Privacy policy
Last updated: 4 November 2026
1. Who is responsible for your data
Wineventory is operated by TI Solutions, a company registered in Belgium under company number 0680.474.596, with its registered office at Hoensberg 11, 3270 Scherpenheuvel-Zichem. We are the data controller for the personal data described in this policy.
For any question about this policy or how we handle your personal data, contact us at admin@wineventory.net.
2. What we collect, and why
We collect only the information needed to provide, maintain and improve Wineventory, manage your account and handle payments.
| Data | Why we use it | Legal basis |
|---|---|---|
| E-mail address | To let you sign in, send your verification code and communicate with you about your account and subscription. | Performance of our contract with you |
| Password, stored as a hash | To authenticate you without storing your actual password. | Performance of our contract with you |
| Your cellar information: bottles, wineries, vintages, prices you enter, tasting notes, scores, drinking windows, rack layouts and the history of bottles you have finished | To provide the cellar-management features of Wineventory and display your information to you. | Performance of our contract with you |
| Photographs of wine labels you choose to scan | To read the label and suggest bottle details so you do not have to enter them manually. | Performance of our contract with you |
| Record of recent changes to your bottles | To allow you to recover from accidental edits or deletions. | Performance of our contract with you |
| Subscription information, including your Premium status and identifiers linking your account to your Stripe customer and subscription | To provide Premium features, manage renewals and cancellations, and keep track of payments. | Performance of our contract with you |
| Sign-in tokens and e-mail verification codes | To keep you signed in and confirm that your e-mail address belongs to you. | Performance of our contract with you |
| Website usage statistics | To understand how visitors use the website and which pages are useful. See Analytics and cookies below. | Your consent |
| Technical information and server logs | Where collected, to operate, secure and troubleshoot the service, prevent abuse and investigate technical problems. | Our legitimate interest in maintaining and securing the service |
We do not store your full payment card details. Payments are handled by Stripe, which receives the information needed to process your payment. Your full card number is not sent to or stored on our application servers.
Some accounts created before August 2026 have a username instead of an e-mail address. We retain that username so those accounts can continue to sign in.
Please do not enter sensitive personal information into Wineventory. The service is designed to store information about wine, not personal or sensitive information about you or other people.
3. Who processes your data
We use third-party providers to host and operate Wineventory, process payments, send e-mails and provide label-scanning and analytics functionality. These providers may process personal data on our behalf to provide their services.
| Provider | What it does | Location |
|---|---|---|
| Salesforce (Heroku) | Hosts the application and database and stores the information needed to operate Wineventory. | Depending on the hosting region and provider arrangements |
| Stripe | Processes payments and manages subscriptions. Stripe receives the information needed to process payments, including your e-mail address and payment details. | Depending on the Stripe service and processing arrangements |
| Anthropic | Processes photographs of wine labels that you choose to scan and returns suggested bottle information. | Depending on the service and processing arrangements |
| one.com | Provides e-mail services used to send account-related messages. This includes processing your e-mail address and the contents of the messages. | Depending on the service and processing arrangements |
| Google (Analytics) | Provides website usage statistics, but only when you have consented to analytics cookies. | Depending on the Google service and processing arrangements |
Some providers may process data outside the European Economic Area (EEA). Where this happens, we rely on an applicable legal transfer mechanism under the GDPR, such as an adequacy decision adopted by the European Commission or Standard Contractual Clauses, together with any additional safeguards required by law.
Some providers, such as payment or analytics providers, may also act as independent data controllers for certain processing activities. Their own privacy policies explain how they handle personal data in those circumstances.
We do not sell your personal data. We do not share it with third parties for their own marketing purposes. We may disclose information where required by law or where necessary to protect our rights, users or the security of the service.
4. Analytics and cookies
We use Google Analytics to count visits and see which pages are used. You will see a notice about this on your first visit.
These are the cookies the site uses:
| Cookie | Purpose | How long |
|---|---|---|
Token cookie |
Keeps you signed in when you tick "Remember me". Without it you are signed out when you close the tab. | Until it expires or you sign out |
wineventory-consent |
Remembers whether you declined analytics. | 6 months |
_ga, _ga_* |
Set by Google Analytics to tell visits apart. | Up to 2 years, deleted if you decline |
5. How long we keep your data
We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required by law.
- Your account and cellar: kept for as long as your account exists. When you request account deletion, we delete the associated account and cellar information, subject to legal retention requirements and limited technical backups.
- Recent bottle changes: kept for up to six months so accidental changes can be recovered, then deleted automatically.
- Verification codes: kept for up to thirty minutes.
- Label photographs: Wineventory does not store the photographs as part of your cellar. They are sent to the label-scanning provider for processing. The resulting text is returned to Wineventory and may be saved as part of your bottle information. The provider's own retention practices may also apply.
- Payment and accounting records: we retain the records we need for accounting and tax purposes for the period required by Belgian law. Stripe may also retain payment-related information under its own legal and operational obligations.
- Analytics data: retained according to the applicable Google Analytics settings and retention periods.
6. Deleting your account
You can request deletion of your Wineventory account by writing to admin@wineventory.net. Please include the e-mail address associated with your account so we can identify it and verify your request.
We will delete your account and associated cellar information. Some information may need to be retained where we have a legal obligation to do so, such as accounting and payment records. Limited copies may also remain temporarily in backups until those backups are overwritten or deleted in the normal course of operation.
Deleting your Wineventory account does not necessarily delete information that Stripe or another provider is required or entitled to retain under its own privacy policy or legal obligations.
7. Your rights
Under the GDPR, you have rights concerning the personal data we hold about you. Depending on the circumstances, you may ask us to:
- provide access to the personal data we hold about you;
- correct inaccurate or incomplete information;
- delete your personal data;
- restrict how we process your personal data;
- provide certain information in a structured, commonly used and machine-readable format, where the right to data portability applies;
- object to processing based on our legitimate interests;
- withdraw your consent at any time where processing is based on consent.
Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew it.
To exercise your rights, contact us at admin@wineventory.net. We may need to verify your identity before acting on your request. We will respond within the time limits required by the GDPR.
You also have the right to lodge a complaint with the Belgian Data Protection Authority:
Data Protection Authority
Drukpersstraat 35
1000 Brussels, Belgium
gegevensbeschermingsautoriteit.be
8. Children
Wineventory is a service for managing wine cellars and is intended for adults aged 18 and over. We do not knowingly collect personal data from children.
If you believe a child has provided us with personal data, please contact us so that we can investigate and take appropriate action.
9. Changes to this policy
We may update this privacy policy from time to time to reflect changes to Wineventory, our providers, our data-processing practices or legal requirements. The date at the top of this page shows when the policy was last updated.
If a change materially affects how we use your personal data, we will take reasonable steps to inform you, for example by e-mail or through a notice on the website.