Privacy notice - Labelwise

About this notice

This notice explains what personal information Labelwise keeps about the people who use it, why, and what you can ask us to do with it. It applies to everyone with a Labelwise account, and to people invited to join one. Our terms of service cover the rest of how Labelwise works.

What we keep

Your account: your name, email address, password (stored scrambled, so nobody can read it), your role in your business, when you confirmed your email and agreed to the terms, and your printer offset.
Signing in: when you sign in and the kind of browser and device you use, such as “Chrome on Mac”. While you’re signed in, your session keeps your IP address and browser details, to keep your account secure.
What you do in Labelwise: the audit trail records who added, changed, confirmed, published and signed off what, and when.
Invitations: the email address of someone invited to a business, and who invited them.
Billing: your business’s plan and Stripe customer reference, and the type and last four digits of the card it pays with. Stripe keeps the card itself; we never see the full number.

Your business’s recipes, ingredients and labels are its own records rather than personal information, though its name and address go on its labels.

Why we keep it

To run your account and your business’s Labelwise, as our terms set out.
To keep accounts secure, which is in our and your business’s legitimate interests.
To keep an audit trail your business can show an environmental health officer, which is in its legitimate interests as the business responsible for its labels.
To keep billing records for as long as tax law requires.

We only send emails about your account: invitations, confirming your email address and resetting your password. We don’t send marketing, and we don’t sell or share your information for advertising.

Who helps us handle it

A few service providers handle information for us, only to run Labelwise, under contracts that require them to keep it safe:

Hetzner, which hosts Labelwise in the EU
Cloudflare, which stores label PDFs and spec sheets
Stripe, which takes payments
Resend, which sends account emails

Where a provider handles information outside the UK, it is protected by the safeguards UK law requires.

How long we keep it

Your account details, while your account is open.
When someone leaves a business, their account is deactivated rather than deleted. Their name stays on the records they made, because the audit trail is the business’s evidence of who checked its allergens and signed off its labels, and it can’t be edited.
Billing records, for six years, as tax law requires.
If a business asks us to close its account, we delete its records, apart from what the law requires us to keep.

Your rights

You can ask us for a copy of the personal information we keep about you, to correct it, to delete it, to limit how we use it or to object to how we use it, and for a copy to take elsewhere. We can’t delete names from an audit trail a business relies on as its food safety record, but we’ll explain why if that applies. Your business can export every label it has signed off, with its record, at any time.

If you’re unhappy with how we handle your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Cookies

Labelwise only uses the cookies it needs to work: one that keeps you signed in, one that protects forms from forgery, one that remembers you on this device if you ask it to, and one that remembers whether the sidebar is open. There are no analytics or advertising cookies, so there’s nothing to accept.

Changes to this notice

We’ll update this notice when what we keep or how we use it changes, and tell you about any significant change.