The small print, plainly put.

Privacy.

Last updated 7 September 2026

Your people’s preferences are personal.
Here’s how we treat them.

Who we are

Prefs is operated by Poolsuite Company. We’re responsible for the personal information we process to provide Prefs, this website and support. For privacy questions or requests, email hey@prefs.club.

What stays on your device

Your library can include names, optional photos, dietary choices, allergies, medical food needs, likes, dislikes, preparation instructions, private notes and saved get-togethers. Without cloud backup, these entries stay in the app on your device; they aren’t sent to our cloud service. Depending on your Apple settings, they may also be included in device backups, which you manage separately.

Accounts and automatic backup

Automatic backup is rolling out in the next app update. Older builds may still ask you to enable backup separately; check the backup status shown in your app.

Clerk handles sign-in, email verification and sessions. It processes your account identifier, email address, identity information provided by your chosen sign-in method, and technical information needed for authentication and security. If you use Sign in with Apple, Apple also handles that sign-in under its own privacy terms.

When you use an account, Convex stores your library for backup and recovery: cards and their details, optional photos, private notes, saved get-togethers and the people in them. Existing cards and future changes back up automatically when a connection is available. If this device and your account already have separate libraries, the app asks how to handle them before replacing either copy. We also store account ownership, update and backup records. Photos are resized and compressed on your device before upload; we don’t upload the original full-resolution photo.

Private notes are included in your private backup, but not in the cards or briefs you share through the app. Other Prefs users cannot browse your library. We use your backed-up information to store, restore and update your cards, not to advertise to you.

Health, beliefs and other people’s information

Allergies, medical food needs and some dietary choices can reveal sensitive information about health or religious beliefs. Only record what is needed. Before adding another person’s information to an account, share this notice and get their explicit permission for this cloud use. Only act for a child or someone else if you are legally authorised to do so. Don’t add details to an account if you don’t have permission to store them.

We receive information about people on your cards from you, not necessarily from those people directly. The app does not independently verify consent from each person or ask you to approve every new card. Creating an account or accepting the terms is not, by itself, consent from someone else to upload their sensitive information. Confirmations made in older app versions may remain with your account until deletion; we do not create new confirmation records automatically.

If someone has added information about you, you can contact hey@prefs.club without creating an account to ask about it or request removal. We may need enough information to locate the record and verify your identity, without disclosing someone else’s private library.

Why we process information

We process account and backup information to provide the service you request, and use technical and support information to secure the service, prevent misuse and answer enquiries. We may also process information to meet legal obligations. Where applicable law requires consent, including explicit consent for health or belief information, creating an account does not replace that requirement.

You can request removal through Delete account or by emailing us. Signing out stops backup from that signed-out app but does not erase an existing cloud copy. You can use Prefs locally without an account. If you withdraw consent for information about you, contact us so we can handle the request; withdrawal does not affect processing that was lawful before withdrawal.

Sharing a card

You choose which details to include and where to send an image or text card using your device’s sharing options. The receiving person or app gets that copy. Changing or deleting your original cannot remove copies already sent, saved or forwarded. Shared cards are snapshots, not live profiles.

Providers and security

Clerk provides authentication, Convex provides cloud database and photo storage, and Railway hosts this website. Porkbun forwards messages sent to our contact address to our email provider. These services process the information needed for their roles. Clerk also describes its handling of account and service information in its privacy policy.

Cloud requests use HTTPS. Our backend checks the signed-in account’s ownership before serving library records or photos; photos are not published as an open gallery. This is not end-to-end encryption: authorised operators and service providers may process information to operate, secure and support the service. No online service can promise absolute security.

Providers may process information outside your country, including in the United States. Transfer safeguards depend on the provider and applicable law. Clerk describes its Data Privacy Framework arrangements in its data-processing terms; Convex publishes its data-processing terms separately. Contact us for information about the arrangements relevant to your data.

We do not sell personal information or share it for targeted advertising. We may disclose information where legally required or necessary to protect people or the service.

Keeping and deleting information

Cloud entries remain until you change or delete them, or delete your account. Changes made offline reach the cloud after the next successful backup. Deleted-entry identifiers and backup-operation records remain while the account exists to prevent old devices or retries from restoring deleted entries; these records do not retain the deleted card’s contents.

Unused or replaced photo records have a seven-day recovery grace period before scheduled cleanup. Account deletion removes the account’s library and registered photos without that grace period, then removes its Clerk sign-in account. Deletion runs as a background process and may take longer if a provider is unavailable.

We retain a minimal account-deletion marker, including an account identifier and deletion status, to reject old sessions and prevent deleted libraries from being recreated. It does not contain cards, photos or an email address. Providers’ operational logs and backup copies may remain under their separate retention and deletion arrangements; deletion is not an instant erasure of every backup.

Earlier device copies, other offline devices, Apple device backups and copies you have shared need separate attention. We cannot remotely erase someone else’s saved copy or retrieve a local-only library. Signing out is not account deletion.

This website and support

This website has no account form, advertising, analytics scripts or tracking cookies, and cannot read your Prefs library. Railway processes technical request information such as IP addresses, requested pages, timestamps and browser details to deliver and secure the site.

If you email us, we use your address and message to reply and handle your request. Please don’t send anyone’s health or dietary details unless genuinely needed. We keep support correspondence for as long as needed to resolve the enquiry, follow up or meet legal obligations; technical records follow the providers’ operational retention arrangements. Contacting us does not add you to a marketing list.

Your choices and rights

Depending on where you live, you may have rights to access, correct, delete or obtain a copy of personal information, restrict its use, withdraw consent, or object to processing based on legitimate interests. These rights can have legal limits. Email hey@prefs.club to make a request.

You can also complain to your local data-protection authority. In the UK, that is the Information Commissioner’s Office.

Changes to this notice

We’ll keep this page up to date and highlight material changes before introducing new uses of personal information.