Privacy Policy

This policy explains what BeanHub does with information about you and your roastery. It covers roasters and applies to the roaster dashboard at roaster.beanhub.com.au. Customers who buy coffee are covered by a separate policy.

BeanHub is operated by BeanHub Australia Pty Ltd, ABN 30 694 445 344. The commercial relationship between you and BeanHub is governed by the Merchant Agreement, which prevails over this policy if the two ever conflict.

1. Where We Stand Under the Privacy Act

We want to be straight with you about this. BeanHub is a small business operator under the Privacy Act 1988 (Cth), which means the Australian Privacy Principles do not currently apply to us as a matter of law. We are not going to claim otherwise.

We have chosen to follow practices equivalent to those Principles anyway, and this policy describes what we actually do. If our turnover grows past the threshold, the Principles will apply and we will say so here.

2. What We Collect From You

When you create an account, we collect your email address and a password.

Your password goes straight to our authentication provider and is never stored in our database. We never see it.

Later, as you set your roastery up, we collect:

• Your business name and ABN, on the payments step. We need the ABN to issue Recipient Created Tax Invoices for your payouts.
• Your phone number and website, optionally, in account settings.
• Your logo and roastery description, for your public profile.

If you sign in with Google instead of a password, Google gives us your email address, and your name and profile picture are stored by our authentication provider.

We do not ask you for your business address. If your roastery appears on a map on the customer site, a BeanHub staff member has entered that address, and we send it to Google's geocoding service to turn it into map coordinates.

3. We Check Your ABN With the Australian Business Register

When you save your ABN, and again whenever you change it, we send it to the Australian Business Register to check whether you are registered for GST. That determines whether your payout documentation is a tax invoice or a remittance advice.

We keep only two things from that check: whether you are GST registered, and the date we checked. We do not store the rest of the response.

4. Your Bank and Identity Details Go to Stripe, Not to Us

Payouts run through Stripe. When you set them up, you are taken to pages hosted by Stripe, and the identity documents, date of birth and bank account details you enter there go directly to Stripe. They do not pass through our servers and we do not store them.

What we store is your Stripe account identifier and whether your account is active, whether payouts are enabled, and whether you have finished submitting details. We also see the names of any fields Stripe is still waiting on from you, so we can tell you what is outstanding. We see the field names, not what you put in them.

Stripe handles that information under Stripe's Privacy Policy.

5. Your Store Credentials

To sync your products and send you orders, we store credentials for your store: your WooCommerce consumer key and secret, or your Shopify access token, client secret and webhook secret.

These are encrypted at rest. They are used to read your products, prices, images, variants, stock and shipping settings, to create orders in your store, and to register the webhooks that keep everything in sync.

They can be decrypted by:

• you, through your own dashboard;
• BeanHub staff, through the internal administration screens;
• anyone holding both our production database and our encryption keys.

We do not operate per-roaster encryption keys. If you disconnect your store, revoke the credentials at your end as well, and ask us to delete them.

6. Customer Information We Give You

When someone buys your coffee on BeanHub, we create the order in your own Shopify or WooCommerce store. That order contains the customer's first and last name and their full delivery address, so you can ship it.

We deliberately do not pass on the customer's email address or phone number. The email on the order is set to orders@beanhub.com.au so customer contact stays with us. Delivery access notes, like gate codes, are never passed on either.

Your BeanHub orders dashboard shows the same name and delivery address. Your new-order email contains the customer's first name only. Your pick and pack sheet contains their name but not their address.

Once an order reaches your store, that customer record is yours to hold, outside our systems and subject to whatever your store and its apps do with it. Under clause 8 of the Merchant Agreement you may only use it to fulfil the order, unless the customer has separately agreed to something else. Please treat it accordingly, including any privacy obligations you have.

We also keep a record of what we sent your store, which includes that name and address, so we can investigate sync problems.

7. Analytics, Cookies and Session Recording

We use PostHog to understand how the dashboard is used and where it is confusing. It sets cookies in your browser and records page views, clicks and events such as connecting a store or completing a sync. Those events are linked to your roastery. We configure PostHog to discard your IP address; only an approximate location (country/state) derived from it is kept.

PostHog stores this data in the United States.

PostHog can also record sessions, replaying what a page looked like as you used it. Where recording is enabled, what you type into form fields is masked and never leaves your browser. Personal details displayed on screen — such as customer names and delivery addresses on your orders pages — are masked where we have tagged them, but other text on the page appears in recordings as shown.

We use cookies for signing you in and keeping you signed in, and for analytics as described above. Your light or dark mode preference is stored in your browser's local storage, not a cookie. You can block cookies in your browser (the sign-in ones are needed for the dashboard to work), or switch analytics off entirely:

Analytics are not running in this session, so there is nothing to opt out of.

8. Logs, Errors and IP Addresses

We keep application logs and error reports so we can find and fix problems. Error reports can include your IP address, your browser details and which account was signed in. We read your IP address to rate-limit our forms and, if a form is submitted too often, that address is written to our logs.

Logs and error reports are handled for us by BetterStack. We automatically strip passwords, tokens, email addresses, phone numbers, card numbers and authorisation headers from them before they are sent.

9. Who Else Sees Your Information

We do not sell your information and we do not share it for anyone else's marketing. We use these service providers to run BeanHub:

• Supabase — sign-in, our database, and image storage
• Stripe — payouts, identity checks and tax calculation
• Vercel — hosting
• Resend — the emails we send you
• PostHog — product analytics and session recording
• Upstash — rate limiting and our background job queue, which carries order and webhook data
• BetterStack — logs and error tracking
• Algolia — search on the customer site. It receives only your public profile: roastery name, description and how many coffees you have listed
• Slack — internal alerts to us, which can include your roastery name
• Google — sign-in if you use it, and geocoding for your map location
• The Australian Business Register — the ABN check described above
• Our parcel tracking provider — tracking numbers, carrier, destination postcode and ship date. No names or full addresses

We will also disclose information if the law requires it, or to establish or defend a legal claim.

10. Where Your Information Is Stored

BeanHub is an Australian business, but several of the providers above store data overseas. PostHog stores analytics and recordings in the United States. Stripe, Google and the others operate globally and may process your information outside Australia. If you need the specific hosting region for a particular provider before you connect your store, email us and we will tell you.

11. How Long We Keep It

We keep your account and order records for as long as you have an account, and afterwards for as long as we need them for tax and business record-keeping. Australian tax law generally requires five years. We do not currently run automatic deletion.

If you ask us to delete your information, we will, apart from records we are required to keep. Email support@beanhub.com.au.

One firm commitment: if you uninstall our Shopify app or ask us to delete your store data, we will delete it within 30 days.

12. Seeing and Correcting Your Information

You can change your roastery name, phone number, ABN, website, logo and description yourself in account settings.

For anything else — changing the email address you sign in with, correcting your business address, getting a copy of what we hold, or deleting your account — email support@beanhub.com.au. There is no self-service export or account deletion yet, so this is a manual process and we will do it for you.

13. Keeping It Safe

Information is encrypted in transit. Your store credentials are encrypted at rest. Your bank and identity details are collected by Stripe on their own pages and never reach us. Access to production systems is limited to BeanHub staff who need it.

No system is completely secure and we are not going to pretend otherwise. If something goes wrong that affects you, we will tell you promptly and directly, even though the Notifiable Data Breaches scheme does not apply to a business our size.

14. Changes and Contact

If we change this policy we will update the version and date at the top, and email you if the change materially affects you.

Questions, requests or complaints: support@beanhub.com.au. We will get back to you. If you are not happy with our answer, you can contact the Office of the Australian Information Commissioner at oaic.gov.au, noting that their jurisdiction over a business our size is limited.