Privacy Policy

Last Updated: 20 May, 2025

Welcome to Sole Scan! This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application (the "App"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the app.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the App depends on the content and materials you use, and includes:

  • Scan Data: When you scan a barcode using the App's camera function, we collect the barcode number. We may also temporarily process the image frame containing the barcode but do not store the image itself after processing.
  • Product Information: Based on the scanned barcode or manually entered SKU, we retrieve product details (like name, image URL, SKU) from third-party services (e.g., BarcodeLookup). We may store this information temporarily for display or permanently as part of your scan history if you are a Premium user.
  • Preferences: We store your selected preferences, such as your region (UK/USA), preferred currency (derived from region), and StockX seller level, using device storage mechanisms (like UserDefaults/AppStorage).
  • StockX Account Information (If Connected): If you choose to connect your StockX account via the secure OAuth flow, we receive and store authentication tokens provided by StockX. These tokens are stored securely in your device's Keychain. We do not store your StockX password.
  • Account Information: If you create an account to use features like Inventory Management or Financial Tracking, we collect information necessary for account creation and management. This typically includes your email address and a unique user ID generated by our authentication provider (Firebase Authentication). We do not directly access or store your password if you use email/password sign-in; this is managed securely by Firebase.
  • Inventory Data: When you use the Inventory Management feature, we collect and store the details you provide for each item, which may include item name, SKU, size, purchase price, purchase date, notes, images you upload, current market value, status (e.g., "In Stock", "Sold"), sale price, and sale date.
  • Financial Data: When you use the Financial Tracking feature, we collect and store the details you provide for each transaction, which may include a name/description, amount, date, type (cost/income), notes, reference number, and any receipt files (images or PDFs) you upload.
  • Uploaded Files: We collect and store the images and PDF files you choose to upload as part of your Inventory items (item images) or Financial Transactions (receipts). These files are stored securely by our backend service provider (Firebase Storage).
  • Purchase Information: If you subscribe to Sole Scan Premium, transaction information is processed by Apple's App Store. We receive confirmation of your purchase status (e.g., active subscription, lifetime purchase) to grant access to premium features but do not directly collect or store your payment card details.
  • Device Information (for Feedback): If you choose to send feedback via email, the mail composer may automatically include technical information about your device (model, OS version, App version) to help us diagnose issues. You can edit this information before sending.
  • Usage Data (Firebase): We use Firebase services which may automatically collect certain information about your device and your use of the App. This includes, for example, device identifiers, device type and operating system, crash reports (to help us fix bugs), and anonymized data about how you interact with App features (e.g., features used, session duration). This information is used to improve App performance, stability, and user experience. For more details, please refer to the "Our Use of Firebase" section below and Google's Privacy Policy.

2. How We Use Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the App to:

  • Provide the core functionality: Scan barcodes, retrieve product details, and fetch market data.
  • Connect to your StockX account (if authorized) to fetch market data using their API.
  • Calculate estimated profit based on market data and your provided retail price and seller level.
  • Create and manage your user account for accessing features like Inventory and Financials.
  • Store, display, and manage the inventory items and financial transactions you record, including associated uploaded images and receipts.
  • Enable you to export your inventory and financial data in CSV format, which will include links to the images and receipts you have uploaded.
  • Synchronize your data across your devices when you are logged into your account.
  • Manage your Sole Scan Premium subscription and provide access to premium features like Scan History.
  • Store and display your Scan History (for Premium users).
  • Personalize your experience based on your region and currency preferences.
  • Respond to your feedback emails.
  • Analyze anonymized usage patterns to improve App functionality and user experience.
  • Monitor App stability and diagnose issues using crash reporting data.
  • Ensure the security and integrity of our Service.
  • Comply with legal obligations.

3. Data Sharing and Disclosure

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

  • By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.
  • Third-Party Service Providers: We share information with third parties that perform services for us or on our behalf, including:
    • Barcode Information Providers (e.g., BarcodeLookup): We send scanned barcode numbers to retrieve product details.
    • Market Data Providers (StockX API, Laced API, potentially Alias API): We send product SKUs (and potentially StockX auth tokens if connected) to retrieve market pricing data.
    • Authentication Providers (e.g., StockX for OAuth, potentially Firebase for redirect handling): Necessary for the StockX connect feature.
    • Backend and Authentication Services (Firebase - Google LLC): We use Firebase for user authentication, database storage (for your account, inventory, and financial data), and file storage (for your uploaded images and receipts). Please see the "Our Use of Firebase" section below for more details.
    • Currency Conversion Data (ExchangeRate-API): To provide up-to-date currency conversions, we fetch exchange rate data from ExchangeRate-API (open.er-api.com). This involves sending requests for current rates between currency pairs (e.g., USD to GBP) but does not involve sending your personal financial data to this service.
    We only share the minimum information necessary for these providers to perform their designated functions, and they are obligated to maintain the confidentiality and security of the data.
  • Apple App Store: For processing payments for Premium subscriptions and managing subscription status.

We do not sell your personal information to third parties.

Our Use of Firebase (Google LLC)

We use Firebase, a platform development suite provided by Google LLC, to provide essential backend services for the App. These services help us operate the App efficiently and securely. Specifically, we use:

  • Firebase Authentication: To manage user sign-up, login, and secure your account. Firebase Authentication handles your credentials (such as email addresses if using email/password sign-in, or tokens from third-party identity providers if you use social logins in the future) according to Google's robust security practices. We do not store your passwords directly on our servers.
  • Firebase Firestore: To store your application data. This includes your user profile information, the inventory item details you enter (name, SKU, purchase information, sale information, notes, etc.), and the financial transaction details you record (description, amount, date, notes, etc.). This data is stored securely within Google's cloud infrastructure.
  • Firebase Storage: To store files that you voluntarily upload to the App. This includes images for your inventory items and digital receipts (images or PDFs) for your financial transactions. These files are stored securely within Google's cloud infrastructure.
  • Firebase Crashlytics & Performance Monitoring: We use these services to collect crash reports and performance data to help us identify and fix bugs, and to improve the App's stability and speed. This data is typically anonymized or pseudonymized.
  • Firebase Analytics: We use Firebase Analytics to understand how users engage with our App, such as which features are most popular. This data is aggregated and anonymized to help us improve the user experience.

Firebase's use of information is governed by Google's Privacy Policy and the Firebase Data Processing and Security Terms. We configure and use these Firebase services with your privacy in mind, limiting access to data to what is necessary for providing and improving the App's functionality.

4. Data Security

We use administrative, technical, and physical security measures to help protect your personal information. Sensitive information like StockX authentication tokens is stored using the secure iOS Keychain. User-generated content, such as inventory details, financial records, and uploaded images/receipts, is stored using Firebase services (Firestore and Firebase Storage), which benefit from Google's security infrastructure. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

5. Data Retention

We will retain your information only for as long as necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

  • Preferences (Region, Currency, StockX Level) are stored until you change them within the App's settings.
  • StockX authentication tokens are stored until you explicitly log out via the App's settings.
  • User Account Information: Your account information is retained as long as your account is active. If you request account deletion (see "User Rights"), we will delete your account data in accordance with our procedures.
  • Inventory and Financial Data: Information you enter for inventory items and financial transactions, including any uploaded images or receipts, is retained as long as you choose to keep these records in the App and your account is active. When you delete an inventory item or a financial transaction through the App, we will also delete the associated data from our database (Firebase Firestore) and any linked uploaded files from our file storage (Firebase Storage), subject to system backup cycles.
  • Scan History (Premium feature) is stored until you manually clear it via the App or your Premium subscription lapses.
  • Purchase status information is maintained as long as your subscription or lifetime purchase is active.
  • CSV Export Files: Exported CSV files are generated on and saved directly to your device. We do not retain copies of these exported files on our servers.

6. User Rights

You have certain rights regarding your personal information, subject to local data protection laws. Depending on your location, these may include the right to:

  • Access the personal information we hold about you.
  • Correct inaccurate information (You can update preferences directly in Settings).
  • Request deletion of your information: You can delete individual inventory items or financial transactions directly within the App, which will also remove associated uploaded files. To request the deletion of your entire account and associated data, please contact us at the email address provided below.
  • Object to or restrict processing under certain circumstances.
  • Export your inventory and financial data using the App's export feature.

To exercise these rights, please use the available controls within the App (Settings) or contact us using the information below.

7. Children's Privacy

We do not knowingly solicit information from or market to children under the age of 13 (or other relevant age threshold in your jurisdiction). If we learn that we have collected personal information from a child under the relevant age without verification of parental consent, we will take steps to delete that information as quickly as possible.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy within the App or on our website and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at: support@solescan.co.uk