Tablinum Privacy Policy
Version 2026-10-24. Permanent address of this version: tablinum.app/legal/privacy-policy/2026-10-24
Version: 2026-10-24 · Effective: not yet in effect (a draft, published 2026-10-24 for review) · Published at tablinum.app/legal/privacy-policy; it becomes tablinum.app/privacy once final (replacing the short note there today; see README §5)
This policy explains how [TABLINUM ENTITY NAME] ("Tablinum," "we," "us") handles personal information:
- on our website,
tablinum.app; - when you contact us;
- when you use the Tablinum app, whether you work at a shop that uses Tablinum or you are a shop's client using its portal.
1. Who is responsible for what
- Our website, our sales conversations, and our own customer relationships. We decide how this information is used. We are its "controller" or "business."
- What shops put into Tablinum. A shop (our customer) uses Tablinum to run its business: its clients, quotes, orders, files, time records, invoices and payments. The shop decides what goes in and how it is used; we process it on the shop's behalf, under a contract with the shop. If you are a shop's employee or one of its clients, the shop's own privacy notice applies to that information, and requests about it go to the shop (section 7).
- A small amount of app information we are responsible for ourselves. We use it to run the platform, keep it secure, bill shops and keep records of our agreements. Section 3 describes it.
2. Our website and contacting us
The website sets no cookies and runs no scripts. There are no analytics, no advertising and no tracking pixels.
Cloudflare, which serves the site, processes the information every web request carries: your IP address, browser type, the page requested and the time. It keeps standard request logs. We use Cloudflare's traffic counts, which use no cookies.
If you email us, we keep your message, your name and email address, and whatever you tell us about your shop, so that we can reply and follow up. Our email runs on Google Workspace. [If adopted: we track sales conversations in HubSpot.] We do not sell this information or share it for advertising.
3. Information we are responsible for in the app
| Whose | What | Why | How long |
|---|---|---|---|
| A shop's owners and billing contact | Name, email address, the shop's billing email and tax address, our invoices to the shop and their payments. Payment card or bank details are held by Stripe, not by us. | To bill the shop, collect tax, and manage our contract. | Invoices and payment records: for as long as tax and accounting law requires, and at least [7] years, including after the shop leaves. |
| Anyone who accepts our terms (shop owners, shop staff, a shop's clients) | Which document and version you accepted, when, your name and email address as they were then, and your IP address and browser where recorded. | To keep evidence of our agreements. | Kept after the shop leaves Tablinum, for as long as a claim about the agreement could arise [counsel: set a period]. |
| Everyone who signs in | Sign-in events, failed attempts, security changes (such as setting up an authenticator app), and the request's IP address and browser. | To keep accounts and the platform secure and to investigate abuse. | Security logs: [30 days] [VERIFY: Cloud Logging retention]. Security records in a shop's audit log stay with that shop's data (section 6). |
| Everyone who uses the app | Usage measures: storage used, upload and download volumes, the number of active staff accounts per shop. These are counted per shop, not per person, except seat counts, which count accounts. | To bill shops and to measure what the Service costs to run. | With the shop's billing records. |
| Shops' staff (planned, not active yet) | Product analytics: which onboarding steps a shop's staff complete. | To improve onboarding. | [PostHog's retention: set before enabling.] Never in the client portal. |
| Everyone (planned, not active yet) | Error reports when something breaks: page, browser, an account identifier. | To find and fix bugs. | [Sentry's retention: set before enabling.] |
| Tablinum's own staff working in a shop | Records of every action our support staff take, including in support sessions. | Accountability to the shop and security. | Kept after the shop leaves, as our own record. |
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use any information in the app to train AI models.
4. Information shops put into the app
A shop might put the following into Tablinum:
- names, email addresses, phone numbers and addresses of its staff, its clients' people, and its vendors;
- quotes, orders, invoices, payments, time records and labour cost rates;
- files and documents;
- records of when a client viewed a quote, and of acceptances and signatures, with the time, IP address and browser.
We process this only to provide the Service to the shop, under our Data Processing Agreement. That agreement limits what we may do with it: we may not sell it, use it for our own purposes, or keep it after the shop leaves, except as section 6 describes.
If you are a shop's client, see also the client-portal notice.
5. Who we share information with
- Service providers that host and operate Tablinum for us, under contracts that restrict their use of it. The current list is at tablinum.app/legal/subprocessors: Google Cloud, Cloudflare, Resend, Stripe and Google Workspace.
- Services a shop connects. When a shop connects its own Stripe account, QuickBooks Online or another integration, the app sends the shop's data there on the shop's instruction.
- The shop. Information in a shop's account is visible to that shop's authorized staff, according to the roles the shop assigns.
- Legal and safety. We disclose information where the law requires it, or to protect the rights, property or safety of our users, the public or Tablinum.
- Business transfers. If Tablinum is involved in a merger, acquisition or sale of assets, information may transfer as part of it, under this policy's protections.
We never link a person's accounts at different shops: each shop's accounts are separate.
6. How long we keep information
- Shop data: kept while the shop subscribes. When a shop cancels:
- its staff and clients can read and download for 60 days;
- the data is deleted from use at day 90;
- it is permanently deleted from our production systems at day 120;
- backup copies expire after that: database backups within [30] days, and file backup copies within 90 days.
- A shop that does not continue after its free trial: cancelled 30 days after the trial ends, then as above.
- A client who closes their portal account [when available]: sign-in ends at once. The shop's records of orders and invoices stay with the shop. Personal uploads tied to no order are deleted after the same 120-day cycle.
- Our own records (section 3): as stated there.
- Website request logs: as Cloudflare keeps them. Emails to us: as long as needed for the conversation and any resulting relationship, then [2] years.
7. Your choices and rights
If you are a shop's employee or a shop's client, the shop controls your information in its account. Ask the shop to access, correct, export or delete it. If you contact us instead, we will pass your request to the shop and tell you we have done so.
You can always do the following yourself in the app:
- set, change or remove a password;
- set up or remove an authenticator app;
- sign out of every device at once.
[When available: update your name and email address; as a client, leave a client organization or close your account.]
For information we are responsible for (sections 2 and 3), you may ask us to:
- tell you what we hold;
- give you a copy;
- correct it;
- delete it, where we are not required to keep it.
Depending on where you live, you may also have the right to appeal a decision we make about your request. Email privacy@tablinum.app. We will verify your request, typically by confirming it from the email address we hold, and answer within [45] days. You may use an authorized agent where the law allows. We will not treat you differently for exercising your rights.
If you are in the EU, UK or Switzerland: we process information about you on the basis of contract (to provide our services and bill shops), legitimate interests (security, fraud prevention, improving the Service and answering your messages) and legal obligation (tax and accounting records). You may also object to processing based on legitimate interests and complain to your data-protection authority. Tablinum is hosted in the United States.
8. Cookies and similar technologies
Tablinum uses only what it needs to work: no advertising cookies and, today, no analytics cookies.
| Where | Name | What it does | How long |
|---|---|---|---|
Website tablinum.app | None | ||
| Staff app and client portal | __Host-refresh | Keeps you signed in. Secure, not readable by scripts, sent only to the site that set it. | Until you sign out, or up to your session's limit (7 days idle, 30 days at most). |
| Tablinum's internal console (Tablinum staff only) | __Host-console, __Host-console-refresh, __Host-console-enroll | Keeps Tablinum staff signed in, and carries authenticator setup. | Up to 12 hours. |
| Client portal sign-up and payment pages | Browser session storage (not a cookie) | Remembers the name you typed between sign-up steps, and a payment in progress. | Cleared when you close the tab. |
| Payment pages | Stripe's cookies, such as __stripe_mid and __stripe_sid [VERIFY] | Set by Stripe when its payment fields load, for fraud prevention. See Stripe's cookie policy. | Set by Stripe. |
| Client portal sign-up | Cloudflare Turnstile [VERIFY: whether it sets any cookie] | Checks that you are a person. Processes browser signals. |
9. Security
We protect information with measures that include:
- per-shop isolation enforced in the database;
- encryption in transit and at rest;
- short-lived sessions and single-use sign-in links;
- optional authenticator apps (mandatory for our own staff);
- malware scanning of uploads;
- an append-only audit log;
- daily backups.
The Security Annex to our DPA gives details. No system is perfectly secure. If a breach affects your information, we will notify as the law and our contracts require.
10. Children
Tablinum is a business service and is not directed to children under 16. We do not knowingly collect their information.
11. Changes
We will post any change here with a new date. If a change is material, we will tell shop owners by email before it takes effect.
12. Contact
[TABLINUM ENTITY NAME], [postal address, Pennsylvania] · privacy@tablinum.app