Privacy Policy

What we collect and why

• Accounts: your name, business, contact details, addresses, username, account application and approval information. We use these to assess wholesale applications, manage access and support your account. Passwords are stored as salted hashes.
• Shopping and orders: your cart, delivery details, order notes, orders, artwork and selected decorations. We use these to prepare, submit and fulfil your requests. SAH's Spire business system holds customer accounts, pricing, payment terms, orders and invoices. The portal does not collect payment-card details or process card payments.
• Messages: contact enquiries, account and order emails, delivery outcomes and feedback you send us. These let us respond and investigate problems.
• Security and operation: request and device information, including IP addresses, browser details, failed sign-ins and errors. We use these to prevent abuse and keep the portal working. Audit records associate account and staff actions with the person performing them, including when staff act for a customer.

Feedback, pictures and recordings

Signed-in feedback includes your account identity, page address, browser and screen size, recent errors, and a short history of pages, requests, clicks and keyboard shortcuts. The troubleshooting history is designed to exclude typed form values and request bodies. Error messages and visible control labels can still contain information about your work.

You choose whether to attach a picture or record your screen and microphone. A recording can contain anything visible or audible while you record. Review it before sending. Where supported, recording also uses your browser's speech-recognition service to prepare an editable transcript; that service may send audio to its provider, such as Google in Chrome. You can send written feedback without recording.

Unsent feedback is saved in this browser. Submitted reports and attachments are stored with the portal on Cloudflare. Reborn Digital can read all reports; you can read your own. Reports you share with staff are also visible to SAH administrators and sales representatives. Other customers cannot read your reports. A maintainer email alert includes the report reference, sender login and a troubleshooting summary; the summary is scrubbed for common personal details, but this is not a guarantee of anonymity.

Who receives information

• SAH and Reborn Digital: account service, order handling, support, maintenance and security, with access controlled by portal role.
• Cloudflare: hosts and protects the portal. Workers process requests; D1, KV and Durable Objects store portal records, sessions and carts; R2 and Images store and process uploads and images. Cloudflare Access protects restricted entry points, and Turnstile checks for automated abuse on forms. See Cloudflare's Turnstile privacy notice.
• Postmark: sends transactional messages when outgoing email is enabled, receiving recipients, message content and delivery information. Cloudflare Email Sending is an alternative configured transport. Test environments may capture messages without delivering them.
• Spire: SAH's business system receives customer and order information needed to run your wholesale account. Account-specific payment terms and invoice details come from that system; using this portal does not create a separate payment-processing account.
• OpenAI: staff mockup generation sends selected reference images and instructions to its image API. These may include uploaded artwork or text intended for a decoration. Existing older mockup records may identify Google's Gemini as their original provider; new mockups use OpenAI.
• Delivery providers: SAH uses shipping and contact information to fulfil orders through its carriers, including FedEx and Canpar.

The portal has no advertising tracker or sale-of-data feature. Links to social networks take you to their sites; their own privacy practices apply there.

Cookies, browser storage and visit measurement

We use cookies for sign-in, registration abuse prevention and safe practice tours. The portal also remembers searches, drafts and display choices in your browser. See Cookies and browser storage for names, lifetimes and clearing instructions.

We use first-party portal analytics to understand product demand, improve catalogue searches and support wholesale accounts. Daily business summaries contain account, product and observed order references, market, selected contact subjects, counts and quantities. They contain no portal usernames, session identifiers, exact activity times or navigation trails. Account summaries remain linked to business accounts and are not anonymous. Contact submissions from signed-out visitors are counted separately by selected subject, without linking their contact details to analytics.

For maintenance and support, short-lived diagnostic events can include your named portal username and account, product impressions, clicks and views, submitted search terms, filter and decoration choices, permitted page names, page load time, device and viewport categories, invitations, password setup, sign-ins, cart changes, contact subjects, orders and mockup actions. We do not collect active page time or scroll depth. Order references describe observed portal submissions; Spire remains the authority for orders.

We do not track logged-out browsing, tours or staff preview audiences. Business demand excludes staff browsing and detected automated browsing; confirmed orders entered by staff still count as account orders. Search terms are recorded when submitted or committed after refinement, not while typing. Obvious email addresses, links and phone-like strings are omitted, but ordinary search terms remain free text. Analytics excludes IP addresses, stored browser user-agent strings, external referrers, full URLs and query strings, prices, payment details, order notes, uploaded content, feedback recordings and free-form text other than search terms. Contact analytics records only the selected subject, never the message.

Staff timezone defaults and the choice to stop timezone prompts are saved with the staff login. Temporary page timezone choices last for the sign-in and remain the staff member’s while acting as a customer. Daily business summaries are maintained in the offered reporting timezones without adding exact activity times. Administrators can read company-wide business summaries. Sales representatives can deliberately open selected-period business summaries for accounts currently assigned to them, including product interest and portal participation. They cannot open company-wide analytics or diagnostic reports. Only the site maintainer can inspect named diagnostic events for support and maintenance. Business reports do not include individual browsing timelines or staff activity rankings. Cloudflare hosts the portal and its analytics database. We use no third-party analytics tracker or cross-site advertising tracker.

Business summaries remain reportable for 13 calendar months; named diagnostic events remain reportable for up to 30 days. An hourly job deletes expired data in bounded batches. Delayed deletion can leave older physical rows until a successful retry, but readers exclude them. Database recovery copies follow our infrastructure provider's recovery retention. Deleting analytics does not delete the underlying order, application, security or audit record, which has its own purpose.

Analytics uses an in-memory page identifier and event queue, with no persistent visit ID, navigation history, localStorage entry or offline event archive. Obsolete analytics sessionStorage is removed when the current script loads. Analytics adds no cookie and does not extend your login.

The existing sign-in cookie identifies signed-in analytics requests. Analytics adds no cookie and does not extend your login. Verified access, correction and deletion requests can include analytics linked to your portal username or account. The maintainer handles these requests; there is no self-service analytics export or deletion page.

Where information is processed

SAH operates in Canada. The portal also uses providers outside Canada, including US providers Cloudflare, Postmark and OpenAI. Information may be processed in the United States and other countries where those providers operate; this is not a Canada-only hosting service. Foreign laws may allow courts or authorities to access information held there. Contact SAH for questions about overseas processing and its service providers.

How long information is kept

Portal sign-in sessions last one day, or 30 days with Remember me. Password-reset links expire after 30 minutes and invitation links after seven days; links are single-use. The portal's email-content log expires 90 days after its last write. Operational error entries expire after 30 days and operational activity entries after 90 days.

These periods do not apply to every record. Customer accounts, business records in Spire, durable audit records, submitted feedback and saved artwork do not have a single automatic deletion deadline in the portal. SAH must review deletion requests against the records it needs for account service, business obligations and disputes. Providers may keep separate delivery, security and backup records under their own retention arrangements.

Browser drafts and preferences have different lifetimes, described on the storage page. Clearing your browser does not delete submitted records held by SAH or its providers.

Your choices and requests

You can ask SAH to explain its use of your information, provide access, correct inaccuracies, or consider deletion or withdrawal of consent. The rights and limits that apply depend on the law and the information involved. We may need to verify your identity. If we must retain a record or cannot fulfil a request, we will explain why. Withdrawing information needed for account access or an order may prevent us from providing that service.

You can clear site data in your browser and choose written feedback instead of recording. Contact SAH with a concern or complaint about these practices.

Contact SAH

We will update this page and its date when these practices change.