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Privacy policy

PassReady Privacy Policy

Last updated: October 2, 2026

PassReady provides online tools that help restaurants organize inspection issues, assign corrective tasks, collect staff photos and notes, review completed work, and maintain completion records.

This Privacy Policy explains how we collect, use, disclose, and retain personal information when you visit our website, make a purchase, use the PassReady application, or contact us. Our storefront and checkout are powered by Shopify. The PassReady application uses separate hosting and service providers.

If this policy conflicts with our Terms of Service concerning the handling of personal information, this Privacy Policy controls.

1. Information we collect

The information we collect depends on how you use our website and application. It may include:

  • Contact and business information: Your name, telephone number, restaurant name, restaurant location, billing address, and other contact details you provide through checkout, forms, or support requests.

  • Order and transaction information: Purchases, discounts, payment status, transaction identifiers, refund requests, and related order records.

  • Account and access information: Information associated with customer accounts, preferences, and private manager or staff access links.

  • Inspection information: Inspection reports, uploaded PDFs and photographs, inspection issues, restaurant details, and information contained within those files.

  • Team and task information: Staff names or assignments, task descriptions, deadlines, notes, submitted photographs, review decisions, and submission or verification timestamps.

  • Support communications: Information you provide when requesting assistance or discussing an order, report, or application issue.

  • Device and usage information: IP address, browser and device details, network information, pages visited, interactions with the service, and related technical information.

Shopify and its payment providers process payment information to complete purchases. PassReady receives the order and transaction information needed to confirm purchases, provide access, and handle support or refunds.

Personal information does not include information that has been properly anonymized so that it cannot reasonably identify an individual.

2. How we collect information

We collect information:

  • Directly from you when you submit a report, complete a purchase, use the application, or contact us.

  • From restaurant managers and staff who enter information into a shared restaurant workflow.

  • Automatically through your use of the website and application, including through cookies and similar technologies.

  • From Shopify and other service providers that support checkout, hosting, storage, security, and service delivery.

  • From third parties when you authorize them to provide information or connect their services.

Restaurants are responsible for having appropriate authority to upload reports, photographs, and staff information.

3. How we use information

We use personal information as needed to:

  • Process purchases, confirm payments, and administer refunds.

  • Provide access to your restaurant’s manager board and staff tasks.

  • Organize inspection issues, assignments, due dates, and follow-up work.

  • Store reports, photographs, notes, and completion records.

  • Support staff submissions and manager review.

  • Produce printable records.

  • Respond to questions and troubleshoot problems.

  • Maintain, evaluate, and improve the website and application.

  • Detect misuse, prevent fraud, and protect customer records.

  • Provide service updates and permitted marketing communications.

  • Comply with legal obligations, resolve disputes, and enforce our terms.

4. Inspection reports and automated processing

PassReady processes inspection reports and supporting photographs to provide its restaurant follow-up tools.

Where automatic report reading is used, report files and relevant content are processed by our AI service provider, OpenAI, to extract inspection issues for review. Extracted information may contain errors. Restaurant managers must check it against the original report before relying on it or assigning corrective work.

Upload only information necessary for inspection follow-up. Avoid unnecessary photographs of people, payment-card details, government identifiers, medical information, or other sensitive personal information.

5. When we disclose information

We may disclose information:

  • To service providers: Including Shopify, payment providers, application hosting providers, cloud-storage providers such as Cloudflare R2, and OpenAI where automatic report processing is used.

  • Within your restaurant’s workflow: To managers and staff who receive access to the relevant board or task.

  • At your direction: When you authorize sharing or use a feature that requires disclosure.

  • For marketing and analytics: To providers supporting website analytics, personalization, and advertising, subject to applicable law and privacy choices.

  • For legal and security purposes: When required by law or valid legal process, or when necessary to investigate misuse, protect records, enforce our terms, or defend legal rights.

  • During a business transaction: In connection with a merger, acquisition, restructuring, or sale of the business, subject to applicable privacy obligations.

Uploaded inspection reports and proof photographs are not published as advertising or testimonials without your permission.

6. Shopify and storefront information

Shopify processes information about your use of our storefront and checkout to provide and improve its services.

Our storefront uses Shopify features that may combine information about interactions with our store, other merchants, and Shopify to support personalization, fraud prevention, analytics, and advertising. For certain enhanced features, Shopify is responsible for its own processing and for responding to requests concerning that processing.

For more information, visit Shopify’s Consumer Privacy Policy:

https://www.shopify.com/legal/privacy/app-users

You can also use Shopify’s privacy portal to learn about or exercise applicable rights concerning information processed by Shopify:

https://privacy.shopify.com/en

7. Cookies and privacy preferences

Our website and service providers use cookies and similar technologies to support website functionality, remember preferences, understand usage, and enable personalization or advertising where applicable.

You can manage cookies through your browser and any privacy controls available on our website. Blocking some cookies may affect website or checkout functionality.

Where applicable, you may opt out of certain data sharing or targeted advertising through our data-sharing opt-out page:

https://passready.myshopify.com/pages/data-sharing-opt-out

Where required by applicable law, we recognize Global Privacy Control signals as an opt-out request for the browser and device sending the signal. If the signal can be associated with a Shopify account, the opt-out may also apply to that account.

Other browser “Do Not Track” signals are not necessarily recognized.

8. Manager links and staff task links

Private manager and staff links provide access to associated restaurant records. Anyone who receives a valid link may be able to view the information available to that role.

Keep manager links private. Share staff task links only with the intended people. Do not post access links publicly.

If a link has been disclosed unintentionally, contact us promptly through the Contact Us form on our website or call (877) 572-7773.

9. Security and retention

We use safeguards intended to protect personal information. No website, storage system, or transmission method can guarantee complete security.

Do not include payment-card details, passwords, private access links, or unnecessary sensitive information in public messages.

We retain information for as long as reasonably needed to provide the service, maintain customer records, respond to support requests, protect the service, comply with legal obligations, resolve disputes, and enforce agreements.

Retention periods vary by the type of information and the purpose for which it is held. Deleting a report or board may remove access to related records. Some information may need to be retained as permitted or required by law.

10. Your privacy rights

Depending on where you live and applicable law, you may have the right to:

  • Request access to personal information we hold about you.

  • Request correction of inaccurate information.

  • Request deletion of eligible information.

  • Receive a portable copy of certain information.

  • Opt out of certain sales, sharing, or processing for targeted advertising.

  • Withdraw consent where processing depends on consent.

  • Appeal a decision concerning a privacy request.

These rights may be subject to legal exceptions and limitations.

To submit a request, use the Contact Us form on our website or call (877) 572-7773. Please identify the request as a privacy request.

We may need to verify your identity and authority before providing access or changing records. Authorized representatives may need to provide proof of authorization.

We will respond within the time required by applicable law and will not discriminate against you for exercising your privacy rights.

11. Communication preferences

You may request that we stop sending promotional communications by using the opt-out instructions provided with those communications or by contacting us.

We may continue to send necessary communications about purchases, service access, security, support, or legal obligations.

12. Children’s information

PassReady is intended for business use and is not directed to children. We do not knowingly collect personal information from children in violation of applicable law.

If you believe a child has provided personal information that should not be held by PassReady, contact us to request review and deletion where appropriate.

We do not have actual knowledge that we sell or share personal information of individuals under 16 for purposes defined as sale or sharing under applicable privacy laws.

13. International processing

Shopify and other service providers may process or store information in countries other than the country where you live. Privacy laws in those countries may differ.

Where applicable law requires safeguards for international transfers, those transfers must be supported by an appropriate legal mechanism, such as an adequacy decision or recognized contractual safeguards.

14. Third-party websites

Our website may link to third-party websites or services. Their handling of personal information is governed by their own privacy policies.

Review those policies before providing information. Linking to another service does not mean PassReady controls or endorses its privacy practices.

15. Complaints and policy updates

If you have a concern about how we handle personal information, contact us using the details below. Depending on applicable law, you may also have the right to appeal our response or contact the appropriate privacy regulator.

We may update this policy as our service, providers, or legal obligations change. We will publish the revised policy, update its date, and provide additional notice where required by law.

16. Contact us

For questions about this Privacy Policy or to submit a privacy request:

Phone: (877) 572-7773

You may also use the Contact Us form on our website, available near the bottom of the homepage through the footer’s Contact us link.