Privacy Policy

About this policy

This policy explains how Impact Idol handles information in COPE Inventory. It covers the web service and the COPE Inventory app for iPhone and Android. Both apps work the same way, so this policy describes them together. COPE Inventory helps outreach teams manage inventory, packages, distributions, locations, and authorized users.

Information we handle

Depending on how your organization uses COPE Inventory, we may handle account details such as your name, email address, role, and assigned location; access requests and invitations; and operational records entered by authorized users, such as inventory, package, distribution, location, and guest information.

We also receive the technical information needed to authenticate accounts, keep the service secure, synchronize authorized work, and diagnose failures. Passwords are stored by the authentication system in protected form and are not available to us as readable passwords.

Camera

The apps use the camera only to read QR codes on item labels and guest passes. The images are processed on the phone and are never stored or sent anywhere. Only the code that was read is sent to our server. If you do not allow camera access, you can type the code in instead.

The apps do not record or use your voice and do not ask for microphone access.

Your phone and notifications

When you sign in, the app registers a random installation identifier, the device name, and the operating system version with our server. We use them to manage your sign-in sessions and, if you allow notifications, to send you push notifications. Push notifications are delivered through Apple Push Notification service on iPhone and Firebase Cloud Messaging (a Google service) on Android.

Your sign-in is kept in the phone's secure storage. Signing out clears this phone's cached data, because pantry phones are often shared.

Crash reports

We use Sentry to find and fix errors in the web service and the apps. Reports are sent only when something goes wrong. We set Sentry not to collect personal data: no user details, no screenshots, no request contents, and no record of what you typed or tapped.

AI apps

Staff can choose to connect COPE Inventory to an AI app they already use, such as ChatGPT or Codex (from OpenAI) or Claude (from Anthropic). This is optional, and each person sets it up for themselves. A connected AI app signs in as that person, so it can see and do only what they can in COPE Inventory.

When staff use a connected AI app with COPE Inventory, the information it reads or records is sent to the company that runs that app. This can include guest names, requests, and any notes the person is allowed to see. That company handles it under its own terms and privacy policy, and under the settings of the person's account with it.

Staff can disconnect an AI app at any time from their Profile, and an administrator can turn off AI app access for everyone.

How we use information

We use information to provide COPE Inventory, authenticate and authorize users, synchronize records, send account and password-reset email, respond to support requests, protect the service, and maintain reliable backups. We do not sell personal information or use it for third-party advertising. The apps contain no ads and no tracking.

Service providers and retention

Impact Idol uses infrastructure and service providers for hosting, database storage, email delivery, push notifications (Apple and Google), error reports (Sentry), security, and traffic delivery. They may process information only as needed to provide those services. AI apps that staff choose to connect are described above. We retain account and organization records while they are needed to operate the service and meet legitimate operational or legal needs. Backups may remain for their normal backup lifecycle after deletion from the live service.

Delete your account

To delete your account, email [email protected] from the email address you use to sign in, or ask your COPE coordinator. We may contact your coordinator to confirm the request.

We then remove your access. Your account is turned off and signed out on every phone and browser, so it can no longer be used. Records that the pantry needs for its inventory history, such as stock counts, donations received, and handouts, are kept. We will reply to tell you when this is done.

Your choices and contact

To request access, correction, export, or deletion of information associated with your account, contact us at [email protected]. We may need to verify your identity and coordinate with the organization that manages your COPE Inventory account.

Changes to this policy

We may update this policy as COPE Inventory changes. The effective date above shows when this version was published. Material changes will be communicated through the service or by email where appropriate.