Privacy Policy

Depending on the features enabled by your organization, Prep-Pal may collect or process the following information.

Account and user information

• User name
• Email address or login identifier
• Organization or company name
• Assigned location or store
• User role and permissions

In some installations, user accounts may be created and managed by the customer's administrator rather than directly by the individual user.

App activity and operational information

Prep-Pal may collect information about actions performed within the application, including:

• Labels printed
• Label names and templates used
• Printing dates and times
• Reprint activity
• Assigned location
• User responsible for an action
• Application settings and configuration changes
• Task, checklist, or food-preparation information entered into the app
• Device and printer connection status

Device and technical information

Prep-Pal may automatically process technical information necessary to operate, secure, and troubleshoot the application, including:

• Device type and operating system
• App version
• Device identifiers generated by the application
• IP address
• Diagnostic information
• Error and crash information
• Date and time of application activity
• Network connection status
• Bluetooth and nearby-device access

Prep-Pal may request Bluetooth or nearby-device permissions to discover, connect to, and communicate with supported label printers. These permissions are used to provide printing functionality. Prep-Pal does not use Bluetooth information to track users or determine their physical location.

On Android, location permission may also be requested as required by the operating system for Bluetooth device scanning.

Camera access

Prep-Pal may request access to the device camera for features such as scanning barcodes, QR codes, or other product information. Camera access is used only when the user activates a feature that requires it.

Prep-Pal does not continuously record video or capture images in the background.

Location information

Prep-Pal does not collect or track precise geographic location information.

A store or business location assigned to a user is organizational information provided by the customer and is not derived from the device's GPS location.

Android may require location permission for Bluetooth device scanning on certain operating-system versions. Granting this permission does not mean that Prep-Pal collects, stores, or tracks the user's physical location.

We may use information processed through Prep-Pal to:

• Authenticate users and manage access
• Associate users with their organization and location
• Provide food-label printing functionality
• Communicate with supported printers and devices
• Save and synchronize label templates and settings
• Maintain printing and operational records
• Generate reports for authorized customer administrators
• Provide technical support
• Diagnose errors and improve reliability
• Protect Prep-Pal, Halo Cloud, our customers, and users from unauthorized access
• Meet legal, security, and contractual obligations

We do not use Prep-Pal information for third-party behavioral advertising.

Information may be shared in the following circumstances.

With the user's organization

Prep-Pal is provided as a business service. Information about a user's activity may be available to authorized administrators of the organization that provides the user's account.

This may include printing history, assigned locations, account details, reports, and other operational activity.

With service providers

We use Microsoft services to host, operate, monitor, and support Prep-Pal and its related cloud services. These services include:

• Microsoft Azure — used for application and cloud-service hosting
• Azure Application Insights — used for application diagnostics, performance monitoring, error reporting, and crash reporting

Microsoft may process technical and operational information on ITD's behalf as necessary to provide these services. Microsoft is permitted to process this information only in accordance with its contractual obligations and applicable data-protection requirements.

For legal and security purposes

We may disclose information when reasonably necessary to:

• Comply with a law, regulation, subpoena, court order, or legal process
• Protect the rights, safety, and property of ITD, our customers, users, or others
• Investigate fraud, security incidents, or unauthorized activity
• Enforce applicable agreements and policies

Business transfers

Information may be transferred as part of a merger, acquisition, restructuring, financing, or sale of all or part of our business, subject to applicable legal requirements.

ITD does not sell personal information collected through Prep-Pal.

ITD does not share personal information collected through Prep-Pal for cross-context behavioral advertising.

Information processed by Prep-Pal may be stored locally on the user's device and within ITD's Microsoft Azure cloud-based systems.

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication, secure communications, system monitoring, and restricted administrative access.

No method of electronic storage or transmission is completely secure. Therefore, we cannot guarantee absolute security.

We retain information for as long as reasonably necessary to:

• Provide Prep-Pal and related services
• Maintain required operational and food-safety records
• Fulfill the customer's instructions
• Meet contractual obligations
• Resolve disputes
• Enforce agreements
• Comply with legal requirements

Retention periods may vary based on the customer's configuration, contractual requirements, and applicable laws.

When information is no longer required, it may be deleted, anonymized, or securely retained where continued storage is required by law or legitimate business obligations.

Users should normally contact their organization's authorized Prep-Pal or Halo Cloud administrator to request account changes or deletion.

Organizations and authorized users may also submit privacy or deletion requests to:

Please include the organization name, store or location, user name, and the nature of the request.

Certain information may be retained when required for legal, security, contractual, audit, or food-safety recordkeeping purposes.

Organizations using Prep-Pal are responsible for:

• Authorizing their users
• Managing user roles and access
• Providing appropriate notices to employees
• Determining the lawful basis for processing employee information
• Responding to requests involving information controlled by the organization
• Configuring Prep-Pal in accordance with applicable laws and internal policies

Depending on the circumstances, the customer may act as the controller or business responsible for the information, while Innovative Technologies By Design, Inc. acts as a service provider or processor.

Prep-Pal is a business application and is not directed toward children.

We do not knowingly collect personal information directly from children through Prep-Pal. If we learn that information has been collected from a child contrary to applicable law, we will take reasonable steps to delete it.

Information may be processed in the United States or other locations where Innovative Technologies By Design, Inc. or Microsoft operates.

Where required, we use appropriate safeguards for international transfers of personal information.

We may update this Privacy Policy to reflect changes to Prep-Pal, our business practices, legal requirements, or technology.

When changes are made, the updated policy will be posted on this page and the effective date will be revised.

Material changes may also be communicated through the app, Halo Cloud, email, or another appropriate method.

Questions, concerns, and privacy requests may be submitted to: