Privacy Policy
Bill Book is a private bookkeeping and scheduling website used by the staff of the Country Market and Polly's Country Market stores. It is used to record invoices, credits, credit requests and daily sales, print the weekly Receiving Record and Vendor Report, and plan staff schedules. This policy explains what information Bill Book collects, how it is used and shared, and the rules for its text message (SMS) alerts.
1. Information we collect
Account information
- Your username and email address.
- Your password, stored only as a secure one-way hash. We never store or see the password itself.
- What you have access to: the stores and departments you're assigned, your department title, and whether you are an admin.
Work records
The store business records you and your coworkers enter, such as:
- invoices, credits and daily sales
- credit requests and their comments
- weekly comments and Round Lake counts
- vendor settings
- schedules: employee names and positions, whether an employee is a minor (used only to work out lunch breaks), shifts, days off, and call-offs with their reasons
Activity records
An audit log of who added, changed or deleted what, and when, including sign-ins and failed sign-in attempts. It is kept for accountability and security.
Phone numbers for text alerts
The mobile phone numbers an administrator enters in Bill Book's Text alerts settings, with a record of who agreed to receive the texts and when.
Technical information
Our hosting provider, Cloudflare, processes your IP address and basic request information, such as the page requested and the time, to deliver the site, keep it secure and troubleshoot errors.
Bill Book does not use advertising, analytics or tracking tools.
2. How we use information
- To run Bill Book: sign you in, show the stores and departments you have access to, and save the records you enter.
- To send account emails, such as confirming your email address and resetting your password.
- To send text alerts to administrators who have agreed to receive them (see section 3).
- To keep Bill Book secure: preventing unauthorized access, locking accounts after repeated wrong passwords, and keeping the audit log.
- To fix problems and improve how Bill Book works.
We do not sell your information, and we do not use it for advertising or marketing.
3. Text message (SMS) policy
What we send. Bill Book sends account alert text messages to Bill Book administrators, for example when someone creates a new account and is waiting for access. These are informational alerts only. We do not send marketing or promotional texts.
How you agree to receive texts. An administrator enters their own mobile number in Bill Book under Settings → Text alerts, ticks the box agreeing to receive Bill Book alert texts, and turns alerts on. Bill Book records who gave the agreement and when. We only text numbers added this way.
How often. Message frequency varies with how often people sign up. It is usually a few messages a month, and never more than 10 alert messages an hour.
Cost. Message and data rates may apply, depending on your mobile plan.
Stopping texts. Reply STOP to any message to stop receiving texts. You'll get one message confirming you're unsubscribed. You can also turn alerts off or remove your number in Settings → Text alerts. To start again, reply START.
Help. Reply HELP for help, or email billbook@baileysisk.com.
Delivery. Mobile carriers are not liable for delayed or undelivered messages.
Our text provider. Text messages are sent through Twilio, which receives the phone number and the message in order to deliver it.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
4. How information is shared
Information in Bill Book is shared only as needed to run it:
- Within the stores. People see records for the stores and departments they're assigned, as their department title allows. Administrators can see all records, accounts and the audit log.
- Service providers. These process information on our behalf, only to provide their service:
- Cloudflare: hosting, database and email sending.
- Twilio: text message delivery.
- When required by law. To comply with law or legal process, or to protect the rights, property or safety of the stores, their staff or others.
We do not sell or rent personal information.
5. Cookies and browser storage
Bill Book uses one essential cookie to keep you signed in. It lasts up to 30 days, or until you sign out. Your browser also remembers a few preferences on your own device, such as the store and department you last viewed and light or dark mode. There are no advertising or tracking cookies.
6. How long we keep information
- Work records and the audit log are kept as long as the stores need them for their business and record keeping.
- If an account is deleted, the person can no longer sign in. The records they entered remain as store business records.
- Sign-in sessions expire after 30 days.
- Email confirmation and password reset links expire after 48 hours and 2 hours.
- Phone numbers for text alerts are kept until they're removed in Settings.
- Our hosting provider keeps database backups for up to 30 days.
7. Security
Protections include:
- Passwords stored as secure hashes, with a sign-in cookie that's sent only over HTTPS.
- Accounts locked after repeated wrong passwords.
- Access limited by store, department and title.
- An audit log of changes.
No system is perfectly secure, so please keep your password private and tell an administrator if you think your account has been misused.
8. Your choices
- You can change your username in Bill Book at any time.
- To see, correct or delete information about you, or to close your account, ask a Bill Book administrator or email billbook@baileysisk.com. Some work records may need to be kept as store business records.
- You can stop text alerts at any time by replying STOP or by turning them off in Settings.
9. Children
Bill Book is for store staff and is not intended for children under 13. We do not knowingly collect information from children under 13. Managers may enter the names of employees who are minors on a work schedule, only to schedule them and work out their breaks.
10. Changes to this policy
We may update this policy as Bill Book changes. The effective date at the top shows when it last changed. Significant changes will be posted on this page.
11. Contact
Questions about this policy or about text alerts: email billbook@baileysisk.com.
Bill Book is operated by Bailey Sisk at baileysisk.com.