To bill for subscriptions and add-on packs.
• To verify that a business applying for a Custom plan is real and registered, including by checking public business records.
• To understand how Centrx is used and improve it, using aggregated information wherever possible.
• To send account holders news about Centrx. You can unsubscribe from these at any time, and we never send them to a business's customers.
• To meet legal obligations, such as tax records and responding to lawful requests.

We don't use Customer Data to market our own products, we don't sell it, and we don't use it to train artificial intelligence models. How Cenbot handles data is explained in Cenbot (AI).

If you're in the European Economic Area or the UK, we rely on these legal bases: performing our contract with you, our legitimate interests in running and securing the service, your consent where we ask for it, and our legal obligations.

Who we share information with

We share personal information only in the following ways:

• With the business you deal with. Customer Data is visible to that business and to the team members it gives access to.
• With service providers who help us run Centrx, under contracts that limit them to processing data on our instructions and require them to protect it. The table below lists them by category.
• With services a business connects. If a business connects an app such as a shipping, accounting or automation service, we send it the data needed for that connection, at the business's direction.
• For legal reasons. We share information to comply with the law or valid legal requests, or to protect the rights, safety and property of our users, the public or Centrx.
• In a business transfer. If Centrx is involved in a merger, acquisition or sale of assets, information may transfer as part of that deal, and this policy will continue to apply to it.

Businesses on a paid plan can request our current list of named subprocessors at [[email protected]]. We'll give notice before adding a new one.

Email and text messages

Businesses use Centrx to send receipts, order updates and, if they choose, marketing campaigns to their customers. The business sending the message is responsible for having each recipient's permission. Centrx is designed to help them get it right:

• Campaigns go only to customers marked as having opted in for that channel.
• Every marketing email includes an unsubscribe link and the business's address. Every text starts with the business's name and explains how to opt out.
• Replying STOP to a text, or unsubscribing from an email, adds you to that business's suppression list, and Centrx won't send you that business's campaigns again unless you opt back in. Reply HELP for help.
• Marketing texts aren't sent late at night in the recipient's time zone.

Message frequency varies by business. Message and data rates may apply. We do not share mobile phone numbers or text message opt-in information with third parties or affiliates for their marketing or promotional purposes. Opt-in data and consent are never shared with anyone except the providers who deliver the messages.

US carriers require each business to text from its own registered number. To set one up, we share the business's legal name, EIN, address, website, contact details, a description of how its customers opt in and sample messages with our messaging provider, the mobile carriers and their registration service. These are details about the business, not its customers.

Accounts send email from [email protected] by default. Accounts with the Business Email add-on can send from their own domain. In both cases the business is shown as the sender.

A business can connect a mailbox it already has, such as Gmail, Outlook or another email provider, to read and answer it in Centrx. We then copy that mailbox's recent and new email into the business's Centrx account so its team can see it, and send the replies they write from that mailbox. The sign-in or app password is stored encrypted and used only for this. Disconnecting the mailbox stops it and removes its email from Centrx. Nothing is deleted from the mailbox itself.

Cenbot (AI)

Cenbot, the AI assistant in Centrx, uses AI models from [provider(s)] to answer questions about using Centrx, answer questions about a business's own data, draft messages and reply to customer texts on a business's behalf.

• What it sends. To answer, the assistant sends the AI provider the question plus only the data needed to answer it, for example an order's status or the text a customer sent. It can only see what the employee using it is allowed to see.
• No training. Our agreements with AI providers don't allow them to use this data to train their models. They keep it only as long as needed to respond [confirm each provider's retention, e.g. up to 30 days for abuse monitoring].
• Text replies. Businesses choose whether the assistant may reply to customer texts on its own or only draft replies for a person to send. Replies written by the assistant can be labeled as automated, and customers can always reach a person by asking.
• Photos. When someone uses the assistant to suggest item details from inventory photos, only those item photos are sent, never customer data. Photos marked as private, such as receipts or IDs, are never sent.
• Control. Each business can turn the assistant off, or limit which employees may use it.

How we protect information

Security is part of every plan, not an upgrade. Here is how Centrx protects the information it holds:

• Encrypted connections. All traffic to our website, app and payment pages uses HTTPS (TLS).
• Separate data for each business. Each business's data is isolated in our database with row-level security, so one business can never read another's records.
• Passwords and sign-in. Passwords are stored with a strong one-way hash (Argon2id). Two-factor authentication is available to everyone, and Business accounts can require it for their whole team.
• Keys and tokens. Webhook secrets and sign-in tokens are stored only as hashes. Credentials for connected apps are kept encrypted.
• Payment data. Card numbers are handled by Stripe, PayPal and Square and never stored by Centrx.
• Files. Photos, videos and signatures are kept in private storage and opened only through short-lived, signed links.
• Access and accountability. Team permissions limit what each person can see, and the audit log records changes. Centrx staff access customer accounts only when needed for support, security or legal reasons.
• Infrastructure. Our servers run in professionally managed data centers with physical security, redundant power and network protection. We keep them hardened and up to date: administrative access is limited to a small number of authorized people using key-based authentication, and our automated deployments can't open a shell on the server. [Confirm each statement matches the production server before launch.]
• Encryption at rest and backups. [Add once decided, e.g. "Databases and backups are encrypted at rest. We back up data daily and keep backups for 30 days."]

No system is perfectly secure. If a breach affects your personal information, we'll notify you and the relevant authorities as the law requires.

How long we keep information

• Account information is kept while your account is open and deleted within [30] days after the account is closed, except where we must keep it longer.
• Customer Data is kept for as long as the business keeps it in Centrx. When a business closes its account, we delete its Customer Data within [30] days, and copies in backups expire within [a further 30] days. Businesses can export their data before closing.
• Audit log entries are kept for 30, 90 or 365 days depending on the plan.
• Suppression list entries (unsubscribes and STOP replies) are kept for as long as needed to make sure opted-out people aren't contacted again, even after other data is deleted.
• Billing and tax records are kept for [7] years, as tax and accounting law requires.
• Contact form messages are kept for [24] months.
• Custom plan applications, including EINs and uploaded documents, are kept while the application is open and for [12] months after it's decided, or for as long as the business stays on a Custom plan. Only Centrx staff who review applications can see them.

Your rights and choices

Depending on where you live, you may have the right to:

• find out what personal information we hold about you and get a copy;
• correct information that's wrong;
• have your information deleted;
• receive your information in a portable format;
• object to or limit certain uses, and withdraw consent you've given;
• appeal if we decline your request.

You can update most account information yourself in the app. For anything else, email [[email protected]]. We'll confirm your identity before acting and reply within the time the law allows, usually 30 to 45 days. We won't treat you differently for using these rights. If we handle your information as part of Customer Data, we'll forward your request to the business responsible and help them respond.

To stop marketing messages from a business, use the unsubscribe link or reply STOP. To stop Centrx product news, use the unsubscribe link in those emails.

US state privacy rights

Residents of California and other US states with privacy laws have the rights described above. In the last 12 months, Centrx collected these categories of personal information: identifiers (name, email, phone, IP address), customer records (addresses, order and payment history), commercial information (purchases and subscriptions), internet activity (sign-in sessions, audit log, email opens and clicks), audio and visual information (proof photos and videos, when a business records them) and professional information (business role). We collected them from you, from the businesses that use Centrx and from your device, for the purposes described in "How we use information", and shared them only with the recipients described in "Who we share information with".

We do not sell personal information or share it for cross-context behavioral advertising, and we don't use sensitive personal information to infer characteristics about anyone. You can use an authorized agent to make a request on your behalf.

Where data is stored

Centrx stores data on servers located in [country / region of the production servers]. If information is transferred to another country, such as when a delivery provider processes a message, we use safeguards required by law, such as the European Commission's Standard Contractual Clauses.

Children

Centrx is a tool for businesses and isn't meant for children. We don't knowingly collect personal information from anyone under 16 through our website or app. If you believe a child has given us personal information, contact us and we'll delete it.

Changes to this policy

We'll update this policy as Centrx changes. If a change is significant, we'll let account owners know by email or in the app before it takes effect. The "Last updated" date at the top always shows the latest version.

Contact us

Questions or requests about privacy:
[Centrx legal entity name]
[Street address, city, state, ZIP]
Email: [[email protected]]