Who controls the data
An optical store that uses the service decides what customer and prescription data to record. For that data, the store is the controller and we act as its processor, handling it only on the store's instructions.
For data about store owners and staff who sign up, contact support or browse this website, we are the controller.
Data we handle
- Account data: name, work email, store name, city, number of stores and plan, given at sign-up.
- Store customer data: names, mobile numbers, visit history, purchases, balances and recall dates entered by the store.
- Prescription data: eye-test readings, measurements and uploaded prescriptions recorded by optometrists or store staff.
- Face-shape photos: taken in AI Frame Finder only after the customer gives consent on screen.
- Support messages: what you write to us through the contact form or by email.
- Technical data: device type, browser, IP address and error logs needed to keep the service secure and working.
Face photos and AI Frame Finder
A face-shape photo is taken only after the customer agrees on the consent screen, and only for that visit. It is used to estimate face shape and approximate width so frames from the store's current stock can be suggested.
- The photo can be deleted the moment suggestions appear, and stores can set photos to delete automatically.
- Photos are never used to train models, for advertising, or to identify a person.
- AI Frame Finder never reads, changes or suggests prescription values, PD or lens measurements.
How data is used
- To run the features the store uses: records, stock, lab orders, billing, delivery updates and reports.
- To send messages the store has set up, such as WhatsApp "Ready for pick-up" updates and eye-test reminders.
- To create accounts, send login details, answer support requests and send service notices.
- To keep the service secure, prevent misuse and fix faults.
What we never do
- We never sell customer, prescription or store data.
- We never share prescription data for advertising.
- We never contact a store's customers for our own marketing.
Security
Data is encrypted in transit and at rest. Staff access is role-based, so a store can decide who may view or edit clinical readings, and changes are logged with a name and time. Backups are taken daily and kept encrypted.
How long data is kept
Store data is kept while the store's account is active. After an account closes, the store can export its data for 30 days, after which it is deleted from live systems and removed from backups within a further 60 days. Face photos follow the store's deletion setting and are never kept beyond the visit.
Your choices and rights
Store customers who want to see, correct or delete their records should ask the store, which can do this directly in the software. We will help any store meet such a request.
Store owners and staff can ask us to access, correct, export or delete their account data through our contact page.
Changes to this policy
If we make a material change, we will tell account owners by email and in the app before it takes effect.