Privacy policy
Last updated: 4 November 2026
This policy explains how personal data is handled when you use vstock, on the mobile app or on the web.
Who we are
vstock is provided by F&B Marketplace, Suite 23, The Cubes Offices, Beacon South Quarter, Sandyford, Dublin 18, D18 N8C5, Ireland. For any privacy question, please write to [email protected]. We have not appointed a Data Protection Officer.
Who is responsible for your data
vstock is a work tool used by stocktaking firms and hospitality businesses. Your organisation decides which counts, documents and staff details it records, and it is the data controller for those work records; we process them on its behalf under our contract with it.
We are the data controller for what we need to run the service ourselves: accounts, sign-in, security and billing contacts.
What we collect
- Account details: your name, work e-mail address, language, role and organisation. Passwords are stored only in hashed form.
- Work records: stock counts, items, venues, checks, signatures, delivery and supplier documents, and who made each entry and when.
- Photos: pictures you take of labels, checks and delivery documents. Please photograph stock and documents only, and avoid people.
- Sign-in and device data: a device identifier, multi-factor authentication settings, sign-in and security events, and the network address of each request.
- Billing contacts: the contact details your organisation gives us for invoices.
- Support messages: what you send us when you ask for help.
The mobile app on your device
- Camera: scans barcodes and takes the photos described above, only when you use it.
- Microphone: lets you say counts aloud. Speech is recognised on your device. If your organisation's administrator has set up a cloud speech service, a phrase the device could not understand is sent once to that service to be written out. We do not store the audio.
- Bluetooth: connects an optional scale for weighing open bottles, kegs and food packs.
- Face ID and device biometrics: unlock the app. This is handled by your device, and we never receive your biometric data.
- Location: vstock does not track or store your location.
- Offline data: the audits assigned to you are kept in an encrypted database whose key stays in your device's secure storage, and they are not included in device backups. Finished packages are removed automatically a week after everything has been sent.
We use no advertising, no tracking and no third-party analytics, and we do not sell personal data.
Why we use it, and our legal basis
- To provide the service you and your organisation use: performance of a contract (Article 6(1)(b) GDPR).
- To keep the service secure, prevent misuse and correct faults: our legitimate interests (Article 6(1)(f) GDPR).
- To meet legal duties, such as keeping financial records: legal obligation (Article 6(1)(c) GDPR).
- Where we ask for your consent: consent (Article 6(1)(a) GDPR), which you may withdraw at any time.
Transfers outside Europe
vstock is hosted in the European Union. Anthropic and some cloud speech services may process data outside the European Economic Area and the United Kingdom, including in the United States. These transfers rely on appropriate safeguards, such as the European Commission's standard contractual clauses.
How long we keep it
- Account details: for as long as the account exists.
- Work records: for as long as your organisation's contract and the law require. Records we must keep for financial and audit reasons are anonymised when you ask for erasure.
- Security events: one year.
- Links sent by e-mail: seven days.
- Audio sent to a cloud speech service: held in memory for that request only, and never stored by us.
- Files with a copy of your data: available to download for a limited time.
How we protect it
Connections are encrypted, data is encrypted at rest, access is limited to those who need it, and changes to business data are recorded in an audit trail.
Your rights
Under the GDPR and the UK GDPR, you may ask for a copy of your data, have it corrected or erased, restrict or object to its use, and receive it in a portable format.
In vstock on the web, open your account, then “Privacy and your data”, to request a copy or erasure. You may also write to [email protected]. Where your organisation is responsible for the records, we pass your request to it or ask you to contact its administrator. We answer within one month.
You may also complain to a supervisory authority: the Data Protection Commission in Ireland (dataprotection.ie) or the Information Commissioner's Office in the United Kingdom (ico.org.uk).
Children
vstock is a work tool and is not intended for anyone under 16.
Changes to this policy
When our practices change, we update this page and the date at the top.