Data Usage & Processing Policy
Effective date: August 1, 2026 · Last updated: August 1, 2026
1. Overview
This policy explains exactly how Chiller Tech Support LLC processes the data you store in Riff OS. Our core commitment: your business data belongs to you. We process it to run the Service. We never sell it. We never use it to train AI models. We never share it with third parties except as described here.
2. Data Categories and Purpose
| Category | Examples | Purpose |
|---|---|---|
| Account data | Name, email, business name | Authentication, billing, support |
| Operational data | Inventory, ROs, lessons, rentals | Delivering the Service |
| Customer data | Shop customer names, contact info | Your CRM — not accessed by us |
| Financial data | Invoice amounts, payment records | Reporting features, audit trail |
| Usage data | Features used, session logs | Platform improvement, uptime monitoring |
3. Data Hosting and Infrastructure
All Riff OS data is hosted in the United Stateson Vercel's infrastructure. We do not transfer your data outside the US. Vercel operates under SOC 2 Type II certification.
- Database: Vercel-managed PostgreSQL (Neon) — US East region
- File storage: Vercel Blob — US region
- Edge network: Vercel Edge Network — requests routed to nearest PoP, data never leaves US origin
4. Tenant Isolation
Every query that touches your business data is scoped to your organization's unique tenant ID. It is architecturally impossible for one subscriber's data to be accessed in another subscriber's session. There is no shared inventory pool, no cross-tenant search, and no aggregate data views that expose individual shop records.
5. AI Co-Pilot Data Handling
The Riff OS AI Co-Pilot uses your operational data — inventory, repair orders, customer history — as context to answer questions and surface insights. This processing:
- Occurs entirely within your tenant session — no cross-tenant context leakage
- Uses Vercel AI Gateway routing to Anthropic or Google models, subject to their data processing agreements
- Is not used to train any AI model, including Anthropic's or Google's base models
- Conversation history is stored per-session and is not retained beyond 30 days
We have zero-retention agreements in place with our AI providers for production usage.
6. Subprocessors
- Vercel Inc. — hosting, CDN, edge functions (US)
- Square Inc. — payment processing (PCI DSS Level 1 certified)
- Anthropic / Google — AI inference, zero-retention agreement in place
We will notify you of any changes to this subprocessor list at least 30 days in advance.
7. Data Export
You may export all of your business data at any time from Account Settings → Export Data. Exports include: inventory, customers, repair orders, invoices, lesson schedules, and rental contracts, delivered as structured JSON and CSV files.
8. Data Deletion
Upon account cancellation or termination:
- Your account enters a 90-day read-only “data export window”
- After 90 days, all production data is permanently and irreversibly deleted
- Backups are purged within 30 additional days
- We will confirm deletion in writing upon request
9. Breach Notification
In the event of a confirmed data breach affecting your account, we will notify you within 72 hours of discovery via the email address on file. Notification will include the nature of the breach, data categories affected, steps we are taking, and recommended actions for you.
10. Contact
Data processing inquiries: data@riffos.io
Chiller Tech Support LLC, Salt Lake City, Utah