Privacy policy

Who is responsible

Epona is directly responsible for the account details of business owners and staff (name, email, phone, sign-in settings).

The business is responsible for the information it keeps about its own clients (for example contact details, food diary, measurements, messages, purchases); Epona processes it on the business's behalf and under its settings. Questions about that information are best sent to the business first.

What we collect

• Account details: name, email, phone number, password (stored only as a hash), two-factor settings, and a record of sign-ins for security (time, device type, IP address).
• Business data: what the business and its staff enter: clients, products, sales, shifts, stock, till closes, expenses and receipts.
• What clients enter in the business's app: for example meals, measurements, progress photos, messages and questionnaire answers.
• Payment proof photos: in businesses that turn this on, the employee photographs the customer's payment confirmation (Bit, PayBox, card) or the cash at the till. We keep the time the device took the photo and the time the server received it. Location is kept only if the business enabled it and the employee switched it on for that photo; otherwise no location is collected.
• Push tokens: a device identifier that lets us send notifications to the app. It is removed when you sign out.
• Payments: handled by payment providers. We never store card numbers, only the payment status, amount and the provider's reference.

Why we use it

• To run the service: show a business its own data, send the messages and notifications the business or client asked for, compute reports.
• To check payment proof photos: an AI model reads the amount, time and reference from the photo and the server compares them with the sale. When in doubt, a manager at the business decides.
• To keep things secure: two-factor sign-in, attempt limits, spotting abuse.
• To bill the subscription and give support.
• Some features send text or an image to an AI provider to produce a result. Only what the feature needs is sent.

No ads, no tracking

We don't sell information, use it for advertising or track you across sites or apps. There are no advertising tools or third-party tracking cookies on the site or in the apps. Our cookies are strictly necessary: staying signed in, language and theme.

Voice input in the business app is recognised on the device itself.

Providers we work with

To run the service we rely on providers, by category:

• Cloud hosting and database
• File storage
• Email delivery
• SMS delivery
• WhatsApp (Meta)
• Notification services (Apple, Google and browsers' Web Push services)
• Payments (Epona's subscription, and the payment gateways a business connects)
• Artificial intelligence
• Bot protection on public forms

Providers receive only what the service they provide needs.

How long we keep it

• Business data and account details are kept while the account is active.
• A deleted owner or staff account is anonymised at once: name, email, phone and password are removed and access to businesses is withdrawn.
• A client account whose owner asked to delete it is signed out at once and erased for good after 7 days, unless the client signs back in during that time.
• Records of completed payments are kept for bookkeeping, without the personal details of whoever was deleted.
• Audit records carry ids only, never names or phone numbers.

Deleting an account, and your rights

• Business owners and staff: in the Epona Business app, under Settings → Delete account. An owner whose business has other team members or a paid plan is first asked to transfer ownership or cancel the plan, so nobody else's information is deleted by accident.
• Clients of a business: in the business's app under More → Delete account, or on the /account/delete page at the business's address (with an SMS code).
• You can ask to see or correct your information: what a business keeps about you, through the business; your Epona account details, through us.

Security

All traffic is encrypted (HTTPS). Keys and secrets are encrypted in the database, each business's data is isolated at the database level, and staff and owners sign in with two-factor authentication. Photos are checked before they are shown, and the location data inside the image file is removed.

Changes to this policy

When we update this policy we update the date at the top. We tell business owners about material changes in advance.

Contact

Questions, or requests to see or delete information: message us on WhatsApp.