Smoke Spot Hub Privacy Policy

Smoke Spot Hub (“Smoke Spot Hub,” “we,” “us”) is a private store-operations application for authorized Smoke Spot team members. It is not a consumer social network, public website, or advertising platform.

This Privacy Policy describes the information the application collects and processes when you use https://smokespothub.com and related Smoke Spot Hub / Smoke Spot Messenger surfaces. It reflects current product behavior as of September 2, 2026.

We collect information that authorized users and Owners provide, information created during store operations, and limited technical information needed to run the service. We do not collect advertising profiles, and we do not run third-party marketing analytics on the public site.

• Account and employee records
• Store operations and business documents
• Messenger messages and media
• Customer and invoice records entered by staff
• Device, notification, and security metadata needed to operate the app
• Google account email and Drive files created by the company backup integration, when an Owner or Admin connects Google Drive
• Private cloud backup objects in Cloudflare R2 when that infrastructure is configured

Employee sign-in uses a store directory and a personal PIN. Owner and Admin sign-in uses an email address and password through Supabase Auth.

We store profile names, employee directory names, store memberships and roles (Owner, Admin, Manager, Employee), active/inactive status, and authentication records. Employee PIN login uses a synthetic internal auth identifier; it is not a personal email inbox.

Store memberships control which locations a person can access. Role and store permissions are enforced in the application and in the database.

Authorized staff create operational records in the course of running stores. Depending on the features used, this can include:

• Out of Stock reports and Product Needs, including optional operational photos
• Weekly Orders and related product/source information
• Store Transfers, receipts, discrepancies, and related financial records
• Work Hours (personal shift times entered by the signed-in user)
• Product Knowledge catalog entries used to identify products (including identifiers imported from internal catalog workbooks)
• Internal notifications and Home search over store records the user is allowed to see

Smoke Spot Messenger stores conversation membership, text messages, edits, announcements, and media that participants send. Conversation types include direct messages, store chats, all-stores chats, and announcements.

Direct-message conversations are private to their participants. The company Google Drive backup does not copy direct-message photos.

Image attachments are stored in private application storage. Store Owners can configure how long regular chat photos and tagged/important photos are kept. Some photos that staff attach to Out of Stock or Product Need records are copied as operational photos and follow operational retention rather than the shorter chat-only timer.

Staff may enter customer names and related invoice details when creating invoices. That information is store-operations data, not a public customer portal.

Invoices, payments, voids, revisions, and related PDFs are retained as business records. Trash, restore, and official revision history exist for supported document types so the company can keep an audit trail rather than silently rewriting history.

To sign people in, protect the PIN directory, and deliver Messenger alerts, the service processes limited technical data:

• Session cookies used by authentication
• A short-lived Google OAuth state cookie during Drive connect
• A store-scope preference cookie for Owner/Admin view (not used as permission)
• On-device preferences such as last selected store, theme, and Messenger layout, stored in the browser
• Web Push subscription endpoints and an optional user-agent string for the device that enabled alerts
• IP addresses used to hash rate-limit keys for login and directory throttling (not used to build advertising profiles)
• Security and operational audit events (for example sign-in and document actions)

Smoke Spot Hub uses one company-authorized Google Drive connection. Individual employees are not required to connect a personal Google Drive account, and they cannot complete that connection.

When connected, Google Drive is used as a backup/archive destination for supported Messenger operational photos and official business-document PDFs. Live chat images continue to load from private application storage, not from Drive URLs.

Smoke Spot Hub is also adding private Cloudflare R2 object storage as the durable backup destination. During transition, Google Drive may remain connected for existing files and legacy jobs. New backups follow the server-configured backup provider. Employees do not need Google or Cloudflare accounts.

Backup files are stored under an application-created Drive folder tree (for example “Smoke Spot Hub Backups”). Smoke Spot Hub does not create public “anyone with the link” sharing on those files.

Pausing, revoking, or reconnecting the Google integration may stop new backups or Drive cleanup until a valid company connection exists. Core Hub operations (messaging, documents, and store workflows) continue without Drive.

The company Drive connection requests only these Google OAuth scopes: openid, email, https://www.googleapis.com/auth/drive.file.

Google currently classifies https://www.googleapis.com/auth/drive.file as a non-sensitive Drive scope. Smoke Spot Hub does not request sensitive or restricted Drive scopes such as drive or drive.readonly.

openid and email identify the Google account that an Owner or Admin authorized. drive.file lets the app create and manage files and folders that Smoke Spot Hub itself creates. The app does not request full Google Drive access, Gmail, Contacts, Calendar, or Google account data unrelated to this backup.

OAuth refresh tokens are stored only on the server, encrypted, and used solely to provide the requested Drive backup and related file cleanup. Tokens are not placed in localStorage, sessionStorage, or public environment variables. Owner/Admin settings may show the connected Google account email and connection status, not the token itself.

Smoke Spot Hub's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We use the information described above to:

• Authenticate authorized staff and enforce store/role permissions
• Operate Messenger, documents, inventory workflows, and related store tools
• Generate PDFs and keep business-record history, including official revisions
• Back up supported files to the company Google Drive when that integration is connected
• Copy supported backups to private Cloudflare R2 object storage when that infrastructure is the active backup provider
• Send Messenger Web Push alerts according to each user’s notification preferences
• Protect the service (rate limiting, audit logs, credential checks)
• Improve in-app product recognition and operational suggestions that staff still review

Operational and company data is not sold to advertisers. We do not share it for third-party advertising.

Information is available to other authorized Smoke Spot users only according to conversation membership, store membership, and role. Direct messages are not exposed to Owners or Admins who are not participants.

We share data with service providers who must process it to run Smoke Spot Hub, as described below, and if required by law.

The current application relies on these processors to operate. We do not invent additional advertising or analytics vendors.

Supabase: authentication, database, and private file storage.

Hostinger: application hosting for smokespothub.com.

Google: optional company Google Drive backup via OAuth and the Drive API while that destination remains connected.

Cloudflare: private R2 object storage for company backups when that infrastructure is configured.

Browser Web Push services: delivering Messenger alerts through the Web Push protocol (for example Chrome, Firefox, or Safari push infrastructure).

We use reasonable technical and organizational safeguards appropriate for an internal operations system. No method of transmission or storage is completely secure.

Current controls include authentication, store and role permissions, database Row Level Security, private object storage for media, hashed employee PINs, encrypted Google OAuth refresh tokens, and server-only handling of secrets such as API keys and the PIN pepper. We do not claim that information is completely secure.

We keep information for as long as it is needed for the operational, security, and business-record purposes described here, unless a shorter in-app retention rule applies. We do not promise a single deletion date for every record.

Account, membership, audit, and security data may be retained as needed for legitimate operational and security purposes, including after an employee is deactivated, until an authorized Owner requests a further change.

Messenger image attachments can expire. Each store has configurable retention: regular chat photos default to 3 days (bounded 1–14 days) and tagged/important photos default to 30 days (bounded 7–180 days, and at least as long as regular retention).

When a photo is used as an operational photo on an Out of Stock or Product Need record, it can follow the longer tagged/operational retention. Expired chat media may be removed from live storage. A Google Drive or Cloudflare R2 safety copy, if one was created, may be deleted when the live attachment expires, depending on the active backup provider.

Official invoices, store-transfer packets, receipts, and weekly orders can be rendered to PDF and queued for company backup storage (Google Drive while connected, and/or private Cloudflare R2 when that provider is active). Later official revisions can create additional backup copies rather than silently overwriting the prior business record.

Moving a supported document to Trash can queue deletion of the related backup copies. Restoring from Trash can queue those backups again. Backup copies may therefore exist separately from the live app record for a time, and core Hub use does not wait on backup storage.

If you enable Messenger alerts in a supported browser or installed PWA, we store a Web Push subscription for that device and honor in-app preferences such as mute and message-preview. Alerts can be suppressed for the conversation you are already looking at and are not sent for your own messages.

You can disable browser notifications or remove the subscription from the device. Push delivery uses the browser vendor’s push service. We do not use push for advertising.

Employee PINs are hashed with a slow password-based key derivation function and a server-side pepper before storage. The application does not store plaintext PINs. Login attempts are rate-limited. Owners and Admins can set or rotate employee PINs; employees can change their own PIN while signed in.

Depending on your role, you can update profile and appearance settings, Messenger mute and alert preferences, browser notification permission, theme, and (for Owners/Admins) store photo-retention, backup health, and the company Google Drive connection while it remains in transition.

You cannot use Smoke Spot Hub to opt out of necessary operational recordkeeping that your employer requires, such as invoices or transfer documents you are assigned to complete.

Authorized users can correct much of their directory and settings information in the app. For access, correction, or deletion of employee or operational records beyond in-app controls, contact ops@smokespothub.com. Requests may be limited by the company’s need to retain business, security, and legal records, and by the requester’s role.

Smoke Spot Hub is a workplace tool for authorized adult staff. It is not directed to children under 13, and we do not knowingly collect personal information from children.

We may update this Privacy Policy when the product or our practices change. The “Last Updated” date at the top of this page will change. Continued use of Smoke Spot Hub after an update means the revised policy applies to that later use.

Questions about this Privacy Policy or about Smoke Spot Hub data practices: ops@smokespothub.com.

We do not publish a personal home address. This is an internal operations product for Smoke Spot stores.