Privacy Policy
Backroom (runbackroom.com) is retail operations software for furniture stores, used on the web and through the Backroom Mobile app. This policy explains what personal information the service collects, why, and who touches it. We follow Canada's federal privacy law (PIPEDA) and the provincial privacy law that applies where a store operates, such as British Columbia's or Alberta's PIPA.
What we collect
- Customer records a store keeps about its customers: name, phone number, email, delivery address, what was purchased, order and delivery history, and notes staff add.
- Messages and calls: the content of SMS messages sent and received through the service, logs of calls to the store's business number, and voicemails left there with their transcripts. If a store turns on call recording for a line, calls on that line are recorded and transcribed, including calls answered or placed in the Backroom Mobile app or in the browser. The customer on the call hears a short notice before anything is recorded. Recordings and transcripts help the store serve its customers and improve its service.
- Staff records for store employees using the dashboard and the mobile app: name, phone, email, role, work schedules, clock in/out times, time-off requests, and sales attribution.
- Sales leads: contact details and product interest a store records about prospective customers.
How we use it
To run the store: scheduling and confirming deliveries and pickups, sending order status updates, following up with sales leads, tracking inventory and warranties, staffing, and sales reporting. We do not sell personal information, and we do not use it for advertising.
Automated text messages
The service sends automated SMS on the store's behalf: order status updates, pickup and delivery confirmations, and a short follow-up sequence to sales leads who asked about a product. Replying STOP, or asking staff, opts a number out; opt-outs are honoured across all automated messaging.
The Backroom Mobile app
Staff who use the Backroom Mobile app on their phone give it access to some of the same information, plus a few things the app needs to do its job:
- Signing in: a staff member signs in with their phone number or email and a password, the same account used on the web.
- Camera and photos: the camera reads packing slips and dock labels to check stock in, and takes delivery, damage and missed-delivery photos, some of which are texted to the customer. You can also attach an existing photo from your library.
- Microphone: used only for live calls placed or answered in the app on the store's phone line. If the store records that line, these calls are recorded like any other call on it.
- Push notifications: the app registers for push notifications, which requires a device push token.
- Location: the app does not use or collect your device's location.
The app does not use tracking or ad SDKs, and shows no ads.
Who processes data for us
Our database and application hosting are in Canada. Depending on how a store is configured, some of the service providers below are based in other countries and may process data there under their own agreements:
- Supabase: database and file storage (Canada)
- Vercel: application hosting (Canada)
- Telnyx: calls, call recordings and their transcripts, and text messages for the store's business number
- Stripe: payment processing
- Resend: outgoing email, such as receipts, quotes and payment requests
- Expo: mobile app updates and push notifications
- Anthropic: the in-app support assistant, and reading photos of packing slips and dock labels to record what arrived
- Intuit QuickBooks: only if a store connects it
- Shopify: only if a store connects it
- Google: maps and drive-time estimates, and Google Business Profile if a store connects it
Tools a store connects
A store can connect its own tools to Backroom, such as a customer database, with a key it makes in Settings. A connected tool receives only what the store switches on for that key, which can include sales, orders, products and stock, text messages, and the call log with call recordings and their transcripts. A new key starts with every switch off.
AI-assisted tooling
We use AI-assisted tools both to build the software and inside the product itself, for a support assistant that answers staff questions and for reading packing slip and dock label photos so items can be checked in without retyping them. Those requests are processed by Anthropic. Personal information is not used to train AI models, and no automated decision with legal effect is made about you by AI.
Deletion and other requests
If you are a customer of a store that uses Backroom, contact that store directly to have your information corrected or deleted; the store controls its own customer records.
Call recordings and transcripts are kept as part of the store's records until the store asks us to delete them. Nothing is deleted on a timer. A store asks through Backroom's support or at hello@runbackroom.com.
If you are a staff member with a Backroom account, contact us below and we will correct or delete your personal information, unless a legal or accounting obligation requires keeping it.
Security
Access to the dashboard and app is restricted to authenticated store staff with per-person accounts and per-page permissions. Uploaded files live in private storage buckets. Data moves over encrypted connections.
Contact
Questions or requests: hello@runbackroom.com.
We may update this policy as the product changes; the effective date above moves when we do.