Privacy Policy
Effective July 1, 2026
VENDBase is a CRM for vending machine operators, built and run in the United States. Our business is simple: customers pay a flat monthly fee for software. We don't sell data, we don't run ads, and we don't make money from your information in any way. This page explains, in plain language, what we collect and how we handle it.
Who this covers
This policy covers two groups: visitors to vend-base.com, and customers who use the VENDBase CRM for their vending business.
What we collect from website visitors
If you join the waitlist or request access, we collect your email address and where the signup came from. That's it. We don't use advertising trackers or analytics scripts, and we don't sell or share visitor emails with anyone. We use your email only to contact you about VENDBase.
Two technical notes for completeness: waitlist signups go straight to our own signup system, hosted on Cloudflare like the rest of VENDBase, with no separate form-handling service involved. And this site loads its fonts from Google Fonts, which sees the standard web-request data (like your IP address) that any font host sees. Your browser may also remember your email locally so the form stays filled in — that copy never leaves your device.
What we collect from customers
- Account information — your name, email, and business name, so we can set up and support your account.
- Business data you bring into the CRM — your machines, machine locations and addresses, sales and inventory data synced from your vending machine platform, product costs, receipts, and mileage records. This is your data; we store it so the product works.
- Login session data — signed session tokens so you stay logged in securely. We never store your password in plain text.
How your data is stored
Every customer gets their own isolated database and application instance. Your data is not mixed with any other customer's data. Data is encrypted in transit (HTTPS everywhere), sessions are cryptographically signed and expire automatically, and there are no default passwords.
The AI assistant
VENDBase includes an AI assistant. When you ask it a question, your question and the relevant slice of your business data (for example, your recent sales figures if you ask about sales) are sent to Anthropic's Claude API to generate the answer. Anthropic does not use API data to train its models by default. We send only what's needed to answer the question — not your whole account.
Service providers we rely on
| Provider | What it does | What it sees |
|---|---|---|
| Cloudflare | Hosting, databases, and networking | All application data (stored in your isolated instance) |
| Anthropic | Powers the AI assistant | Your questions and the business data needed to answer them |
| Google Maps Platform | Address lookup, mileage calculation, and lead search | Machine addresses and search queries you run |
Payments are handled by bank transfer. We never see or store card numbers or bank credentials.
Improving the product with non-personal data
We use anonymized, non-personal data to make VENDBase better over time. For example, we may analyze how different products sell in different kinds of locations so the product can help every operator build better machine layouts and smarter restocking plans. This kind of analysis never includes your name, your business name, your machine IDs, or your addresses — it's patterns, not identities.
If we ever surface pooled insights back to customers as industry benchmarks (for example, "snack machines in gyms tend to sell X"), those benchmarks will only be shown when enough businesses are in the pool that no single business could be identified from them. You can opt out of pooled insights entirely by emailing us.
What we never do
- We never sell your data or share it with advertisers.
- We never show ads.
- We never give one customer access to another customer's data.
- We never use your business data for anything other than running and improving VENDBase.
Retention and deletion
We keep your data for as long as your account is active. If you close your account, or just ask, we'll export your data for you and/or permanently delete it within 30 days. Email us at info@vend-base.com.
Your rights
You can ask us at any time to see the data we hold about you, correct it, export it, or delete it. One email is all it takes: info@vend-base.com. We respond to every request.
Children
VENDBase is a business tool and isn't directed at children. We don't knowingly collect information from anyone under 16.
Changes to this policy
If we change this policy, we'll update this page and the effective date above. For meaningful changes affecting customer data, we'll email active customers before the change takes effect.
Contact
Questions about privacy? Email info@vend-base.com — you'll get a reply from a human who can actually fix things.