Privacy & Data Handling Policy

Overview

This policy explains how Studio Samantha display system products may handle business data, order data, operational analytics, dashboard information, account information, and related service data. For Goldie's, this policy currently applies to the DrinkFlow KDS pilot and the Goldie's KDS owner/admin dashboard.

DrinkFlow KDS is designed to support daily operations, order flow, dashboard visibility, and business insights while respecting the privacy of each business using the system.

Data We May Access and Use

Each shop's operational data is for that shop's internal dashboard unless permission is given otherwise. If a customer is later used as a case study, only approved screenshots, anonymized stats, fake/sample data, demo/test environment data, or reviewed quotes should be used.

Depending on how DrinkFlow KDS is connected and configured, we may access or process certain business information, including:

• Square order data and menu item information.
• Drink or product sales information.
• Order timing and workflow information.
• Dashboard analytics and operational patterns, such as rush times or order volume.
• Customer/order-related information available through Square when needed for order display or workflow support.
• Business performance summaries, domain reminders, policy acknowledgment records, and system check or sync status information.

DrinkFlow KDS uses business data only as needed to provide, test, troubleshoot, support, and improve the service. DrinkFlow KDS does not use Goldie's private business data for unrelated purposes and does not sell business, customer/order, Square, recipe, financial, or operational analytics data.

Square API Access

DrinkFlow KDS may connect with Square to support order display, order tracking, menu data, analytics, and related dashboard functionality. Goldie's controls its Square account and may revoke access through Square or by requesting assistance from Studio Samantha / DrinkFlow KDS.

DrinkFlow KDS should only request and use the permissions reasonably needed to provide and support the system.

Token and Credential Security

API keys, access tokens, refresh tokens, secrets, and private credentials should be handled carefully. Studio Samantha / DrinkFlow KDS will make reasonable efforts to avoid exposing private credentials in public code repositories, frontend code, screenshots, public logs, browser storage, public documentation, or public demos.

Sensitive keys and credentials should be stored using secure environment variables or approved backend storage methods.

Daily Checks and System Monitoring

DrinkFlow KDS may run daily or recurring checks to support app reliability, dashboard functionality, Square connection status, analytics updates, domain renewal reminders, policy status reminders, and service troubleshooting. These checks are used only to support the service and are not used to sell data or publicly disclose private business information.

Where possible, DrinkFlow KDS uses the minimum information needed to complete these checks. System check logs should not expose Square tokens, refresh tokens, customer names, payment data, full order payloads, recipes, private financial details, or sensitive business data.

Owner Dashboard and Analytics

The owner/admin dashboard may show operational analytics such as order volume, drink counts, category totals, timing patterns, and other business insights. For Goldie's, this dashboard is considered private business information unless Goldie's gives permission for specific information to be shared publicly.

Customer and Order Data

DrinkFlow KDS may process customer/order-related information that is available through Square or necessary for order display and workflow support. Customer/order information should not be shared publicly or used in school, marketing, portfolio, or demo materials unless it is removed, blurred, anonymized, aggregated, fake/sample data, or specifically approved.

Recipes, Menu Data, and Business Financials

Goldie's recipes, menu details, drink preparation information, financial data, drink sales, business patterns, and operational information are treated as private business information. DrinkFlow KDS will not knowingly publish or share raw financials, recipes, private menu details, customer/order data, staff performance information, or private Square information without approval.

Case Studies, School Projects, and Public Demos

Goldie's may be referenced as a founding pilot customer for DrinkFlow KDS using approved, anonymized, aggregated, demo, or non-sensitive information.

Public case studies, school projects, portfolio use, public demos, investor/customer demos, screenshots, and marketing materials should only use:

• Pre-approved information.
• Anonymized or aggregated information.
• Blurred screenshots.
• Fake/sample data or demo/test environment data.
• Non-sensitive summary information.

DrinkFlow KDS will not knowingly publish Goldie's raw financials, recipes, customer/order data, private Square account information, staff performance information, sensitive business details, or live operational dashboard screenshots without approval.

If DrinkFlow KDS is commercially expanded, licensed, funded, sold, acquired, or otherwise picked up by a larger partner, Studio Samantha / DrinkFlow KDS will review Goldie's public case study materials with Goldie's upon request. Goldie's may request that sensitive, outdated, or overly specific public case study information be revised, anonymized, paused, or removed. Approved historical references to Goldie's as a founding pilot customer may remain unless both parties agree otherwise.

Pilot participation does not transfer ownership of DrinkFlow KDS and does not create equity, revenue share, partnership ownership, or ownership interest unless agreed in a separate written agreement.

Policy Acknowledgment

The Goldie's KDS owner/admin dashboard may show a lightweight policy acknowledgment reminder for the current policy version. This is an acknowledgment workflow, not a full e-signature integration.

The acknowledgment may record business name, user name, user email, product name, policy type, policy version, policy scope, acknowledged timestamp, dismissed timestamp if applicable, reminder count, and last reminded timestamp.

TODO: A future upgrade may include formal e-signature, signed PDF storage, or downloadable agreement records.

Demo and Training Owner Reports

Studio Samantha may maintain demo/training Owner Reports for DrinkFlow KDS that mirror the production Owner Reports but use fake/sample data only. The demo reports view is safe for school projects, public demos, screenshots, portfolio use, customer walkthroughs, and marketing examples because it does not connect to Goldie's live Square API, production records, webhooks, analytics tables, customer/order data, agreement records, recipes, staff data, live dashboard metrics, or private financials.

Demo reports should use generic branding such as DrinkFlow Demo Cafe, clear "Demo Data Only" labeling, and fictional sample data. Demo reports should not use Goldie's real logo, live business data, Square data, recipes, customer/order data, staff data, or private financials.

Domain and Website Management

The custom domain connected to Goldie's KDS will come up for renewal after the first year. Studio Samantha / DrinkFlow KDS will send reminders before the renewal date. Around one month before renewal, Studio Samantha may offer to transfer the domain so Goldie's can renew and manage it directly if they want to keep it.

If Goldie's decides not to renew the custom domain, the KDS can continue using a generic DrinkFlow KDS domain, such as goldies.drinkflowkds.com or goldieskds.drinkflowkds.com, depending on the final naming structure.

Data Retention and Deletion

DrinkFlow KDS may retain information needed to provide the service, troubleshoot issues, maintain business records, document policy acknowledgments, support analytics, or preserve approved case study history. If the Goldie's pilot ends, Goldie's may request that private business data be deleted or returned where reasonably possible, except for information that must be retained for legal, security, accounting, backup, or approved historical case study purposes.

Revoking Access

Goldie's may revoke Square access or request that DrinkFlow KDS stop accessing Square data. If access is revoked, some KDS features, analytics, or dashboard functions may stop working or may require a new setup.

Product Ownership and Intellectual Property

Goldie's owns its business data, recipes, menu information, Square account, customer/order information, financial data, and business assets. Studio Samantha / DrinkFlow KDS owns the software, code, dashboard design, analytics structure, branding, documentation, workflows, product concepts, deployment setup, reporting logic, and related intellectual property unless a separate written agreement says otherwise.

This policy does not transfer ownership of Goldie's business data to Studio Samantha / DrinkFlow KDS, and it does not transfer ownership of DrinkFlow KDS to Goldie's.

Third-Party Services and Names

DrinkFlow KDS and VendorFlow DS are Studio Samantha product names. This page does not claim registered or pending trademark status unless a formal trademark filing is made and the wording is updated.

This app can connect to third-party platforms including Square, Supabase, Render, Resend, Vercel, and domain/DNS providers. Those services may have their own terms, privacy policies, logs, and security controls. This product is independent and is not affiliated with, sponsored by, or endorsed by those companies.

Support, Updates, and Service Availability

Setup can include launch support, branding, Square connection, custom domain setup, and post-launch help for basic upkeep. Larger feature requests, order-flow changes, new reports, expanded setup, cloud storage changes, or source-code handoff terms require a separate written agreement or quote.

DrinkFlow KDS is a practical operations tool, not a guarantee that all third-party services, network connections, Square APIs, browsers, devices, or hosting services will be available at all times.

Contact

Questions about this policy or the Goldie's DrinkFlow KDS pilot may be directed to:

Studio Samantha / DrinkFlow KDS
Samantha Carey
samantha@studiosamantha.com