Privacy Policy
Effective Date: March 2026
1. ABOUT HERCHAIN SOLUTIONS
HERChain Solutions is a cloud-based procurement management platform built specifically for Caribbean hospitality properties. The platform is operated by HERChain Solutions (pending formal registration as HERChain Solutions LLC) and is accessible at herchainsolutions.com. For all privacy related questions please contact us at support@herchainsolutions.com.
2. INFORMATION WE COLLECT
We collect account and property information including property name, address, contact details, administrator name, email address, subscription plan, and onboarding configuration.
We collect user information including names, email addresses, role assignments, login activity, and password data stored exclusively as encrypted hashes using bcrypt.
We collect procurement data including purchase requisitions, purchase orders, vendor information, freight forwarder information, approval and audit trail records, and receiving confirmations.
We collect uploaded documents including vendor invoices, Bills of Lading, customs declarations, and all other documents uploaded to the Document Vault.
We collect inventory data including Item Master List contents, physical inventory count records, and stock level data.
We collect technical information including browser and device information, IP addresses, and platform usage logs.
3. HOW WE USE YOUR INFORMATION
We use the information we collect exclusively to provide, operate, and maintain the HERChain Solutions platform for your property, to authenticate users and maintain secure access to role-based portals, to send automatic notifications and reminders as part of the procurement workflow, to generate reports and audit trails within the platform, to provide customer support, to maintain platform security, and to improve the platform using aggregated anonymised data only.
HERChain Solutions does not sell, rent, trade, or share your personal or business data with any third party for marketing or commercial purposes. Your procurement data belongs to you.
4. DATA OWNERSHIP
All data entered into HERChain Solutions by your property belongs entirely to your property. HERChain Solutions does not claim ownership of your business data. Upon termination of your subscription you may request a complete export of your property data within 30 days. After 30 days your data will be permanently deleted from our systems.
5. DATA ISOLATION AND MULTI-TENANT SECURITY
Each property's data is stored and accessed in complete isolation from all other properties. No user from one property can access data belonging to another property under any circumstances. All database queries are scoped to the authenticated user's property at the server level.
6. DATA SECURITY
- All passwords are encrypted using bcrypt with a cost factor of 12.
- User sessions are authenticated using cryptographically secure JSON Web Tokens with no hardcoded fallback values.
- All data transmitted between users and the platform is encrypted using HTTPS.
- Uploaded documents are stored in a secure cloud file storage service.
- Role-based access controls ensure each user sees only the information relevant to their assigned role.
- API keys and sensitive configuration values are stored as secure environment variables.
7. DATA RETENTION
- Active subscription — all data retained for the duration of your subscription.
- After subscription termination — data retained for 30 days to allow for export requests.
- After 30 days — all property data permanently deleted.
- Technical logs — retained for 90 days for security monitoring purposes.
8. THIRD PARTY SERVICES
HERChain Solutions uses the following third-party services to operate the platform: Emergent for platform hosting and file storage infrastructure, Resend for email delivery services, and MongoDB for database services. We do not share your data with any third party beyond what is necessary to operate these core platform services.
9. YOUR RIGHTS
You have the right to access, correct, export, and request deletion of your data at any time. To exercise any of these rights please contact us at support@herchainsolutions.com.
10. COOKIES
HERChain Solutions uses essential cookies and session tokens to maintain secure user authentication and platform functionality. We do not use cookies for advertising, tracking, or marketing purposes.
11. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. When we make changes we will update the effective date and notify active subscribers by email.
12. CONTACT US
HERChain Solutions
support@herchainsolutions.com
herchainsolutions.com
Note: HERChain Solutions is currently pending formal registration as HERChain Solutions LLC. This policy will be updated upon completion of registration.