Privacy policy
Proof Rounds is field-sales software for beverage brands, distillers and distributors. This page says what it collects, why, who else handles it, how long it is kept, and how to have it removed. It covers the Proof Rounds app (on the web, iPhone and Android), the admin panel, the ordering app for venue buyers, store finders built on Proof Rounds, and this website.
The short version: we do not sell personal information or use it for advertising. Location is read only while the app is open, never in the background. We never see card numbers. Our customers own what their staff record, and we act on their instructions.
Who we are
Proof Rounds is a product of SINTAX Spirits LLC, an Illinois company at 700 N Larrabee St, Unit 1610, Chicago, IL 60654. It is a business tool sold to companies, not a consumer product, and it is not directed at children.
Questions about this policy or your data: drew@sintaxvodka.com.
Two roles
- When you are our customer — a company that buys Proof Rounds, and the staff who run that account — we decide how your account and billing data are used.
- When you are recorded in a customer's account — a rep whose visits the app logs, or a contact at a venue whose details a rep saved — the customer decides what is collected and why. We hold and process it on their instructions and do not use it for our own purposes. Requests to see, correct or delete it go to that company; we help them act on it.
What we collect
Accounts and sign-in
- Name, work email and role for each person a customer invites.
- No passwords. Sign-in is a one-time code sent by email, and each sign-in emails you the device, approximate city and time.
- For each signed-in device: the device and browser type, a device name, an install identifier, the last IP address and the approximate city it maps to. You can see these, and sign a device out, in the app.
- For administrators who turn on two-factor authentication: an encrypted authenticator secret and hashed backup codes.
- Interface preferences.
What reps record
- Visits and other contact with venues: the venue, the time, the channel (in person, phone, email) and notes.
- Orders, tastings, expenses and receipts, and shelf and inventory counts.
- Contacts at venues: name, job title, phone, email and how they prefer to be reached. These are business contact details for people at licensed premises, entered by our customers' staff, and those people may never have used Proof Rounds themselves.
- A rep's saved starting point for route planning, which may be their home address.
Location
Location is read only while the app is open on screen, never in the background. The iPhone and Android apps ask for “while using the app” permission only. The app sends the phone's position to our server when a screen needs it: to list accounts and venues by distance, find licensed venues nearby, match a new account to its license, plan a route, and log a visit. What is kept:
- In-person visits. The position is checked against an area around the venue's address. The visit shows only whether it was verified; the position itself is kept in our verification and audit records for that visit.
- Route planning. Route-planning records hold the position and are deleted after 45 days.
- Lookups. Positions sent for lists and searches are not stored, except in our web server logs.
- Searching for a venue by name. The position is also sent to Google so that nearby results come first.
- Adding a new venue. If the venue has no address yet, a rep can choose to place it at their current position.
- Tastings. The arrival and departure photos record where the phone was. In between, the app checks from time to time whether the pourer is still at the venue, and only the distance is sent.
A venue already in Proof Rounds is located from its address, and a rep's position is not used to move it.
Photos, video and the microphone
- Reps can photograph shelves, displays, receipts and tastings, or attach a photo from the phone's library. A photo or video taken in the app records where the phone was; one picked from the library does not. Location data stored inside photo files is removed.
- Reps can record short videos, up to five minutes and with sound, of shelves, bars, deliveries and documents. Tastings are photos only.
- The camera, photo library and microphone are used only when a rep starts a photo or a video. The app does not listen or record otherwise.
- Photos and videos belong to the customer's account, like the visit they are attached to.
Notes and buyer availability
Visit notes are read automatically, by our own software, for when a venue's buyer is available, and the app may then ask the rep to confirm it. Notes marked for managers only are not read. A customer can turn this off.
Notifications
If you turn on notifications: in a browser, the push subscription the browser issues; in the iPhone or Android app, the device token Apple or Google issues for that install. Notification text passes through Apple or Google on its way to the phone. The token is removed when you turn notifications off, sign out, or the service reports it is no longer valid.
Bug reports
A report sent from the app carries what you write, the device, the screen you were on and the app's most recent activity. You can choose to add the last 7 or 30 days of that activity: which features were used, when, and whether they worked, without the content of what was entered. The phone keeps that record for 30 days.
Venue buyers using the ordering app
Name, email, mobile number, the venues you buy for, your acceptance of the terms, your orders, and your sign-in sessions (device type and last IP address).
Billing and sign-up
- Company billing details, plan, seats and invoices.
- We never see card numbers. Cards are entered on Stripe's page.
- When a company starts signing up on this website, we keep the name, email, company and choices entered, even if sign-up is not finished, so we can follow up.
This website
- The contact form and the job application form send what you enter, with your IP address and approximate location, to our email. Job applications ask for name, email, phone, state and industry connections.
- The site sets no cookies and carries no advertising trackers. If we count visits, it is with Cloudflare Web Analytics, which sets no cookies.
Store finders on brands' websites
Some customers put a store finder built on Proof Rounds on their own website. When a visitor uses one, we record the zip code searched (or the zip code the device's location falls in; the exact position stays on the device), the approximate city of the connection, which website it was, what was clicked, and the time. No name, cookie or IP address is stored with it, and the detailed records are deleted after 180 days.
Operational records
- An audit record of significant changes and of what each visit submission contained, so a disputed record can be explained.
- Web server logs: IP address, device and browser type, and the addresses requested, which can include a position sent by the app.
- A log of slow database queries, and the payment notifications Stripe sends us.
How we use it
- To run the product: plan routes, record visits and orders, produce reports.
- To sign people in and keep accounts secure.
- To bill customers.
- To send the reminders and notices people asked for.
- To answer bug reports and support requests. Proof Rounds staff also receive copies of tasting recap emails and account invitations, so we can help when something goes wrong.
- Proof Rounds staff can open a customer's account, as its user sees it, to answer a support request or fix a fault. Each time is recorded in the audit record.
- To keep the service working: monitoring, fixing faults, backups.
- To improve the product, in aggregate.
We do not sell personal information, and we do not share it for cross-context behavioral advertising. There are no advertising identifiers, cross-site trackers or third-party analytics in the app.
Sharing between customers
Two customers, for example a brand and its distributor, can link their accounts.
- Prospects, notes, orders and account lists are shared only when both companies turn that kind of sharing on in their own settings.
- Both sides of a link see who covers each venue they share and the record of tastings run there.
- Either company can end the link. That stops further sharing; what was already shared stays, and a record that the work happened is kept without its details.
Buyer availability across customers. When a venue's buyer is usually available is learned from visits and notes. By default, each customer's observations also feed a combined record of those hours that other customers can be given access to. A customer can ask us to stop including its observations from that date on; what it contributed before stays in the record.
Who else handles it
| Who | What they handle |
|---|---|
| Our own server, in the United States | The app and its database, run by us. |
| Cloudflare | All traffic to the app passes through its network. It stores photos and videos, hosts this website and its forms, and supplies the approximate city of a connection. |
| Microsoft | Encrypted nightly backups of the database; our own email. |
| Resend | Sends our email: sign-in codes and notices, invitations, recaps (which can include photos and receipts), digests, and messages from this website's forms. |
| Stripe | Payments, billing details and sign-up details. |
| Venue and address lookups, which can include a rep's position or saved starting point; notifications to Android phones; and Google Sheets, for customers whose orders are delivered to a sheet. | |
| Apple | Notifications to iPhones. |
| OpenStreetMap and the U.S. Census Bureau | Address lookups. |
We also use liquor license records that state and city agencies publish. That is public information about licensed businesses.
We disclose data otherwise only when the law requires it, and we tell the affected customer unless we are not allowed to.
How long we keep it
- Route-planning records, including the positions in them: 45 days.
- Tasting arrival and departure photos: the image is deleted after 90 days. Receipts: after 18 months. Other photos and videos are kept with the account.
- Web server logs: about a week. Slow-query log: 14 days.
- Store-finder visit records: 180 days in detail, then only daily totals.
- Stripe payment notifications: 90 days after we process them.
- Sign-in codes and expired links: 7 days. Signed-out device sessions: 30 days.
- Bug reports, with any activity record attached: kept with the support case.
- Unfinished sign-ups: until you ask us to delete them.
- Business records (visits, venues, contacts, orders, photos, videos and the audit record): kept while the customer's account is open, because they are its working history. When a customer's account closes we keep its data, seen by no other customer, so it can come back to the account as it left it, until it asks us to delete it or two years pass without use. Invoices, tax records and the audit record are kept for as long as the law or a dispute requires.
- Backups: deleted data stays in our encrypted backups for up to 35 days.
Security
- Sign-in is by a one-time code sent to your email. There are no passwords to leak.
- Administrators can turn on two-factor authentication.
- Each customer's data is kept separate in the database, and that is checked again on every request.
- All traffic is HTTPS.
- Significant changes are written to an audit record.
- Card details never reach our servers.
No system is perfectly secure, and we do not claim otherwise.
Your choices
- Location, camera, photos and microphone are phone or browser permissions, asked for when first needed. You can refuse or revoke them at any time in the phone's or browser's settings. Without location a visit is logged unverified; without the camera or microphone there is no photo or video. Nothing else stops working.
- Notifications can be turned off in the app, the phone or the browser.
- Deleting your account. In the app, Settings → Delete my account sends a request to Proof Rounds support. We confirm it with your company, then remove your sign-in, devices, notification tokens and the personal details in your profile. Visits, notes, orders, photos and videos you recorded belong to your company and stay with its account, as does the audit record of past changes. You can follow the request, and our reply, under Your reports in the app.
- Seeing, correcting or deleting your data. If you are our customer, or a venue buyer using the ordering app, write to us. If your employer gave you your Proof Rounds account, ask them; we act on their instructions. We handle these requests for everyone, wherever they live.
Changes to this policy
We post changes on this page and update the date at the top. We email customer administrators about material changes before they take effect.