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, quotes, 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 interest, improve catalogue searches, identify unfinished shopping journeys and support wholesale accounts. Signed-in activity is tied to your customer account and named portal username. Usernames and these activity records are personal information. We record product impressions, clicks and views, submitted search terms, filter and decoration choices, active page time, page load time, product-page scroll depth, navigation between permitted pages, device and viewport categories, and the account's billing-country market. We also record successful invitations, password setup, sign-ins, cart changes, quotes, orders and mockup actions. We record product identifiers and quantities. Quantities can include fractions of a unit. Order IDs link to the corresponding Spire records. Registration success records link by application reference to the application you submit.

We do not track logged-out browsing, tours or staff preview audiences. Staff activity is separated from customer browsing; orders entered by staff still count as account orders. Live search previews do not record text as you type. Search terms are recorded when you submit a search or select a product after refining it. Repeated searches for the same term and account user within a ten-minute window count once, including Back and reload. Prefetched pages do not count as searches. Active time starts with interaction and stops after 30 seconds without interaction. An idle tab sends no periodic presence report. 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 form text other than search terms.

Authorized administrators and the site maintainer can review account and staff activity. Sales representatives cannot open analytics reports. Customer names and numbers used to find an account are read from Spire and are not copied into the analytics store. Cloudflare hosts the portal and its analytics database as our infrastructure provider. We use no third-party analytics tracker or cross-site advertising tracker. Browser events store a yes/no automation flag. Events also store a customer, staff or suspected-bot traffic label. Confirmed orders remain customer or staff business records even when automation checks flag the request. IP addresses and request headers are not saved in the analytics stream. Fixed collection and retention failure diagnostics contain no analytics payload; retention failures appear in the existing operations log for 30 days.

Portal analytics reports and the maintainer's query tool exclude events older than 13 calendar months. An hourly job deletes expired events in bounded batches. A failed or delayed job can leave older physical rows until a successful retry; those rows stay out of reports. Database recovery copies follow our infrastructure provider's recovery retention. Deleting analytics does not delete the underlying order, application or operational record, which has its own retention purpose.

First-party sessionStorage, a cookie-like browser technology, holds a random visit ID, your portal username and role, the last permitted page and an activity timestamp in the current tab. It rotates after 30 minutes of inactivity or a change of portal user and is cleared on signed-out pages. A same-origin browser message channel separates visits when duplicated tabs inherit this storage. Coordination is best effort where the browser blocks it. Browsers normally remove sessionStorage when a tab closes, but session restore may preserve it. Event queues and page identifiers otherwise stay only in memory. Analytics creates no localStorage entry and stores no offline event archive.

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.