Privacy Policy

PrepIt LLC ("PrepIt," "we," "us," or "our") provides a website, web portal, supported apps, and related services for coffee shop operations. This Privacy Policy explains how we handle information when customers, their authorized users, website visitors, and business contacts use or interact with PrepIt.

1. Information We Collect

Account and profile information. We collect information such as a name, email address, user and account identifiers, organization role, account preferences, and authentication-related records.

Organization and shop information. Customers may provide organization, workspace, shop, location, operating, and subscription details, including the people and shops authorized to use the service.

Workforce and operational information. Customers and their authorized users may enter employee names, roles, shop assignments, contact or account associations, hourly wage and birthday information, schedules, availability, clock-in and clock-out records, hours, tips, tasks, checklists, recipes, inventory records, training progress, notes, and related business records. The information collected depends on the features a customer chooses to use.

Billing information. We collect subscription status, billing cycle, invoices, and payment-related identifiers. Our payment provider handles payment card details; PrepIt does not directly store full payment card numbers.

Device, usage, and log information. We may collect browser and device type, IP address, operating system, pages or features used, timestamps, diagnostics, security events, and other logs needed to operate, protect, and understand the service.

Support, sales, and marketing information. When someone contacts us, requests a demo or pilot, asks for support, or provides feedback, we collect the submitted contact details, business information, message, preferences, and related correspondence.

2. Where Information Comes From

We receive information directly from users; from organization owners, administrators, managers, employers, or other authorized workspace users; from browsers and devices; and from providers that support the service. For business outreach, we may also receive professional or business contact information from referrals and publicly available business or professional sources.

3. How We Use Information

We use information to:

• provide, maintain, and improve PrepIt and its organization and shop features;
• authenticate users and manage accounts, roles, permissions, and shop access;
• support scheduling, timekeeping, tips, team, inventory, recipe, checklist, task, training, audit, and other operational workflows;
• process subscriptions and maintain billing records;
• answer support, sales, pilot, and other requests;
• send service, security, administrative, and permitted marketing communications;
• monitor reliability, troubleshoot problems, prevent abuse, and protect users; and
• comply with law, resolve disputes, and enforce our agreements.

4. Customer and PrepIt Roles for Workforce Data

For employee, applicant, contractor, and other workforce information entered by a customer, the customer generally decides why the information is collected, which information is entered, who may access it, and how it is used. PrepIt handles that information to provide and support the service for the customer, subject to our agreements and applicable law.

Customers are responsible for giving required notices, obtaining any required permissions, configuring access appropriately, and complying with employment, wage, tax, privacy, recordkeeping, and workplace laws that apply to their use of PrepIt. Workforce members should usually direct requests about employer-entered records to their employer or workspace administrator first.

5. Cookies and Analytics

PrepIt uses necessary cookies and similar technologies to keep users signed in, remember active workspace and shop context, protect accounts, and provide core functionality. These technologies are required for the service to work.

If you choose "Accept All" in our cookie banner, we also load Microsoft Clarity to understand website interactions through analytics such as usage patterns, heatmaps, and session replay. We do not load Clarity when you choose "Essential Only." You can reset this choice by clearing PrepIt site data in your browser, after which the banner will ask again.

Learn more about Microsoft's handling of information in the Microsoft Privacy Statement.

6. How We Disclose Information

We disclose information to authorized users within the relevant organization or shop according to configured roles and permissions. We also use providers that support hosting, infrastructure, databases, authentication, email and communications, analytics, payments, monitoring, security, and customer support. These providers receive information only as needed to perform services for us.

We may also disclose information when required by law; to protect PrepIt, our customers, users, or others; to investigate fraud, abuse, or security issues; or in connection with a financing, merger, acquisition, reorganization, or sale of assets. We do not disclose customer workforce data for another company's own marketing purposes.

7. Retention and Deletion

We generally retain account, customer, and operational information while an account or workspace is active and for a reasonable period afterward. The exact period depends on the type of information, customer instructions, product and support needs, and why it was collected.

We may retain information longer when reasonably needed for legal, tax, accounting, security, fraud-prevention, dispute, or enforcement purposes. Deletion from active systems may not immediately remove information from backups or logs; those copies are isolated or deleted through normal retention cycles and are not restored for ordinary use.

8. Security and Incidents

We use administrative, technical, and organizational safeguards designed to protect information. No internet service or storage system is completely secure, so we cannot guarantee absolute security. If a security incident affects personal information, we will investigate and provide notice when required by applicable law.

9. Business Contacts and Marketing

For demos, pilots, support, partnerships, and B2B outreach, we may use a business contact's name, work email, company or shop, role, number of locations, interests, interaction history, and source of the contact. We use this information to respond, manage the relationship, and send relevant business communications where permitted. You may opt out of marketing messages by using an unsubscribe method provided in the message or contacting us. Operational and security messages may still be necessary for active users.

10. Privacy Choices and Rights

Depending on where you live and the context in which information was collected, you may have rights to request access to, correction of, or deletion of certain personal information, or to object to or opt out of certain uses. These rights may be limited by applicable law, security needs, recordkeeping duties, and the employment context. We may need to verify your identity before completing a request.

If your information was provided by your employer or another PrepIt customer, we may direct your request to that customer and assist them as appropriate. You can manage non-essential analytics through the cookie banner when it appears and through your browser's site-data controls.

11. Children and Younger Workers

PrepIt is a business service and is not directed to children for personal or consumer use. Coffee shops may employ workers who are under 18. When a customer enters information about a younger worker, the customer is responsible for having appropriate authority and complying with applicable employment and privacy laws.

12. Changes to This Policy

We may update this Privacy Policy as PrepIt and applicable requirements change. We will post the updated policy here and revise the date above. When appropriate, we may also provide notice through the service or by email.

13. Contact Us

To ask a privacy question, make a request, or opt out of marketing, contact PrepIt LLC at privacy@prepitco.com.

You can also review our Terms of Service for the rules that govern use of PrepIt.