Privacy Policy

What we collect, how we use it, who we share it with, and your choices. Effective October 16, 2026.

Draft for legal review. Items highlighted in blue need your details. Have an attorney review these pages before launch, then remove this notice.

Privacy Policy

What we collect, how we use it, who we share it with, and your choices.

Who we are

MyVendbook ("we", "us") is operated by MyVendbook, [mailing address]. You can reach us about privacy at [email protected].

What we collect

• Account details: your name, business name, email, mobile number (optional), state, time in business, business structure and team size.
• Team details: if you invite teammates, we collect their name, email and role. The owner of the business can see them and can remove a teammate's login. Records a teammate enters become part of the owner's business records.
• Business records you enter: machines and equipment, locations, products and prices, collections and restocks, expenses, revenue and profit shares, maintenance tickets, contracts, prospects and outreach drafts.
• Third-party contact details you enter, such as a host's name, work or cell number and email. You are responsible for having a legitimate reason to store them.
• Photos and documents you upload, such as machine photos, your vending license or sales tax permit.
• Voice input, only if you tap the microphone button in VendyAI. MyVendbook does not record, receive or store your audio. Your browser turns your speech into text. See Voice input in VendyAI below.
• Community posts and messages you choose to share, and the public profile facts you choose to show.
• Technical data: device and browser type, pages used, error logs and approximate location derived from your IP address.

How we use it

• To run MyVendbook: save your records, calculate what you are owed or owe, send reminders and show your scorecards.
• To answer your questions in VendyAI (see the VendyAI notice below).
• To keep the service secure, prevent abuse, fix problems and provide support.
• To send account and service messages, and marketing messages only if you opted in.
• To improve MyVendbook using de-identified or aggregated information.

VendyAI and Anthropic

When you ask Vendy a question, we send the question, your last few messages with Vendy and a snapshot of your MyVendbook business data to Anthropic, our AI provider, so it can write an answer. Anthropic may also run web searches for the question. The snapshot includes your business name, state, time in business, location names and types, last month's collected and net amounts per location, your revenue-share terms, product names with cost and sell price, and counts of open repair tickets and prospects. It does not include your contacts' names, phone numbers or emails, uploaded photos or documents, passwords, or payment details. You can turn data sharing off at any time in Profile & settings > Legal & privacy. Anthropic processes this data to provide the response under its commercial terms. [Confirm Anthropic's current retention and training terms for your plan and update this paragraph.] See the VendyAI notice for details.

Voice input in VendyAI

VendyAI has an optional microphone button so you can speak your question instead of typing it. It is the only place in MyVendbook that uses your microphone. MyVendbook does not record, receive or store your audio. When you tap the button, your browser asks for permission to use your microphone and sends what it hears to its own speech-recognition service to turn it into text. Depending on your browser and device, that service is run by Google (Chrome), Microsoft (Edge) or Apple (Safari), under that company's own privacy terms. We do not control how it handles audio. The text appears in the question box and you can edit it before you press Ask. Once you press Ask, it is handled like any question you type (see VendyAI and Anthropic above).

You can skip voice input and type instead, or block microphone access for MyVendbook in your browser's site settings at any time. The microphone listens only after you tap the button, and stops when you tap it again.

Who we share it with

We do not sell your personal information and we do not share it for cross-context behavioral advertising. We share it only with:

• Service providers that help us run MyVendbook (hosting, database, email and text delivery, error monitoring, payments, and our AI provider). See Service providers.
• Other members only where you choose to make something public in the community.
• Authorities, advisers or a buyer of the business when required by law, to protect rights and safety, or as part of a merger or sale, with notice to you where required.

Where your data lives

When you use the signed-in cloud version, your records are stored on our servers. When you use a standalone or offline copy, your records are stored in your own browser and are lost if you clear site data, so keep your own copies.

Retention and deletion

We keep your information while your account is active and for a short period afterward for backups, security and legal needs. You can delete your data in Profile & settings, or ask us for a copy or deletion at [email protected]. See Data retention and your rights.

Your choices and rights

Depending on where you live (for example California, Colorado, Connecticut, Virginia, Texas and other states), you may have the right to know, access, correct, delete and port your data, to opt out of targeted advertising, sale or profiling, and to appeal a decision. Email us to use these rights. We will not discriminate against you for doing so.

Children

MyVendbook is for businesses and is not directed to anyone under 18. We do not knowingly collect data from children.

Security

We use encryption in transit, hashed passwords, access limits and logging. No system is perfectly secure, so please use a strong, unique password.

Changes

If we make material changes we will update the date above and notify you in the app or by email before they take effect.

Data Retention and Your Rights

Export, correct, delete and how long we keep things.

Export

You can ask for a copy of your records by emailing [email protected]. [Update this once the in-app export is available.]

Delete

You can delete your account in Profile & settings or by emailing [email protected]. We delete or de-identify your data within [30] days, except what we must keep for legal, tax, fraud-prevention or security reasons. Backups roll off within [90] days. If you delete an owner account, the team logins that were created for that business are deleted too.

Correct and access

You can edit most of your data in the app. For a copy of other data we hold, email us. We may verify your identity first.

Appeals and complaints

If we decline a request you may appeal by replying to our decision email. You may also contact your state attorney general or data protection authority.