1. Roles
For the business, supplier, pricing, recipe, sales, and payment information a customer (the “Client”) puts into the service, the Client decides how that data is used and MarginTruck acts as its service provider (processor), handling the data only to run the service and on the Client's instructions.
For account and administrative information — the names and email addresses of the people we set up with logins, billing contacts, and support correspondence — MarginTruck is the controller.
2. Information we collect
Account information
Name, work email address, and authentication credentials for each authorized user, handled through our authentication provider. Workspace name and the Client's billing contact.
Client business data
Supplier invoices and credit memos (as PDFs or photos) and the line items, prices, pack sizes, and totals read from them; vendor names and contact and remit-to details; order guides and contract prices; recipes and menu items; inventory counts; sales and product-mix data from a connected point-of-sale system; supplier payment terms, approvals, and records of payments made.
Payment account details
If a Client chooses to store funding-source details for its own bill-paying records (for example, a bank account or card used to pay suppliers), the sensitive portions are encrypted. MarginTruck does not initiate payments and does not share these details with suppliers.
Usage and log data
Standard server logs (IP address, timestamps, request paths, error traces) and basic product-usage events, used for security, debugging, and reliability.
Cookies
We use only the cookies needed to keep you signed in and to operate the service. We do not use advertising or cross-site tracking cookies.
3. How we use information
- to provide the service — read invoices, update inventory and costs, calculate margins, and manage bills;
- to send operational emails you configure, such as price-change and low-stock alert digests;
- to authenticate users and keep workspaces isolated from one another;
- to provide support and respond to requests;
- to monitor, secure, and improve the service; and
- to bill for the subscription and for pass-through AI usage.
Any use of data to improve the service is limited to aggregated or de-identified information. We do not sell personal information, and we do not use Client Data to train our own models.
4. AI processing of invoices
To read your invoices, the service sends the uploaded document and related text to our AI provider, Anthropic, through its API. Under Anthropic's commercial API terms, inputs and outputs are not used to train its models and are retained only for a limited period for trust-and-safety purposes before deletion. A Client may supply its own AI provider key, in which case that provider's terms also apply.
5. Service providers (subprocessors)
We use the following third parties to process data on our behalf. Each is bound by contract to protect the data and use it only to provide their service to us.
| Provider | Purpose | Data involved |
|---|---|---|
| Anthropic, PBC | AI extraction of line items from uploaded invoice images and PDFs | Invoice documents and the text/figures read from them |
| Clerk, Inc. | User authentication and workspace (organization) membership | Name, email address, and login credentials of authorized users |
| Neon, Inc. | Managed PostgreSQL database hosting | All application data, including invoices, pricing, and encrypted payment details |
| Resend (Plus Five Five, Inc.) | Delivery of alert and notification emails | Recipient email addresses and the contents of alert digests |
| Vercel, Inc. | Application hosting and content delivery | Data in transit to and from the application; standard server logs |
We will give notice before adding a subprocessor that materially changes how Client Data is processed.
6. When we share information
We share information only with the service providers above; when required by law or valid legal process; to protect the rights, safety, or property of MarginTruck, our Clients, or the public; and with a successor in connection with a merger, acquisition, or sale of assets, subject to this policy. We never sell personal information.
7. Retention
We keep Client Data for as long as the Client's subscription is active. After termination, the Client has 30 days to export its data; after that we delete Client Data from active systems, and backup copies age out on our normal backup cycle. Account and billing records are kept as long as needed for legal and accounting purposes.
8. Security
Data is encrypted in transit with TLS. Particularly sensitive fields, such as stored payment-account and integration credentials, are encrypted at rest with AES-256-GCM. Each Client's workspace is logically isolated, access to production systems is limited to personnel who need it, and administrative actions on bills and payments are recorded in an activity log. No system is perfectly secure, but we work to protect your information and will notify affected Clients without undue delay if a breach affects their data.
9. Your choices and rights
Authorized users can view and correct most business data directly in the service, and export it to CSV at any time. Depending on where you live, you may have rights to access, correct, delete, or receive a copy of personal information we hold about you as a controller. To make a request, email privacy@margintruck.com.
If your request concerns information a Client uploaded about you (for example, as an employee or a supplier contact), we will refer you to that Client, who controls the data.
10. Location of processing
MarginTruck is operated from the United States, and information is processed and stored there.
11. Children
The service is for businesses and is not intended for anyone under 18. We do not knowingly collect information from children.
12. Changes to this policy
We may update this policy. If a change is material we will notify Clients by email or in the service before it takes effect, and we will update the effective date above.
13. Contact
RBM Business Holdings Inc.
957 NASA Pkwy #1184, Houston, TX 77058
privacy@margintruck.com