Privacy Policy

Last updated: 27 July 2026

The short version

QuiltGem is a business tool used by store staff. It is not a consumer app and we do not collect information about shoppers.
The personal information we hold about a user is essentially one thing: the username their employer's point-of-sale system issued them.
We process photographs of merchandise — donated goods on a receiving table — which staff take deliberately to have an item priced.
We do not sell, rent, or trade personal information, and we run no advertising, no analytics trackers, and no cross-app tracking.
We do not knowingly collect anything from children.

1. Introduction

QuiltGem is a service operated by Quilt Software, LLC ("Quilt Software", "we", "us"). It provides AI-assisted item pricing to retail businesses that use a Quilt Software point-of-sale product, including ThriftCart. This policy explains what personally identifiable information ("PII") we collect through the QuiltGem service, the QuiltGem AI Pricing mobile app, and this website, and how we handle it.

Our customers are businesses. Their staff use the app; those businesses control the accounts and decide who may use them. Where a store is the controller of data and we merely process it on their behalf, the store's own privacy policy also applies to their staff and their donors or customers.

We may update this policy. Changes are posted on this page with a revised "last updated" date, and material changes affecting customers are communicated to them directly.

2. What personal information we collect

Deliberately little. In normal operation QuiltGem holds:

A POS username. When a store authorises a device, its point-of-sale system tells us the username of the staff member who signed in, along with the permissions that account holds. We store that username and those permissions so items can be attributed to the person who priced them.
Photographs of merchandise taken by staff in the app, plus any barcode they scan, and the pricing proposal our system produced for that item together with any edits the staff member made to it.
Device authorisation tokens. A random token identifies an authorised device. We store only a cryptographic hash of it — never the token itself — so a copy of our database cannot be used to impersonate a device.
Service logs. Timestamps, request paths, response codes, response times, and the originating IP address of API requests, for security monitoring and troubleshooting.
Business contact details for the people who administer a customer account, and for Quilt Software staff who sign in to our internal administration area (name and work email, via Microsoft Entra single sign-on).

We do not collect location data, contacts, calendars, health data, microphone audio, browsing history, advertising identifiers, or any device identifier used for tracking. We do not collect payment card details through QuiltGem; billing is handled under the customer's separate agreement with Quilt Software.

3. When information is collected

When a store authorises a device; each time a staff member photographs an item to be priced; when an item is saved to the store's inventory; when an administrator contacts us for support; and automatically in service logs as requests reach our servers.

4. How we use it

To identify and price an item and return that proposal to the app.
To create the item in the store's own inventory system and produce its label.
To flag items that appear to be worth substantially more than the proposed shelf price, so a store can review them before sale.
To attribute priced items to a staff member, which is how stores review and train their own teams.
To keep an auditable record of pricing decisions for our customers.
To measure usage for billing our business customers, to secure the service, to diagnose faults, and to improve pricing accuracy.
To respond to support requests.

We do not use item photographs or store data to train third-party AI models, and our AI provider is contractually bound not to use content submitted through its business API to train its models.

We do not sell, trade, or otherwise transfer PII to outside parties, other than to the service providers described in section 6, who are bound by confidentiality obligations and may use it only to perform services for us.

5. How we protect it

All traffic between the app, our servers, and our providers is encrypted in transit using TLS.
Device tokens are stored only as cryptographic hashes; API keys and other secrets are encrypted at rest.
Access to production systems is limited to authorised Quilt Software personnel, who sign in through corporate single sign-on.
Secrets, tokens, and image data are excluded from our application logs.
Systems are patched and monitored on an ongoing basis.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Third parties we share information with

We share the minimum necessary with providers who help us deliver the service:

Google (Gemini API) — receives the item photograph and the store's category and pricing information in order to return a pricing proposal. Content submitted through the paid business API is not used to train Google's models.
Product-identification providers — when a staff member scans a product barcode, that barcode number (and nothing else) may be sent to a product database to identify the product.
The customer's own point-of-sale system — receives the finished item so it can be added to that store's inventory. This is the customer's own system, acting on their instruction.
Infrastructure and hosting providers that operate our servers.
Microsoft — authenticates Quilt Software staff into our internal administration area.

We may also disclose information where required to comply with the law, enforce our agreements, or protect the rights, property, or safety of Quilt Software, our customers, or others.

7. Cookies and tracking

The QuiltGem mobile app uses no cookies, no advertising identifiers, and no tracking of any kind. It contains no advertising or analytics software development kits.

This website sets a cookie only for Quilt Software staff signing in to the internal administration area — a session cookie that is strictly necessary for sign-in. We run no advertising cookies, no third-party marketing pixels, and no web-analytics trackers on this site. Because we do not track visitors, browser "do not track" signals require no change in our behaviour.

8. How long we keep it

We keep information only as long as it is useful for the purposes above. Our current standard periods are:

Information	Kept for
Item photographs	180 days
Pricing records for an item	365 days
Premium-item alerts	90 days
API request logs	90 days
AI request diagnostic logs	30 days
Usage records used for billing	Retained for accounting and tax purposes

An inactive device authorisation expires automatically after 30 days and can be revoked by a store administrator at any time. After a customer relationship ends we may retain archived copies and anonymised, non-identifying records for business continuity, dispute resolution, and legal compliance.

9. Your rights and choices

You retain rights in your PII. You may ask us to access, correct, or delete the information we hold about you, or to restrict how we use it, by contacting us at the address below. Because staff accounts are created and controlled by the store that employs you, requests about a staff account are usually fastest through that store's administrator; where we act as a processor for a store, we will refer your request to them and assist them in answering it.

Depending on where you live you may have additional rights under laws such as the GDPR, the UK GDPR, or the CCPA — including the right to a copy of your data, to object to processing, and to lodge a complaint with your data protection authority. We do not sell personal information, and we do not share it for cross-context behavioural advertising.

Deleting certain information may prevent the service from working correctly for you.

10. Children

QuiltGem is a workplace tool intended for adults. We do not market to, or knowingly collect personal information from, children under 13. If you believe a child has provided us information, contact us and we will delete it.

11. International transfers

Quilt Software operates in the United States and our service providers may process information there. If you access the service from outside the United States, you understand that your information may be transferred to and processed in the United States under appropriate safeguards.

12. Data breach notification

If we identify a breach affecting personal information we hold, we will notify affected customers by email and by notice on this website within seven (7) business days of confirming it, and will comply with any shorter period the law requires. Nothing here limits your right to pursue legal remedies.

13. Email communications

We send service and account-related email to administrators. We do not use false headers or misleading subject lines, we identify marketing messages as such, we include our business address, and every marketing email carries an unsubscribe link that we honour promptly. To be removed from all non-essential email, contact us at the address below. Essential service notices — security, billing, and availability — continue for as long as an account is active.

14. Changes and your consent

By using QuiltGem you agree to this policy. Changes are posted here with an updated date; material changes affecting customers are communicated to them directly.

15. Contact us

Questions, requests, or complaints about how we handle personal information:

Quilt Software, LLC
554 W. 1200 N.
Springville, UT 84663
United States
Email: sales@quiltsoftware.com
Phone: (385) 274-0569