Beams Vault Privacy Notice

Version 2026-10-04.2 · Effective October 4, 2026 (revision 2)

How Beams Vault software handles your information.

What changed in this version

Deleting your account now deletes everything in it, including inventory, sales, purchases, photos, reports, and marketplace connections. Download anything you want to keep first.
After deletion we keep only a Store seller's own order records, a minimal record of privacy requests, and general product facts that are not about you.
A free Collector account whose email address is confirmed permanently undeliverable can be deleted after day 366, once the day 180, 240, and 366 notices have been attempted. A full mailbox or a temporary failure never counts.
Inactive-account deletions are processed in a monthly run on or after the day shown.
You can ask for a copy of your data, a correction, or deletion from Privacy & Data Requests in the app.

1. Scope #

This Privacy Notice explains how Manners & Moonbeams LLC (“Beams Vault,” “we”) handles information when you use the Beams Vault software, website, and Browser Agent (the “Service”). The Beams Vault Store has its own Store Privacy Notice.

We collect only what the Service needs. Where a trusted provider can handle sensitive information without Beams Vault holding it, such as card numbers or passwords, we let that provider handle it.

2. Information we collect #

Account and sign-in. Email address; the Amazon Cognito identifier that links your sign-in to your account; session cookies; the Terms and Privacy versions you accepted and when; an optional marketing preference. Amazon Cognito handles passwords and multi-factor authentication; Beams Vault does not store your Cognito password.

Profile. Details you choose to enter, such as name, business name, phone, country, and a ship-from or warehouse address used for listing preparation.

Billing. Stripe customer and subscription identifiers, plan, status, renewal and trial dates, and add-ons. Stripe processes card details; Beams Vault never receives your card number or security code.

Marketplace connections. Encrypted access tokens for marketplaces you connect (for example eBay, Shopify, Etsy, and Square for Point of Sale), short-lived sign-in state values, account and shop identifiers, and connection settings.

Marketplace order data. Order information from connected marketplaces can include buyer details because marketplace systems include them. We keep the seller-side facts (item, quantity, price, fees, dates, order references, refund or cancellation status, and tracking when reported) and do not keep buyer names, emails, or addresses. You may add your own buyer label to a sale for bookkeeping.

Inventory and business records. Items, descriptions, conditions, costs, quantities, locations, purchase lots, sales, reports, and notes you enter or import.

Photos and images. Photos you upload or capture, prepared versions, and thumbnails, plus barcode, label, and text readings taken from them.

Vault AI and credits. Records of AI requests, credits used, and AI Top-Up purchases and balances.

Point of Sale. Sale tickets, amounts, payment status, and provider payment, refund, and dispute references. Card details stay with the payment provider.

Browser Agent. Described in Section 4.

Support, security, and operations. Feedback you send, account-activity and security logs (such as sign-in times and IP addresses used to limit abuse), email delivery status for messages we send you, and server error logs.

3. Vault AI and other processing #

When you use Vault AI, the photos and item details needed for that request are sent to an AI provider: Google (Gemini) and, when configured as a fallback, OpenAI. Spreadsheet column names and short sample values are sent when AI helps map an import. Providers process this to return a result to us under their own terms.

Text reading (OCR) runs on Beams Vault servers. Barcode reading runs in your browser where it can, with a server fallback. Looking up a barcode may send the code to a product-catalog service. Photos may be resized and prepared on your device before upload, and some photo tools download their processing files from public content-delivery networks.

4. Browser Agent #

The Browser Agent is optional and works only on the marketplace sites you enable, when you direct it. In Chrome it stores a random installation ID, a revocable installation key used to prove requests come from your extension, a short queue of pending task IDs, and timing data. It does not store or send marketplace passwords, cookies, or browsing history, and it does not read unrelated tabs.

To do the tasks you request, it reads and fills listing forms on the enabled site and sends Beams Vault the result, such as a listing's reference, status, title, and price, or your sales and order references and amounts. It does not send buyer names or addresses. You can disconnect it in Beams Vault or remove the extension at any time.

5. Cookies and storage on your device #

We use only necessary cookies: a session cookie that keeps you signed in, a short-lived cookie during sign-in, and a cookie that remembers your privacy choice. Your browser may also hold photos and offline entries waiting to upload, which are cleared once the upload completes. We do not use advertising, analytics, or cross-site tracking technologies.

Do Not Track. Because we do not track you across other sites, there is nothing for a Do Not Track signal to turn off; we treat every visitor the same way.

6. How we use information #

To run your account and the features you use; connect to marketplaces and providers you choose; process subscriptions; send service, security, billing, and account notices (and product news only if you opt in); answer support requests; prevent abuse; fix problems; and keep required records.

8. Security #

We use reasonable safeguards, including access controls, encryption of stored marketplace tokens, and hosted sign-in with multi-factor authentication. No system is perfectly secure. If a breach affects your personal information, we will notify you as required by law, including Florida law.

9. How long we keep information #

We keep account information while your account exists. Moving to Collector is not deletion: your records and stored files remain, although image hosting stops displaying until you subscribe again. Paid accounts are not deleted for inactivity.

Disconnecting a marketplace, or a marketplace telling us you uninstalled the app, deleted your marketplace account, or asked for customer data to be erased (for example Shopify redaction or eBay account-deletion notices), makes us stop using that connection and delete its stored credentials and any leftover buyer labels we hold for it. Older sales records may contain buyer labels from before we stopped keeping them; those are cleared on account deletion or a matching provider notice.

When an account is deleted, we keep only what Section 10 lists. Records we keep for legal, accounting, security, or dispute reasons are kept separately from the Service, used only for those reasons, and deleted when no longer needed.

Database backups are complete copies of the database at the time they were made. Information deleted from the Service remains in backups until they are overwritten on their normal rotation, and backups are used only to recover the Service.

10. Account deletion #

You can delete your account from Settings, from Privacy & Data Requests, or by emailing [email protected]. Deletion normally finishes right away and always within 30 days. Delete means delete: your profile and sign-in, inventory, sales, purchases, vendor and receipt details, notes and descriptions you wrote, photos, reports, marketplace connections and tokens, Browser Agent data, Point of Sale records, Vault AI history, activity records, and any AI Top-Up balance (forfeited) are deleted. We revoke Beams Vault's access to the marketplaces and sign-in providers you used; we do not delete your accounts there.

What can remain, and why:

A Beams Vault Store seller's own order, payment, and shipping record of anything you bought, which the seller keeps for accounting, tax, fraud, and dispute reasons under the Store policies. It is no longer linked to your Beams Vault account, and your own copy of the purchase in your inventory is deleted.
A minimal record that a privacy request was received and answered (type, dates, and outcome).
A record that the deletion happened, with counts only and no personal details.
General product facts learned from item identification, such as that a barcode belongs to a product. These are not about you, are not linked to you, and never include your notes, descriptions, photos, prices, vendors, or history.
Billing records Stripe keeps as payment processor, and data other providers hold under their own policies.
Backups, until they are overwritten on their normal rotation.

11. Inactive free Collector accounts #

Free Collector accounts that nobody signs in to receive email notices and are deleted on day 615 of inactivity. Signing in resets the schedule. Paid accounts are never deleted for inactivity.

Day 180. Courtesy reminder email.
Day 240. Second reminder email.
Day 366. The account is flagged for deletion (nothing is deleted) and we email you to sign in.
Day 400. Reminder email.
Day 500. Final advance reminder email.
Day 600. Scheduled-deletion email with the deletion date.
Day 615. The account is permanently deleted in the next monthly deletion run, including its inventory, sales, and images, as described in account deletion.

If our email provider confirms the account's email address permanently does not exist, the account can be deleted in the next monthly run after day 366, once the day 180, 240, and 366 notices were attempted. A full mailbox or a temporary problem never counts, and one bounce never deletes an account. Deletions are processed monthly, on or after the day shown.

Details: Terms, Section 16.

12. Your choices and requests #

You can update your profile, change your marketing preference, disconnect marketplaces, and delete your account in the app. You may also ask for a copy of the personal information we hold about you, a correction, or deletion from Privacy & Data Requests while signed in, or by emailing [email protected]. These requests are open to everyone, wherever you live.

When you are signed in, that verifies your identity. Otherwise we confirm the request comes from the account's registered email address before acting. We confirm receipt within 10 business days and respond within 45 days of receiving the request; if we need more time we tell you why and finish within 90 days. A copy of your data is a download in the app with a readable report, a data file, spreadsheets, and your photos (very large photo sets may be listed for separate delivery). Passwords and security tokens are never included. We do not treat you differently for asking.

Nevada residents. We do not sell covered information. You may still send an opt-out request to [email protected].

California residents. We do not sell or share personal information for cross-context behavioral advertising and do not use it to profile you. You may make the requests above at [email protected].

13. Children #

The Service is for adults 18 and older. It is not directed to children under 13 and we do not knowingly collect their information. If you are a parent or guardian and believe a child has given us information, contact [email protected] and we will delete it.

14. Where information is processed #

The Service is offered in the United States, and information is processed in the United States.

15. Changes #

When we make a material change we publish a new version with a new effective date and ask you to acknowledge it before continuing.

16. Contact #

Privacy questions and requests: [email protected].