This Privacy Policy explains how Depot Nexus Inc. (“Depot Nexus”, “we”, “us”) collects, uses, and shares information when you visit depotnexus.io or use the Depot Nexus application (together, the “Service”).
Information we collect
Information you give us
- Account information: your name, email address, role, and the organization you belong to.
- Operational data you enter: products, inventory movements, locations, equipment, vehicles, mileage, fuel entries, maintenance records, cycle counts, checklists, issues, and comments.
- Photos and files: receipt images, equipment issue photos, and pest photos submitted to the Bug ID feature.
- Demo requests and support messages: your name, email, company, and any message you send us.
Information from connected services
If your organization connects a telematics provider (such as Samsara, Zubie, or Linxup), we receive vehicle data from that provider on your organization’s behalf, which may include odometer readings, trips, engine hours, fault codes, and driver safety events. Your organization controls this connection and can disconnect it at any time.
Information collected automatically
We collect standard technical information such as IP address, browser type, device type, pages viewed, and timestamps. We use privacy-respecting analytics (Vercel Web Analytics) and error monitoring (Sentry). We do not use advertising cookies or sell personal information.
How we use information
- To provide, operate, secure, and improve the Service.
- To calculate inventory levels, alerts, reports, driver scores, and other features your organization uses.
- To send transactional email such as invitations, password changes, and demo-request confirmations.
- To respond to support requests and demo requests.
- To process subscription payments through our payment processor.
- To detect abuse and enforce our Terms of Service.
AI features
Bug ID and Ask Buzz send the photo or question you submit, together with your organization’s configured knowledge base, to Anthropic’s Claude API to generate a response. These inputs are used to produce the answer and are handled under Anthropic’s commercial API terms, which do not permit training on customer data. AI output is provided to assist your team and is not a substitute for a licensed professional’s judgment or a product label.
How we share information
We do not sell personal information. We share information only with:
- Your organization: administrators and managers in your organization can see the operational data you enter, consistent with their role.
- Service providers that help us run the Service, under contracts that restrict their use of your data: Supabase (database and authentication), Vercel (hosting and analytics), Resend (email), Stripe (payments), Anthropic (AI features), Sentry (error monitoring), and Google Maps (location address lookup).
- Telematics providers your organization chooses to connect.
- Legal and safety: when required by law, or to protect the rights, property, or safety of Depot Nexus, our customers, or others.
- Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this policy.
Data retention
Operational records (inventory movements, maintenance logs, audit trails) are kept for as long as your organization’s account is active, because they form the historical record your organization relies on. When an organization’s account is closed, we delete or anonymize its data within a reasonable period, except where we must keep it to meet legal, accounting, or security obligations. Demo-request records are retained until the request is resolved or you ask us to delete them.
Security
We protect data with encryption in transit and at rest, role-based access controls, row-level database security that isolates each organization’s data, and an append-only audit trail for inventory and equipment changes. No system is perfectly secure, and we cannot guarantee absolute security.
Your choices and rights
- You can update your name and password from your profile at any time.
- Organization administrators control which users have access and which features and integrations are enabled.
- Depending on where you live, you may have rights to access, correct, delete, or export your personal information, or to object to certain processing. To exercise these rights, contact us at the address below. We will respond within the time required by applicable law.
Children
The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information from children.
Changes to this policy
We may update this policy from time to time. When we do, we will change the effective date above and, for material changes, notify organization administrators by email or in the app.
Contact
Questions about privacy? Email rick@depotnexus.io.