Last updated: [DATE] Effective: [DATE]
Legal version: 1
The Rickhouse Ledger is operated by SHR Systems LLC, a Tennessee limited liability company. Contact: info@rickhouseledger.com.
This policy explains what we collect, where it goes, who can see it, and how to get rid of it. It is written to be read, not to be defensible.
You give us:
| Account | your email address and a password. Passwords are handled by Google Firebase Authentication and we never see them |
|---|---|
| Collection data | brand, product name, quantity, price paid, purchase date, your own valuations, tasting notes, ratings, storage location, fill levels, pour history, and every other field you fill in |
| Photographs | pictures you take or upload of your bottles, cigars and labels, and of receipts you choose to keep with a bottle |
| Anything you type | notes, wish lists, feedback, chat questions |
| Your agreement | which version of these documents you agreed to when you created your account, and when |
| Invite requests | if you ask for an invite without an account, your email address, the note you chose to write, and the link tag that brought you |
We collect automatically:
| Usage counters | how many AI assessments, chat questions, scans and lookups your account has used, and their estimated cost. This is how allowances are enforced |
|---|---|
| Demo visits | when someone opens the public demo we add one to a counter, and to a count for the link tag they arrived through. No name, address or device identifier is stored with it |
| Standard technical data | Firebase Hosting and Google Cloud keep server logs, including IP addresses, for their own operational and security purposes |
We do not use advertising cookies, analytics trackers or third-party marketing pixels.
We do not sell your data. We do not share it with advertisers. We do not use your collection to build a marketing profile of you.
This is the part most policies gloss over, so it is set out plainly.
Anthropic's models produce the collection assessment, the chat answers and the label readings. When those features run, we send:
We deliberately do not send: your email address, your name, your ratings, your exact prices, your purchase dates, or your storage locations.
Some questions trigger a web search. When that happens, the search query — which may contain the product name you asked about — goes to a search provider through Anthropic's tooling.
Anthropic's handling is governed by their terms and privacy policy: https://www.anthropic.com/legal/privacy
Google hosts the entire Service — authentication, database, file storage, the website and the server functions. Your data is stored on Google Cloud in the United States.
Google's Vertex AI additionally:
Google's handling: https://cloud.google.com/terms/cloud-privacy-notice
When you subscribe, Stripe collects and processes your payment details directly. We never receive or store your full card number. We receive your subscription status, and the last four digits and card type for display.
Stripe's policy: https://stripe.com/privacy
The Service maintains a catalogue of product facts shared across all users: brand, product name, distillery, region, mash bill, proof, age statement, cask finish, varietal, vintage, ABV, wrapper, binder, filler, origin, vitola, strength and estimated market values.
When you add a product we do not already hold, those factual attributes may be added to the shared catalogue, in some cases after review.
Nothing personal goes into it. Not your name, not your email, not what you paid, not your notes, not your ratings, not your purchase date, not your quantity, not where you keep it, and not the fact that you own it. The catalogue records facts about products, not facts about people.
Photographs only if you offer them. Your photographs stay private to your account unless you use the control that offers one to the shared catalogue. If you do, a copy is made and becomes visible to other signed-in users. That copy is independent of your original and remains available even if you later delete yours.
Share links are opt-in and public. You can generate a link showing a limited view of your collection or wish list. The link contains an unguessable token, but anyone holding it can view the page without signing in. You can revoke it at any time; revoking removes the public copy.
A shared collection deliberately omits what you paid, your valuations, your purchase dates, your notes, your ratings, your quantities and your storage locations. A shared wish list does include target prices, because its purpose is to help someone buy you something.
The public demo uses a separate, fictional account. No real user's data appears in it.
We keep your data for as long as your account exists.
Backups mean data persists for a period after you delete it, which is normal and worth stating honestly:
| Database point-in-time recovery | 7 days |
|---|---|
| Database scheduled backups | 98 days |
| Deleted file versions in storage | 90 days |
You can delete your account yourself, at any time, without asking us. Open the Tools tab, go to Account and press Delete my account. You will be asked to type your email address and your password, because this cannot be undone by anyone afterwards. The app offers a backup download first.
What deletion removes, immediately:
What deletion does NOT remove — stated plainly because it matters:
If something goes wrong part-way, the process stops before removing your login, so you can simply run it again. You can also email info@rickhouseledger.com and we will finish it by hand.
Depending on where you live you may have rights to access, correct, delete or export your data, and to object to certain processing.
You do not have to ask us for most of it. The Service has a built-in export that produces a complete copy of your own data whenever you have an active plan. After a paid plan ends you can download one such copy; for any further copy, contact us at the address below and we will provide it.
For anything else, contact info@rickhouseledger.com. We will respond within 30 days. We will not discriminate against you for exercising a right.
[If you get California, Colorado, Virginia, Connecticut or Utah users — which you will — a short state-specific rights section is usually expected. A generator will add it. Worth doing.]
No system is perfectly secure, and we cannot guarantee that yours will never be accessed improperly.
The Service is for people 21 and over. We do not knowingly collect data from anyone under 18. If we learn that we have, we will delete it.
The Service is intended for users in the United States and all data is stored there. It is not offered to anyone outside the United States.
We may update this policy. If a change is material we will give notice in the application or by email before it takes effect. The date at the top always reflects the current version.
SHR Systems LLC, 116 Agnes Rd, Ste 200, Knoxville, TN 37919 — info@rickhouseledger.com