Privacy

No account. No sign-up. No tracking.

The short version

Supplier Folio has no account and no sign-up. It has no analytics, no advertising and no tracking. Your invoices, suppliers, prices and claims are kept on your iPhone, and we do not have a copy.

Two ways of reading an invoice send it off the phone, and only when you choose them: your own OpenAI key, and server reading in Pro. This page says exactly what each one sends and to whom.

When an invoice does go to OpenAI or to our server, it is for one purpose only: to read it, so the app can work. We do not keep it, we do not sell it, and we do not use it for anything else.

The camera, photos and files

Supplier Folio asks for the camera so you can photograph an invoice. That is the only reason. You can also pick a photo from your library, load a PDF from Files, or share an invoice into the app from Mail, Files, Safari or Messages. The page images are saved with the invoice, on your iPhone, so you can look back at the original.

Where your data lives

On your iPhone. Invoices and their pages, suppliers, products and their price history, agreed prices, claims and your settings are stored on the device. There is no cloud and no sync, and our server never receives a saved invoice.

That also means there is no backup from us. If the phone is lost, or the app is deleted, the data on it goes with it. The CSV export in Pro is the copy you control.

Reading on your iPhone

On an iPhone with Apple Intelligence turned on (iPhone 15 Pro and later), the invoice is read and sorted on the device. Nothing is sent to us or to anyone else.

Your own OpenAI key

If you choose to add your own OpenAI key, the app asks first and then, for each invoice:

• sends the text found on the invoice, up to three page photos, and the names of the products you already keep for that supplier;
• sends them straight from your iPhone to OpenAI, using your key;
• never sends them to us. We do not see, store or touch any of it.

Your key is kept in your iPhone's keychain and is sent to nobody but OpenAI. OpenAI's privacy policy covers what OpenAI receives.

Server reading, in Pro

Server reading works only with a Pro subscription. The first time it would send an invoice, the app stops and asks you, names what will be sent and who receives it, and you can say no. Without that yes, the app does not send anything.

When you say yes, for each invoice:

• up to three page photos, the text read from them on your iPhone, and the names of the products you already keep for that supplier are sent to Supplier Folio's server, and from there to OpenAI, to be read into invoice lines;
• they are used only to read this invoice so the app can show it to you. Our server holds them only while the reading takes place. It does not store them, does not log them, and drops them as soon as the lines come back;
• OpenAI's privacy policy covers what OpenAI receives from us and how long OpenAI keeps it.

What our server keeps

Our server keeps no invoice, no photo, no invoice text and no answer. It keeps:

• a random number for your copy of the app, and the public half of a key your iPhone made, so the server can tell a request really came from your iPhone;
• a scrambled, one-way version of your Apple subscription number, which the server cannot turn back into you;
• how many invoices you have read this month, so it can apply the fair-use limit of 300 a month, and small counters that stop one phone sending too much too fast;
• a note if Apple tells us a subscription has ended or was refunded;
• one log line for each request: the date, that random number, what was asked for, whether it worked, how long it took and how large it was. No photo, no text and no IP address.

Our own code does not record your IP address. The company that hosts our server may keep ordinary connection logs of its own for a short time. We do not use them.

Claims you send

When you send a claim to a rep, the app writes the message and hands it to your own Messages, Mail or share sheet. You choose who receives it. It does not pass through us.

Subscriptions

Supplier Folio Pro is billed by Apple. Apple takes the payment and gives the app a signed receipt that says which plan you bought and when it ends. We receive no name, no email address and no card detail, and we do not ask for one. With server reading, the app shows that receipt to our server so it knows you subscribe. It never learns who you are. Apple's own privacy policy covers the purchase.

Third parties

No analytics framework, no advertising kit, no crash reporter. Beyond the storage on your iPhone, the app talks to Apple for purchases and to prove a server request came from a real copy of the app, and, only in the cases you choose, to OpenAI with your own key, or to our server and OpenAI with server reading.

The App Store privacy label

Apple counts data as collected when it is kept longer than it takes to answer a request. By that rule, server reading collects a few things, and the label says so: the invoice photos and text you send (OpenAI may keep what it receives for a time under its own policy), the random number for your copy of the app, your scrambled subscription number and your monthly count. All are used only to make server reading work. None is linked to who you are and none is used for tracking or advertising. If you do not use server reading, Supplier Folio collects nothing.

Children

Supplier Folio is a business tool. We collect no personal data from anyone, so we collect none from children.

Deleting your data

Delete an invoice in the app and it is gone from the phone. Delete the app and your data goes with it. Your OpenAI key, if you entered one, can stay in the iPhone's keychain: clear it in the app's Settings before you delete the app. There is no copy of an invoice for us to delete, because we never kept one.

Changes

If this policy changes, the new version is posted here with a new date. We cannot notify you directly, because we do not have your contact details.

Who we are

Supplier Folio is published by Coffee Alchymists Pty Ltd, Australia. Questions about privacy go to support@supplierfolio.app.