Privacy Policy

This Privacy Policy describes how PrepFlow (“PrepFlow,” “we,” “us,” or “our”), a product of Medz Ventures Inc, collects, uses, and protects information when you use our catering operations software available at prepflow.io.

1. Information We Collect

• Account information: name, email address, phone number, role (owner, manager, driver, event staff).
• Operational data: recipes, ingredients, jobs, clients, deliveries, scheduled events, invoices.
• Location data: driver GPS coordinates during active deliveries (when the driver app is running and the driver has granted location permission).
• Communications: emails imported via optional Gmail integration, SMS messages exchanged via our Twilio phone number, team notes and follow-ups.
• Technical data: IP address, browser type, device information, and usage logs for service operation and security.

2. How We Use Information

• To operate the PrepFlow service and provide the features you request.
• To send transactional SMS and email messages — event briefs, shift confirmations, delivery updates, and similar operational communications authorized by you or your employer/organization.
• To authenticate users and maintain account security.
• To calculate costs, schedule deliveries, and generate reports you or your managers request.
• To respond to support requests and service-related inquiries.
• To comply with legal obligations.

3. SMS / Messaging Disclosure

When you provide your phone number to PrepFlow — either through the staff signup form or by being added to an organization that uses PrepFlow — you may receive text messages related to staffing, deliveries, and events. Consent is obtained through an unchecked opt-in checkbox at signup and by your explicit acknowledgment when an administrator adds your number to the platform.

Message frequency varies based on event volume. Message and data rates may apply. You can reply STOP to any message to unsubscribe, or HELP for assistance. Unsubscribing opts you out of all non-essential SMS from PrepFlow; you may still receive critical account or delivery-safety messages required to operate the service.

Phone numbers collected for SMS are never sold, rented, or shared with third parties for marketing purposes.This applies to the phone number itself, the consent record (the fact that you opted in), and the timestamp of your opt-in. No mobile opt-in information is shared with any third party for their own marketing use under any circumstances. Phone numbers are used only to deliver the transactional messages described above, are stored securely, and are processed by our SMS infrastructure provider (Twilio) solely to send those messages on our behalf.

4. How We Share Information

We share limited information only with:

• Your employer/organization: if you are a driver, event staffer, or team member, the organization that invited you to PrepFlow can see your account and operational data within their account.
• Service providers (sub-processors): Vercel (hosting), Neon (database), Clerk (authentication), Twilio (SMS), Resend (email), Mapbox (maps and geocoding), OpenRouter/Anthropic (AI features). Each processes data only on our instructions and under their own security commitments.
• Legal authorities: when required by law, subpoena, or to protect rights and safety.

We do not sell personal information to third parties, and we do not share opt-in data for marketing.

5. Data Retention

We retain personal data for as long as your account is active and as needed to provide the service. You or your organization administrator may request deletion at any time by contacting support@prepflow.io. Some information may be retained for limited legal, accounting, or security purposes after account closure.

6. Your Rights

Depending on your jurisdiction (including California CCPA and EU/UK GDPR), you may have the right to access, correct, delete, or port your personal data, and to opt out of certain processing. To exercise any of these rights, email support@prepflow.io. We will respond within the time frames required by applicable law.

7. Security

We use industry-standard security measures — TLS encryption in transit, encrypted storage at rest with our database provider, role-based access controls, and authentication via Clerk. No method of electronic transmission or storage is 100% secure; we will notify affected users of any breach as required by law.

8. Children's Privacy

PrepFlow is intended for business use and is not directed at children under 16. We do not knowingly collect data from minors.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced on the website or via email to account owners. The “Last updated” date at the top reflects the most recent change.

10. Contact

PrepFlow, a product of Medz Ventures Inc
Email: support@prepflow.io
Phone: (833) 847-5499