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Privacy Policy

Effective date: April 26, 2026  ·  PrePressOS

1. Overview

PrePressOS ("we," "us," or "our") is a print shop management platform. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your data. We are committed to handling your information responsibly and transparently.

2. Information We Collect

Account information: When you register, we collect your name, email address, shop name, and billing information. Billing details are processed and stored by Stripe — we do not store full payment card numbers.

Business data you enter: Work orders, customers, invoices, estimates, products, employees, materials, job costing data, files, and any other content you create or upload while using the Service ("Customer Data"). This data belongs to you.

Usage data: We may collect information about how you use the Service — pages visited, features used, error logs — to improve the platform. This data is not sold or shared with advertisers.

Communications: If you contact support, we retain the content of those communications to assist you and improve the Service.

3. How We Use Your Information

  • To provide, operate, and maintain the Service
  • To process billing and manage your subscription
  • To send transactional emails (invoices, proofs, file requests) on your behalf to your customers
  • To send you service-related communications (receipts, security alerts, product updates)
  • To diagnose technical issues and improve performance
  • To comply with legal obligations

We do not sell your personal data or Customer Data to third parties. We do not use Customer Data to train AI models without your consent.

4. Third-Party Services

PrePressOS uses the following third-party services to operate. Each has its own privacy policy:

  • Stripe — payment processing for your PrePressOS subscription and for Stripe-powered invoice payments you collect from your customers
  • Anthropic (Claude) — AI parsing of work orders and document extraction. When you use an AI feature, the text of that document is sent to Anthropic to be read. Anthropic does not train its models on data submitted through its API. AI features are optional and only run when you use them.
  • Intuit QuickBooks Online — optional accounting sync; only activated when you connect your own QuickBooks account
  • Cloudflare R2 — file storage for artwork, proofs, and job-related uploads
  • Cloudflare Turnstile — bot protection on sign-in and registration forms; receives your IP address and browser signals
  • Google Workspace (Gmail) — transactional email delivery (proof notifications, file requests, invoice emails), unless you configure your own mail server in Settings, in which case your mail goes through that instead
  • PostHog — product analytics: which pages are visited and which features are used, so we can improve the Service. It does not receive your work orders, invoices, customer records or files.
  • Sentry — error reporting, when enabled. Receives technical details of a crash so it can be fixed.
  • proxycheck.io — checks the IP address used at registration against known VPN and proxy ranges, to limit abuse
  • Discord — only if you choose to link a Discord account to the PrePressOS community
  • Railway — cloud infrastructure hosting the Service

These providers act as data processors on our behalf and are contractually required to protect your data.

5. Data Sharing

We share your information only in the following circumstances:

  • With service providers listed above, to the minimum extent necessary to operate the Service
  • If required by law, subpoena, or valid legal process
  • To protect the rights, property, or safety of PrePressOS, our users, or the public
  • In connection with a merger, acquisition, or sale of assets — you will be notified via email and an in-app notice

6. Data Retention

We keep your account information and Customer Data for as long as your account exists. Cancelling a paid subscription moves you to the free plan — it does not delete anything, so your history is still there if you come back.

When you delete your account (Settings → Data & Privacy → Delete Account), we wait 30 days before erasing anything, so you can change your mind. After that window your shop record, every work order, estimate, invoice, customer, product and every uploaded file is permanently deleted from our active systems.

Backups. We keep verified daily database backups for 30 days. A deleted account remains inside those backups until they age out, after which no copy remains. We do not restore individual accounts from backups.

Server logs. Our servers write diagnostic logs when something goes wrong. Those logs are retained by our hosting provider for a limited period and then discarded automatically. They do not contain your email address or your full IP address — before a log line is written, any email address is replaced with a one-way tag that cannot be turned back into an address, and IP addresses have their final segment removed. That is done so a log cannot outlive the deletion promise above.

What we keep longer, and why. If you ask us to delete your account we will do so in full. Where we are required to retain a record of a transaction for tax or accounting purposes, we retain only that record and nothing else.

7. Security

We implement industry-standard security measures including encrypted connections (TLS), hashed passwords, shop-scoped data isolation (all queries are filtered by your shop ID), and regular security reviews. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

8. Customer Data and Your End Customers

When you use PrePressOS to manage your customers, those individuals' data (names, emails, addresses) is stored in the Service. You are the data controller for your customer data; PrePressOS is a data processor acting on your instructions. You are responsible for having appropriate legal basis to process your customers' personal data.

9. Cookies

PrePressOS uses session cookies to keep you logged in and remember your preferences (e.g., dark mode). We do not use third-party advertising cookies. You can disable cookies in your browser settings, but this will prevent you from staying logged in.

10. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal data. PrePressOS gives you two of these without having to ask anyone:

  • Export everything. Settings → Data & Privacy → Export All Data gives you a ZIP of CSV files covering your customers, contacts, work orders, estimates, invoices, products, materials, equipment, vendors, die plates, staff, shop-floor employees, timeclock records, proofs, file requests and activity log — with a manifest listing every dataset and its row count. No proprietary formats.
  • Delete your account. Settings → Data & Privacy → Delete Account. You have 30 days to change your mind; after that everything is erased, including your uploaded files.

For anything else — corrections, questions, or a request on behalf of one of your own customers — email support@prepressos.com. We will respond within 30 days.

11. Children's Privacy

The Service is intended for use by businesses and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice at least 14 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact

Questions or concerns about this Privacy Policy? Email us at support@prepressos.com.