Privacy Policy

Last updated: September 18, 2026

This Privacy Policy describes how Peak Distribution ("Peak Distribution," "we," "us," or "our") collects, uses, and protects information within the Peak Distribution internal operations platform (the "Service"), used by our staff and sales representatives to manage customer accounts, sales orders, deliveries, and related business operations. The Service is an internal business tool, not a consumer product — this policy covers both the account holders and business contacts whose information we process while operating it.

1. Information We Collect

• Account information. When you sign in with Google, we receive your name, email address, and Google profile identifier to create and secure your user account.
• Business contact data. Names, business names, addresses, phone numbers, email addresses, and license/registration information for the customer and prospect accounts our staff manage, whether entered manually or imported from a spreadsheet.
• Order and payment data. Product orders, invoices, and payment status synced with QuickBooks Online and QuickBooks Payments. We do not store raw bank account or routing numbers — ACH payment methods are tokenized directly by QuickBooks Payments, and we retain only the returned payment token, the last four digits of the account, and a record of the authorization.
• Communications. Text messages and emails sent to business contacts through the Service (via Twilio and Resend), and notes logged by staff about visits and calls.
• Location data. Geocoded addresses (via Google Maps) used to place accounts on a map and calculate delivery routes and distances.
• Usage data. Basic application logs (e.g., sign-ins, actions taken) needed to operate and secure the Service.

2. How We Use Information

• Operate core features: account management, order creation, dispatch, delivery routing, and inventory tracking.
• Sync product, invoice, and payment records with QuickBooks Online.
• Send transactional messages, such as payment authorization requests and outreach drafted for staff review before sending.
• Maintain security, prevent misuse, and troubleshoot issues.
• Comply with recordkeeping obligations related to licensed cannabis distribution.

3. Third-Party Services

The Service integrates with the following third parties to operate the features above. Each processes only the data necessary for its function:

• Google — sign-in (OAuth) and address geocoding/mapping.
• Intuit QuickBooks Online & QuickBooks Payments — accounting sync, invoicing, and ACH/card payment tokenization and processing.
• Twilio — SMS delivery for payment authorizations and outreach texts.
• Resend — transactional email delivery.
• Anthropic (Claude) — used to draft outreach messages for human review and to help parse imported contact lists; drafts are never sent without staff approval.
• UPS — shipping label and pickup requests for outbound orders.
• Railway — application hosting and database infrastructure.

4. Data Retention

We retain account and business records for as long as needed to operate the Service and to satisfy recordkeeping obligations tied to licensed cannabis distribution and standard accounting practice. Data associated with a closed or suspended user account is retained as part of the underlying business records it relates to (e.g., an order history remains even if the staff member who created it no longer has access).

5. Data Security

Access to the Service requires authentication, and internal permissions restrict which staff can view or edit sensitive data (such as payment authorizations or user administration). Payment credentials are tokenized by QuickBooks Payments rather than stored by us directly. Data is transmitted over encrypted connections (HTTPS).

6. Your Choices

Business contacts who wish to have their information corrected or removed from our records, or who wish to revoke a standing payment authorization, may contact us using the information below. Staff accounts are managed by an administrator within the Service.

7. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

8. Contact Us

Questions about this Privacy Policy can be sent to josiah@peakpotencycanna.com.