Privacy Policy

Brewmargin is costing and pricing software for cafés and other hospitality businesses. This policy explains what personal data we process when you use it, why, and the rights you have under the EU and UK General Data Protection Regulation (GDPR). We are the data controller for the processing described here. Contact us at [email protected].

What we collect

• Account data — your email address, your name if you give one, and a one-way Argon2id hash of your password (we never store the password itself). If you sign in with Google or Facebook, we receive your email address from them; no social contacts, posts or friends.
• Your business data — the supplier invoices you forward or upload (stored as the original files), the ingredient prices, recipes and menu prices derived from them, and — if you connect your till — item names, prices and daily sales volumes read from Square or SumUp. Invoice documents may incidentally contain personal data such as a supplier representative's name or contact details.
• Security data — a one-way salted hash of your IP address (we never store raw IPs) and an append-only log of security-relevant actions on your account.

Why we process it (legal bases)

• Providing the service — performance of our contract with you (Art. 6(1)(b)): storing your invoices, extracting their line items, computing costs, margins and reports, and sending account email such as verification and the weekly report.
• Security and abuse prevention — legitimate interests (Art. 6(1)(f)): rate limiting, sign-in protection and the audit trail.
• Product tips and onboarding email — your consent (Art. 6(1)(a)), which you can withdraw any time in Settings or via the unsubscribe link.

AI extraction

To read line items from an invoice, we send the invoice file to Anthropic's Claude API together with our extraction instructions — nothing else about your account travels with it. Anthropic processes it as our sub-processor and does not use API data to train models. Extracted lines are shown to you for review before anything is saved to your books.

Retention

Your data is kept for as long as your account exists — invoice files are deliberately retained as the provenance of your prices. Deleting your account permanently deletes your organisation's data, including the stored invoice files, and cancels any subscription. Encrypted backups expire in turn shortly after.

Who we share it with

We do not sell your data, and no other customer can ever see it. We use vetted sub-processors to run the service — hosting (Hetzner, Germany), network edge (Cloudflare), AI invoice extraction (Anthropic), payments (Stripe), outbound email (Resend) and inbound email receiving (Postmark) — listed with safeguards in our Data Processing Agreement. Where a sub-processor is outside the EEA/UK, transfers rely on Standard Contractual Clauses or an adequacy decision. Square and SumUp are not our sub-processors: you connect them yourself, they act as independent controllers of your till data, and you can disconnect them in Settings at any time — which destroys the stored access tokens.

Cookies

Brewmargin sets strictly-necessary cookies only: your session after you sign in. No analytics cookies, no advertising trackers, no third-party scripts.

Your rights

You may request access to, correction of, or deletion of your personal data, object to processing, or request portability. Account deletion is self-serve in Settings; for anything else email [email protected]. You also have the right to complain to your supervisory authority — for us, the Irish Data Protection Commission.

Changes

We may update this policy; the "last updated" date above reflects the current version. Material changes will be announced on this page.