ScanSticker Go Privacy Policy

Effective date: October 25, 2026

Last updated: October 25, 2026

1. Who we are and what this policy covers

ScanSticker LLC ("ScanSticker", "we", "us") makes ScanSticker Go, an iPhone app that small trade businesses use to run their service work, and the web pages their customers use to ask for service and pay invoices (and, once they are offered, to see their equipment and approve estimates).

This policy explains what information we collect, why, who receives it, how long we keep it and what choices you have. It covers the iPhone app; the web pages we run for ScanSticker Go (the page a scanned equipment sticker opens, at an address beginning https://s.scansticker.com/, the service request form and the invoice payment page, and the customer page reached by a private link and the estimate approval page once they are offered); the pages on our website where a shop's owner subscribes and manages billing; and the emails and notifications we send.

It does not cover how a business using ScanSticker Go handles information in its own systems, or services you use directly with Stripe or Apple, which have their own privacy policies.

2. Words we use

"Shop" means a business that uses ScanSticker Go (the app calls it the company).
"Team members" are the shop's owner, admins and technicians.
"Shop's customers" are the people and businesses a shop serves, and their contacts, including anyone who scans a sticker to ask for service.

3. Our two roles

Information about shops and team members. When a shop signs up and its team uses the app, we decide how that information is used, and this policy describes it.

Information about the shop's customers. When a shop enters its customers' details, or a customer sends information through our web pages, we handle it on the shop's behalf under our agreement with the shop. The shop decides what it collects and how it uses it, and the shop's own privacy practices apply. We use a shop's customer information only to provide, support and secure the service for that shop, to keep the records in section 15 and to meet legal obligations. We never use it for our own marketing.

If you are a shop's customer, please contact the shop first with questions or requests. If you contact us, we will pass your request to the shop and help it respond (section 16).

4. Information we collect about shops and team members

4.1 Account and sign-in

Team members sign in with Sign in with Apple or a one-time code sent to their email. Our sign-in provider, Clerk, handles this. We do not ask for or store passwords. We collect the team member's name and email address (Apple may give us a private relay address instead of the real one), sign-in identifiers from Clerk and Apple, the company they belong to, their role (owner, admin or technician), invitations, and the owner's switches that control what technicians can see and do.

4.2 Company details and settings

The shop's name, address, phone number, logo, time zone, trade, price book, the taxes and rates it defines (with the agencies it names), payment terms, reminder wording, its own customer terms (text or a file) and other settings.

4.3 Subscription

The shop's subscription will be sold only on our website, at app.go.scansticker.com, not in the app, and we will bill it, once those pages open. Until then, a shop's free trial starts when it is created in the app, and pilot access is set up by ScanSticker. Once they open, Stripe, our payment processor, takes the payment there and keeps the card details; we never receive full card numbers. We receive and keep the subscription's status, plan, seats, trial and renewal dates, the result of each charge (including a failed one), invoices and receipts, and the billing details the owner gives Stripe, such as name, email and address. Apple does not handle the subscription.

4.4 The shop's Stripe connection

The owner opens a new Stripe account for the shop from the app (linking an existing Stripe account is not offered) and gives Stripe its business, identity and bank details directly. We receive the Stripe account identifier and whether it can take payments.

4.5 Work records

What team members create: requests entered by staff, jobs, schedules, estimates, invoices, cash and check payments recorded by hand, labor and price book lines, work summaries, internal notes, photos, documents, equipment records and parts. The app records who made important changes and when, so the shop has a history of its work.

4.6 Library and parts contributions

When a team member uploads a manual with "Share with the ScanSticker library" ticked, or adds a part number to a unit, we keep a private record of which shop contributed it and when, visible only to ScanSticker staff (section 12). We also record each team member's agreement to the upload terms: the person, the shop, the version and the time.

4.7 Device and technical information

A push notification token for each phone.
The app version, sent with each request so we can support older versions.
What is waiting to sync and what failed, so nothing is lost.
Request logs kept by our servers and hosting provider, including the network (IP) address, time and request, used to run, secure and fix the service and kept for up to 30 days.

4.8 What the app does not collect

The phone's location. An equipment "location" is a note a technician types, such as "roof, north side".
The phone's contacts.
Sound. The app has no microphone feature. Keyboard dictation is handled by Apple.
Advertising identifiers. The app contains no advertising or analytics tools.
Face data. If the owner turns on the optional Face ID lock (off by default), Face ID checks the person on the iPhone itself, and the app learns only whether the check passed.

5. Information we handle for shops about their customers

5.1 What the shop enters

Customer and contact names, email addresses, phone numbers, and billing and site addresses, including which contact receives emails about each site.
Parent and child customer links (for example, a restaurant group and its locations).
Payment terms, and tax-exempt status with the customer's certificate.
Equipment at each site: make, model, serial number, ratings and other specs, install date, warranty, where it sits in the building, parts, and photos.
Service history, jobs, work summaries, estimates, invoices and payments.
Internal notes and costs, which are never shown to the customer.
A customer signature on a completed job, when the shop requires one.

5.2 What customers give us through the web pages

Service requests: a description of the problem, a name, and an email address or phone number. The request form does not take a photo yet; if it is added, a photo will be optional.
Estimate approvals, once estimate approval is offered (it is not yet), given on the customer's own device from an emailed link or the customer page: the agreement to sign electronically, the name typed in "Approved by", the date and time, how the estimate was approved, and the exact version approved.
Payments, made on Stripe's payment page (section 9), and, once they are offered, deposits and any choice to save a card.

5.3 What Stripe tells us about payments

Amount, date and status, and refunds. If saved cards are offered later, we will also keep whether a card was saved and, for a saved card, its brand, last four digits and expiry date. We never receive full card or bank account numbers.

5.4 Web page visits

Our servers and hosting provider receive each visitor's network (IP) address, browser type, the page requested and the time. We use this to deliver the pages, to limit abuse of the public request form (for example, a cap on requests from one network address) and to investigate security problems. The Cookie Notice describes the small amount of browser storage the pages use.

6. Photos, text reading and the work summary

The service handles nameplate photos, whole-unit photos, photos taken during a job, tax exemption certificates, the shop's terms, and manuals and other documents.

Photos taken or chosen in the app are made smaller on the phone, which also removes location data and other hidden details, before they are sent. They are stored with Cloudflare R2.
The public sticker page does not show a unit's photo yet. If it does later, anyone holding the sticker will be able to see it, so shops should keep people and private details out of unit photos.

Reading text from photos. Parts-page reading uses Apple's text recognition on the iPhone, and that photo is not sent to us or anyone else for reading. Nameplate reading works the same way unless we have switched on reading by our server: then the app sends the nameplate photo to us, and we send only that image to Anthropic's Claude API to read it, never the shop's name, the customer, the site or anything typed. If that reading is switched off, there is no signal or it fails, the app reads the plate on the iPhone instead. Either way, the technician confirms or corrects every value before it is saved, and typed entry is always available.

The work summary. When a job is completed, the technician answers three questions (what they found, the work performed, and any recommendations), and the app puts those answers together as the work summary. No AI writes it. The summary appears on the invoice, the payment page and the invoice email, under "Work performed".

No AI writes the work summary. The only features that use an AI service are nameplate reading by our server (above) and the library checks and the manual finder in section 12. All three use Anthropic's Claude API, and each stays switched off until we turn it on. They are not sent the shop's customer records, though a nameplate photo shows whatever is on the plate, and a manual file can carry customer details if a shop left them in it.

7. How we use information

To provide the service: sign-in, accounts, jobs, scheduling, estimates, invoices, payments, equipment records, syncing and, once it is offered, the customer page.
To run the shared manual library and parts library (section 12).
To send service emails for the shop and, once offered, push notifications to team members (section 10).
To process payments through Stripe, collect our platform fee, and bill and manage the shop's subscription.
To keep the records shops need, including locked invoices, payments and signed estimate approvals.
To keep a read-only shop's records (after its trial ends or its subscription lapses), unchanged, so that a shop that subscribes finds them as it left them, and, once archiving is offered, to keep archived customers until the shop deletes them.
To prevent fraud and abuse, secure the service, handle reports and copyright notices, investigate problems and answer support requests.
To meet legal obligations and enforce our terms.

We do not use information for advertising, build advertising profiles or sell information.

8. Services that receive information

Each provider receives the information it needs for its task.

Service	What it does for us	What it receives
Clerk	Team member sign-in	Names, email addresses, sign-in identifiers, and the network address and device details of each sign-in
Apple	Sign in with Apple, push notifications, Tap to Pay on iPhone	Sign-in details, push tokens and notification text, card taps (with Stripe)
Stripe	Payments with the shop as merchant (card payments now; saved cards and bank payments once offered), Tap to Pay, our fee, and billing the shop's ScanSticker Go subscription	Card and bank details entered by the payer, amounts, invoice references, the payer's name and email, the shop's account details; for the subscription, the owner's card and billing details
Postmark	Sends email	Recipients' names and addresses, and each email's content
Vercel	Hosts our servers and web pages	Information passing through the service, and request logs
Neon	Database	Stored records
Cloudflare R2	File storage	Photos, documents and manuals
Anthropic, PBC (Claude API)	Reads nameplate photos (section 6), checks manuals shared with the library for problems, and finds links to manufacturers' official manual pages (section 12). Each is switched off until we turn it on	For nameplate reading: the nameplate photo only. For checks: the shared manual file, its type, make and models. For the finder: make, model and sometimes the equipment type. Never customer records. Anthropic does not train its models on data sent through its API under its commercial terms

Stripe and Apple also have their own relationship with you when you use their services directly, and their policies apply to that.

9. Payments

The shop is the merchant. A customer's payment goes through the shop's own Stripe account. ScanSticker does not sell the shop's services or hold the money.
Our fee is 0.5% of payments made through the app, capped at $5 per bank payment, deducted by Stripe. No fee is kept on a bank payment that fails before it clears. Cash and checks are recorded free. No surcharge is added.
Card numbers never reach our servers. They are typed into Stripe's payment form, or tapped on the technician's iPhone with Tap to Pay once Apple approves it, and go to Stripe. The same is true of bank account details.
Saved cards are not available yet. If they are offered, a customer will be able to choose to save a card when paying; Stripe will keep it, the shop's owner and admins will be able to charge it for the shop's invoices, with a receipt each time, and the customer can have the card removed at any time by asking the shop.
Bank payments are not available yet. When they are, they will show Stripe's debit authorization and stay pending until they clear.

10. Messages

10.1 Email

We send email through Postmark. The shop's customers get service emails only, in the shop's name, never marketing. Today these are request confirmations and replies when a request is declined, invoices and receipts. As the features are added, they will also include estimates (with one reminder after 7 days), approved estimate copies, appointment emails with a 2-hour arrival window, overdue invoice reminders (weekly, three at most) and customer page links. Emails about work at a site go to that site's contact unless the shop changes the recipients. Reminders are on for every new shop, and the shop can change their wording or turn them off.

Team members get sign-in codes, invitations and service emails. The owner also gets billing emails: if the shop has not subscribed, a reminder 3 days before the free trial ends and another on its last day; after a failed subscription payment, reminders from Stripe to update the payment method; a yearly reminder that the subscription renews; and, once the app offers export, an email each time anyone exports the shop's records. We do not send shop owners marketing or product-news emails.

10.2 Push notifications

The app registers each phone for push notifications, but it does not send any yet. Once that feature is offered, team members will get push notifications about jobs, requests, estimates and payments. They will pass through Apple's push service and may show customer names, job details or amounts on the lock screen. You can turn them off or hide previews in your iPhone's Settings. Once the app has a list of notices, notices in it will clear after 30 days. The shop's customers get no push notifications.

10.3 Texts and "On my way"

The app sends no text messages. The "On my way" button opens the technician's own Messages app with a note already written to the customer. The technician sends it from their own phone, which may be a personal number the customer will then see. The message goes through the technician's phone service, not through us, and we do not receive it. The owner can hide the button for the whole shop.

10.4 Directions

Directions opens the site's address in the phone's map app. We receive nothing back, and the app does not collect the phone's location.

11. Web pages for the shop's customers

Sticker page. Anyone who scans a sticker sees the shop's name and phone number, the equipment's name (and its photo, once the page shows one), where the unit sits in the building (for example, Kitchen), and a request form, with no address, model, serial number, history, prices or customer name. Once archiving is offered, an archived customer's stickers will show only a neutral "not in use" page. A sticker only identifies a machine and never grants access to anything else. A replaced or lost sticker is voided, and its page then says only that it is no longer in use, with the shop's name and phone number.
Customer page (not offered yet; this is how it will work). The shop sends a private link to a contact on file. There is no password, so anyone with the link can see that customer's equipment, service history, open invoices and estimates. The link is long and random so that it is hard to guess, expires 90 days after it is sent, and the shop's owner or an admin can switch it off. You can also turn off your own link from the page, and the shop can send you a new one. Each contact has one active link at a time, and a link also stops working when the customer is archived, or when the contact's email changes or the contact is removed. Please do not forward it. The page never shows internal notes, costs, part numbers or manuals. A parent customer's link shows its child locations; a child's link shows only itself.
Invoice payment page, reached from the emailed invoice link. Estimate approval pages, once offered, will be reached the same way or from the customer page.

These pages use only the cookies and browser storage they need to work and stay secure, with no advertising or cross-site tracking. See our Cookie Notice.

12. The shared manual library, the parts library and makes

Manual library. ScanSticker keeps one central library of equipment manuals, matched by make and model, which grows from manuals shops upload. A manual uploaded with "Share with the ScanSticker library" ticked (the box is ticked unless the uploader unticks it) is added to the library at once, without review by a person at ScanSticker unless the automated checks below flag it, and other shops can open it. What the library keeps is the file, its type, its make and its models. We remove the PDF's hidden document details (such as its author and title) when we copy it. The library never shows the shop's name, the person who uploaded it, the document's title, the unit, the customer, the site, the serial number or any note. An unticked manual, and every other document and photo, stays within the shop's account. Manuals are for team members only, never the shop's customers.

A scanned manual can carry things that were on the paper, such as a service ticket or a handwritten note. Shops must remove customer details before they upload, or untick the box. Anyone can report a library manual that shows customer information, and we remove it.

Parts library. When a team member adds a part to a unit, we record its part number and description against the unit's make and model and offer it to other shops as a suggestion. Only the part number, the description and the make and model are shared. Prices, costs, quantities, the shop's name, the person, customers, sites, serial numbers and notes are never shared.

Automated checks. Manuals uploaded with sharing on may be checked automatically, using Anthropic's Claude API, for markup or annotation layers, reseller watermarks, customer details and poor scans. We send Anthropic the manual file and its make and model. A flagged manual stays within the shop's account until ScanSticker staff review it.

Manual finder. For a unit onboarded with a make and model but no manual, we may, after 7 days, use Anthropic's Claude API to look for the manufacturer's official manual page. We send only the make, model and equipment type, never customer data. We store a link, not a copy, and it shows as a manual only after the shop confirms it.

Removing a shared manual. When a shop deletes a manual it shared, it can ask for it to be removed from the library too: taken down at once if that shop is its only contributor, otherwise reviewed by ScanSticker staff.

Makes. A make a shop adds may join ScanSticker's list of makes after we check it. Only the make's name is shared.

What shops share with the libraries stays there after the shop leaves ScanSticker Go, and after it deletes the item unless it asks for removal as above (section 15). We keep which shop contributed each item, and who reported a problem, for ScanSticker staff only.

13. QuickBooks Online

ScanSticker Go may later offer a sync to QuickBooks Online, used only if the shop connects it. We will update this policy before it is offered.

14. How we share information

We share information only:

within a shop's account, according to each team member's role;
with other shops, only for manuals and part data shared with the libraries as section 12 describes;
with the service providers in section 8;
with Stripe and Apple when the shop or a customer uses their services;
when the law requires it, to respond to valid legal process, or to protect the rights, safety or property of our users, the public or ScanSticker, including to prevent fraud;
in a merger, sale or other transfer of our business, with this policy continuing to apply and notice to shop owners;
with your permission.

We do not sell personal information, share it for targeted advertising, or give it to data brokers.

15. How long we keep information

Information	How long
A shop's account, team and records	While the trial or subscription is active. When the trial ends without a subscription, or a subscription lapses (after it is cancelled and the paid period ends, or after a 14-day grace period for a failed payment), the app is read-only (with export once the app offers it), still receiving requests and payments. Nothing is deleted for nonpayment or because a trial ended: we keep a read-only shop's records so that a shop that subscribes finds them as it left them. The app does not yet let the owner delete the shop. An owner who wants the shop closed and its records deleted emails support@scansticker.com; the locked records below are kept
A customer the shop archives (archiving is not offered yet; this is how it will work)	Kept, read-only, until the shop deletes it. An archived customer is never deleted automatically, whether or not the shop is paying, and the shop's owner or an admin can restore it at any time. Archiving ends the customer's page links, and while it is archived its stickers show a neutral "not in use" page. A customer cannot be archived while it has an open job, an unpaid invoice, a pending bank payment or active child customers
A customer the shop deletes (not offered yet; this is how it will work)	Only an archived customer can be deleted, by the shop's owner or an admin, after a warning and typing the customer's name to confirm. It is then held for 30 days, during which it can be restored. The 30 days pause while the shop's app is read-only and resume when it pays again. After the 30 days we delete its record, sites, equipment, photos, notes, jobs, requests, estimates and documents; its stickers are voided and their codes never reused. Its invoices, payments, signed estimate approvals and the exemption certificates that support exempt invoices are kept (next row)
Invoices, payments, signed estimate approvals and the exemption certificates that support exempt invoices	Locked records, kept including after the customer is deleted and after the shop is deleted, and not deleted automatically. Each kept invoice keeps what it needs to stand alone, such as names, addresses, lines, tax and the work summary. Each kept approval keeps the approved estimate, the approver's name, the time and how it was approved
Manuals and part data shared with the libraries	Kept in the libraries after the shop leaves, and after it deletes its own copy unless it asks for removal (section 12), until we remove them
A team member who deletes their account	Sign-in account removed, and the team member is signed out and removed from the shop; the shop's owner is told. The jobs, notes and invoices they worked on belong to the shop and stay with it, and their name stays on job history and on invoices already issued. The owner cannot delete their own account while they own the shop; they first make an admin the owner or delete the shop
Agreements to the upload terms	Kept after the person leaves, as a record of the permission given
Change history (who made important changes to a shop's records, and when) and the record of ScanSticker staff actions in our staff console	Kept with the records they describe, and not deleted automatically
In-app notifications	The app has no list of notices yet. Once it does, 30 days
Customer page links (once offered)	90 days after sending, one active link per contact. A link ends sooner when the customer is archived, when the contact's email changes or the contact is removed, or when the shop switches it off or the contact turns it off from the page
Invoice payment links	Until the invoice is paid or voided, then 90 days so the receipt can still be viewed
Server and request logs	Up to 30 days
Backups	Our database provider keeps a restore history of up to 35 days. Deleted information can remain in it until it expires
Emails at Postmark	Under Postmark's message retention settings for our account
Information at Stripe or Apple	Under their own policies

We may keep information longer when the law requires it or to resolve a dispute.

16. Your choices and rights

16.1 Shops and team members

Team members can see and change their own details in the app. The owner and admins manage the shop's records.
Export is not available in the app yet. Once it is, the owner and admins can export the shop's records at any time, including while the app is read-only, and the owner is emailed each time anyone exports.
Any team member can delete their own account from inside the app, except the owner while they own the company. They are signed out and removed from the shop, the jobs, notes and invoices they worked on stay with the shop, and the owner is told. The owner can make an existing admin the owner, with both confirming. The app does not yet let the owner delete the company; to close it and have its records deleted, the owner emails support@scansticker.com, and invoices, payments, signed estimate approvals and supporting exemption certificates stay as locked records (section 15).
Uploaders choose, for each manual, whether to share it with the library.
Once the billing pages open, the owner manages the subscription, including cancelling it and changing the payment method, on our website at app.go.scansticker.com.
Notifications, camera and photo access can be changed in your iPhone's Settings. Typed entry always works without the camera.

16.2 The shop's customers

Ask the shop to see, correct or delete your information. Once archiving is offered, the shop can archive a customer, which makes its records read-only, and can delete an archived customer; deletion keeps invoices, payments, signed estimate approvals and supporting exemption certificates (section 15).
If you contact us, we will pass your request to the shop within 10 business days and help it respond.
Once customer pages are offered, turn off your own link from the page, or ask the shop to switch it off. Ask the shop to change its reminder emails.
If saved cards are offered, ask the shop to remove a saved card (section 9).

16.3 State privacy laws

State consumer privacy laws, such as Virginia's Consumer Data Protection Act and the California Consumer Privacy Act, apply to businesses above certain size thresholds. We do not currently meet them. Even so, anyone may ask us what personal information we hold about them, for a copy, or to correct or delete it, by emailing support@scansticker.com or writing to us (section 21). We answer within 45 days. We may ask for information to confirm who you are, such as a code sent to the email address we hold for you. If we refuse a request, we tell you why, and you can ask us to reconsider by replying. We do not sell personal information, use it for targeted advertising or profile people, so there is nothing to opt out of. We will not treat you differently for making a request. Requests about information we hold for a shop go to the shop (section 16.2).

16.4 Do Not Track

Our pages and app do not track you across other websites or apps, so they do not change their behavior in response to a browser's Do Not Track or Global Privacy Control signal; there is nothing further for those signals to turn off.

17. Security

Each shop's records are kept separate, and our servers check every read and write against the shop it belongs to. Only manuals and part data shops share with the libraries (section 12) are seen by other shops.
Sign-in uses Sign in with Apple or an emailed code through Clerk. We hold no passwords.
Information is encrypted in transit (HTTPS) and at rest by our database and file storage providers.
Our staff console shows a shop's account details (such as its name, owner, team size and subscription), never its customers, jobs or invoices, and has no way to open them.
Card and bank numbers never reach our servers.
Public pages (and the customer page, once offered) receive only customer-safe details, never internal notes or costs. Private links are long and random so that they are hard to guess, expire, and can be switched off.
Roles and owner switches limit what technicians see.
The owner can turn on an optional Face ID lock, off by default, that asks for Face ID when the app is reopened. Face ID runs on the iPhone, and we receive no face data.
Work captured without signal stays on the phone until it syncs. Protect your phone with a passcode. If a phone is lost, the owner or an admin removes that person from the shop, which signs them out.

No system is perfectly secure. Report security problems to support@scansticker.com. If we confirm a security incident affecting a shop's information, we notify the shop's owner within 72 hours of confirming it, and others as the law requires.

18. Children

ScanSticker Go is a business tool, not directed to children, and we do not knowingly collect information from children under 13. If you believe a child has sent information through one of our web pages, contact the shop or us and we will work with the shop to delete it.

19. United States only

ScanSticker Go is offered only in the United States and is not intended for use elsewhere. Our database is in the eastern United States, and files are stored in Cloudflare's Eastern North America region. Some providers in section 8 may process information in other countries under their own terms.

20. Changes to this policy

We will update the "Last updated" date when this policy changes. For a material change, we will tell shop owners by email or in the app at least 30 days before it takes effect.

21. Contact us

ScanSticker LLC

1657 Chenier Arch, Apt 104, Virginia Beach, VA 23451

support@scansticker.com

Shops' customers, please contact the shop first.