Privacy Policy
Last updated: 9 September 2026
Collection & Inventory Tracker (the App) is developed and operated by Pavel Poley under the name PPApps ("we", "us"). This policy explains what data we use, why we use it and what choices you have. For privacy questions or requests, contact ppapps.dev@gmail.com.
In this policy, app data means the information you save in the App, including collections, folders, items, custom fields, field values, barcodes and photos.
Summary
- Your app data is stored on your device. Cloud sync is a separate, optional feature and is off by default. It requires a cloud sync subscription, beta access or membership in a shared collection. Once your signed-in account has that access, syncing starts automatically.
- Google Drive backup is separate from cloud sync and is optional. It requires you to connect your Google account for backup.
- The App sends account identifiers, subscription information, error reports and usage analytics to our service providers even when cloud sync is not active. Online lookups also send data as described below.
- Barcode lookup may automatically send data to OpenAI if other sources find no result. Identify by photo sends your selected photo to OpenAI, including everything visible in it.
- We do not sell personal data, show advertisements or use your data for advertising across other apps. We do not request access to your device's location.
- You can edit, export and delete app data, and request account deletion in the App or by email.
What data we use and why
Account information
We use your account identifier, sign-in details and email address to create and secure your account and connect your devices. Guest use also creates an account identifier, without requiring an email address. If you register using email, Google or Apple, we receive your sign-in information. Google or Apple may also provide profile information according to your sign-in settings.
App data
We use app data to organize your inventory on your device, sync data when your account has cloud sync access, and create backups according to your settings.
Shared collections
We use invited users' email addresses, optional display names, collection membership, access roles and invitation status to manage shared collections. If another user invites you, they provide your invitation details.
Purchases and subscriptions
We use purchase and subscription details, including which paid features you can access, linked to an app or account identifier, to activate paid features and restore purchases. Apple or Google handles payments; we do not receive your full payment card details.
Crash and error reports
We use crash and error reports, app and device information, account identifiers and logs of service requests to diagnose problems and secure the service. Reports may include the URL of a request or information contained in an error message, such as a barcode.
Usage analytics
We use records of feature use, collection and item counts, installation identifiers and device information to understand how people use the App and improve it. These records use predefined feature names; some include counts or settings. Device information may include your operating system, language, time zone, screen settings and accessibility settings.
Online lookups
We use barcodes, selected photos and collection and field information sent for online lookups to find product information and suggest item details, as described below.
Support requests
We use support messages and attachments you send us to answer requests and resolve problems. Import error reports may contain field names and spreadsheet cell values. You can review these reports in your email app before sending them.
Connection information
Online services also receive connection information, such as your IP address and the time of a request. Language and country settings help provide relevant lookup results. Your IP address may reveal your approximate location even though the App does not request access to your device's location.
Your choices about providing data
You are not legally required to provide information to us. You can use local features as a guest, but you need to sign in to use features that require a registered account, such as sharing collections. Cloud sync requires an account with sync access. Online identification requires you to send a lookup request; you can also enter item details manually. If you deny camera, photo or notification permissions, the features that need those permissions will be limited. You can change permissions in your device settings.
Barcode lookup and photo identification
Barcode scanning takes place on your device. The barcode scanner does not upload camera images. An online lookup may send the scanned code to third-party product databases, which also receive your IP address. QR codes may contain text or a URL instead of product numbers. Websites that host product images also receive a request when the App downloads an image.
If other product databases find no result, barcode lookup may automatically send the request to OpenAI. There is currently no separate setting to disable AI lookup. Photo identification starts when you choose Identify by photo and take or select a photo. Leaving the screen may not cancel a request that has already been sent.
Our server sends OpenAI the barcode or selected photo, your language and country settings, and the collection and field information needed to suggest item details. We send a coded identifier instead of your account identifier or email address. This is a pseudonymous identifier, which means it can be associated with you without directly identifying you. Collection names and field labels you provide may themselves contain personal information.
Everything visible in an identification photo is sent to OpenAI. Avoid including people, documents, addresses or sensitive information in the photo. Photos attached to items may retain embedded information, such as location metadata. An identification photo may also be attached to the item when you save it. That saved copy is stored, synced and backed up according to the same settings as the rest of your app data.
OpenAI may search the web using information from the request. Search providers and websites visited during a search process those searches or visits under their own policies. Our instructions to the AI limit searches involving personal information, but we cannot guarantee that personal information will never be included in a search.
We disable OpenAI's optional storage of responses. According to OpenAI's published data controls, it may still retain API content for up to 30 days to monitor abuse, with exceptions under applicable law. Images flagged as potentially containing child sexual abuse material may be retained for manual review. OpenAI states that API content is not used to train its models by default. See OpenAI's data controls.
Our lookup service is not designed to save the contents of requests or responses. It records technical usage information and whether requests succeed or fail, linked to a pseudonymous identifier. We treat these records as personal data. Item details you choose to save become part of your app data. AI suggestions may be inaccurate, so review them before saving. They are not appraisals or guarantees of an item's authenticity or value.
Cloud sync, sharing and backups
Cloud sync: this is a separate, optional feature that is off by default. You can use the App's local features without a cloud sync subscription. Sync access requires a cloud sync subscription, although beta users and members of shared collections also receive access. Once your signed-in account has sync access, the App automatically connects and syncs app data with our cloud services; there is no additional switch you need to turn on. Our cloud hosting and sync providers process that data. Stopping sync or letting a subscription expire does not delete data already uploaded.
Photos uploaded through cloud sync can be viewed without signing in by anyone who obtains their direct web address, even after their collection access is removed. This does not apply to photos stored only on your device.
Sharing: collection members can view shared data. Members with editing permission can also change it. Only invite people who expect an invitation, and only upload or share information you have the right to use. Removing someone's access does not delete copies they have already exported or downloaded.
Google Drive backup: connecting your Google account for backup lets the App save backups in a private app folder in your Google Drive. Automatic backup is on by default, and transfers use Wi-Fi only by default. You can change both settings. Backups contain data from collections you own, photos if you include them, and information identifying your device. Backup files are stored in your Google Drive, not in our cloud account. The App deletes older automatic backups from the same device. Manual backups and backups from other devices may remain. Disconnecting Google Drive does not delete existing backups.
Device backups and exports: the App can create backups on your device. On iOS, app data may also be included in iCloud or computer backups, depending on your device settings. The App disables Android system backup. Exported files, shared files and printed labels may contain item details and photos. The App does not encrypt exported files. You choose where to save or send them. Notifications may display item names on your lock screen.
Service providers and where data is processed
Cloud infrastructure providers
These providers handle account authentication, database, image storage, server functions and cloud sync. They process account and connection data, usage records, synced app data and lookup requests. The primary database and image storage are hosted in Germany. Cloud sync also involves processing in the United States.
OpenAI
OpenAI provides AI identification using the data and identifiers described above. Processing may take place in the United States.
Product databases and image hosts
Third-party product databases and websites that host product images process scanned codes and connection information for product lookup and image downloads.
Error reporting and analytics providers
These providers process crash and error reports, app and device information, account or installation identifiers, records of feature use and counts.
Subscription provider
Our subscription provider processes app or account identifiers, purchase information and records of access to paid features.
Google and Apple
Google and Apple provide store purchases, optional sign-in, Google Drive or device backups, and platform services such as scanning, updates and review prompts. The data processed depends on the feature. Google also processes support emails sent to our Gmail address.
Processing by service providers
Service providers may use other companies to help process data. Stores, sign-in providers, product databases and other providers may also process data for their own purposes under their privacy policies. Using service providers does not remove our obligations under applicable data protection law.
International processing
We operate from Israel. Hosting the primary database in Germany does not mean that all data processing takes place in Germany or the European Union. Cloud sync and AI services may process data in the United States. Server functions and other services may process data in other countries. Authorized administration of our services may involve access from Israel.
Where required, we use applicable safeguards for international transfers, such as an adequacy decision, EU Standard Contractual Clauses, the UK Addendum, the EU-US Data Privacy Framework or other legally recognized safeguards. Contact us for information about the safeguards that apply to your data.
Legal and security disclosures
We may disclose information where necessary and permitted by applicable law to comply with legal obligations, respond to lawful requests, establish or defend legal claims, or prevent fraud, abuse and security threats. We limit these disclosures to information needed for the relevant purpose.
Legal bases for processing
Where the GDPR or UK GDPR applies, we rely on the following legal bases:
Contract
We rely on performance of our contract with you for accounts, requested cloud sync, backups, subscriptions and item lookup, where processing is necessary to provide the requested feature.
Legitimate interests
For security, error reporting and managing invitations, we rely on our legitimate interests in keeping the service secure and reliable and enabling requested sharing, balanced against your rights.
For limited usage analytics, we rely on our legitimate interests in understanding how people use the App and improving it, balanced against your rights.
Legal obligation
We rely on compliance with a legal obligation for records or disclosures required by law.
Consent
Where required by law, we ask for your consent before processing your data. You can withdraw your consent at any time for future processing.
How long we keep data and how to delete it
You can request account deletion in the App's account settings or email ppapps.dev@gmail.com with the subject Account deletion. You do not need to reinstall the App to contact us. Uninstalling the App does not delete your online account or cancel your subscription. Manage subscriptions through the store where you purchased them.
- Data and files on your device: these remain until you delete them from the device or backup location. Deleting your account may leave local database and image files on your device. To remove them, also clear the App's local data or uninstall it. Backups and exported files may remain.
- Account and synced app data: synced app data has no automatic expiry. We keep it until you delete it or your account. Stopping sync does not delete uploaded data. Account deletion removes your account and associated synced app data from our active cloud database and image storage, subject to the retention exceptions described in this section. You can also request deletion of associated personal data held by providers acting on our behalf. Some records may need to be retained for legal, security or dispute resolution purposes.
- Invitations and guest accounts: these have no automatic expiry. Contact us to request deletion of an invitation or a guest account we can identify as yours. We keep collection membership information for as long as it is needed to manage shared access.
- AI data sent to OpenAI: OpenAI's retention periods and exceptions are described in the barcode lookup and photo identification section. Our technical lookup logs follow the service log retention period below.
- Technical logs and error reports: service logs are normally kept for 7 days, and crash and error reports for 30 days. These periods apply to technical reports. They do not apply to app data or usage records stored in our database.
- Usage analytics: usage records in our cloud database have no automatic expiry. They remain until we delete them or combine them into summary statistics. According to TelemetryDeck's privacy FAQ, its anonymized historical events have no fixed deletion schedule. These records do not contain the information you save in your collections.
- Database recovery backups: daily database backups are kept for 7 days. Deleted database records may remain in a backup until it expires. These backups do not include the image files themselves.
- Support and purchase records: we keep these as needed to resolve requests, manage purchases and meet recordkeeping or legal claims requirements. Apple and Google keep their own purchase records according to their policies.
Deletions may take time to reach other devices and service providers. Backup copies may remain until they expire. We cannot remotely delete copies saved by other people or backups in your Google or Apple account. You need to delete those backups separately.
How we protect data
We use technical and organizational safeguards, including encrypted connections to our services and controls on account access. Your device's operating system also provides protections. The App does not provide end-to-end encryption for cloud data or separately encrypt its local database.
No service can guarantee complete security. This does not limit your legal rights or our legal responsibilities.
Your rights and choices
You can view, edit, export and delete app data in the App. You can also request access to or correction of personal information we hold about you. Depending on applicable law, you may have the right to request deletion, limit how we use your data or receive a portable copy.
Where we rely on your consent, you can withdraw it at any time. This does not affect data processing that was lawful before you withdrew consent.
Right to object: where applicable law allows, you can object to our use of your data based on legitimate interests. Email us explaining your circumstances. We will stop that use unless applicable law permits us to continue, such as for compelling legitimate grounds that override your interests, rights and freedoms, or to establish, exercise or defend legal claims.
To make a request, email ppapps.dev@gmail.com. We may need to verify your identity. We respond within the time limits required by applicable law. Your rights are subject to applicable legal exceptions.
You may also have the right to complain to your local data protection authority.
Children's privacy
The App is intended for a general audience and is not directed at children under 13. We do not knowingly collect personal data from children under 13. Contact us if you believe a child has provided personal data so we can investigate and take appropriate action. We apply any additional protections for minors required by local law.
Changes to this policy
We may update this policy and will change the date at the top when we do. Where required by law, we will provide additional notice of changes and request your consent.