Privacy policy

Your account. Your email address and password (stored by our sign-in provider in scrambled form, never readable by us), your display name, and a profile picture if you add one.

Your theatre’s inventory. What you and your colleagues put in: items and their names, descriptions, categories, condition and quantities; photos of them; rooms, shelves and boxes; productions, pull lists and checklists; and any extra columns kept from a spreadsheet you import (for example an inventory number or a donor’s name).

Your theatre’s members. Who belongs to each theatre, their role (owner or member), and the theatre’s invite code.

Photo fingerprints. To find things by photo, Propolis turns each item photo into a list of numbers that describes how it looks. This is worked out on your own device, then saved with the item. When you confirm a photo match, that photo may also be kept as another picture of the item, to improve matching; these pictures are never shown in the app.

Things kept on your device. A cookie that keeps you signed in and one that remembers whether you prefer the list or grid view. Your browser also keeps a few settings (the production you last added to, recent places, whether photo recognition is turned on), any checklist ticks made while offline until they can be sent, copies of pages you’ve opened so they work without a signal, and the photo recognition model. All of this stays on your device.

Technical information. Like any website, the services that host Propolis receive standard information with each request, such as your IP address and browser type, and may keep it briefly in their logs.

We don’t use advertising, analytics or tracking tools, and we don’t collect your location.

• To run Propolis: show your theatre its inventory, search it, match photos, build pull lists and checklists, and print labels.
• To sign you in, keep your account secure, and send the emails sign-in needs (confirming your address, resetting a password).
• To fix problems and improve Propolis.

We don’t sell your information, and we don’t use it for advertising.

Some features use Claude, an AI model made by Anthropic. When you use them, the photo and the item’s text are sent to Anthropic to be read:

• filling in a new item’s details from its photo;
• making the hidden search tags when an item is saved (its name, description and photo);
• reading a photo of a prop table to mark what a production has pulled.

Anthropic processes this for us under its commercial terms. Its published policy is to delete these inputs and outputs within 30 days and not to use them to train its models. Anthropic’s own privacy information is at privacy.claude.com.

Finding things by photo is different: it runs on your own device, and your photos aren’t sent anywhere to do it. The first time you turn it on, your device downloads the recognition model from Hugging Face.

Your theatre’s inventory is visible to the people who belong to that theatre, and to no other theatre. Anyone with your theatre’s invite code can join it as a member, so share the code only with people you trust; owners can change the code and remove members at any time.

Photos are stored privately and shown through links that expire after a short time.

Only the companies that help us run Propolis, each handling information on our behalf and only for that purpose:

• Supabase: the database, sign-in and photo storage.
• Vercel: hosting the website.
• Anthropic: the AI features described above.
• Our email provider: sending sign-in emails.
• Hugging Face: serving the photo recognition model your device downloads. No inventory information is sent to it.

We may also share information if the law requires it, or to protect the safety of our users or the service.

We keep your account and your theatre’s inventory for as long as you use Propolis. Anything you delete goes to Recently deleted for 30 days, so it can be restored, and is then removed for good, photos included. Our providers may keep backups for a limited time after that.

To close your account or remove a theatre entirely, write to arjunallenbhatkhande@gmail.com and we’ll delete it, along with its photos.

• See and correct your information at any time in the app, under Theatre.
• Export your theatre’s inventory as a spreadsheet whenever you like.
• Leave a theatre from Theatre › Your theatres.
• Don’t turn on photo recognition, or don’t use the AI features, if you’d rather not.
• Ask us for a copy of your information, or to delete it, at arjunallenbhatkhande@gmail.com.

Depending on where you live, you may have further rights over your information; write to us and we’ll help.

Propolis is served only over encrypted connections, each theatre’s information is kept apart by the database itself, and photos are stored privately. No system is perfectly secure, but we take reasonable steps to protect your information and will tell you if something goes wrong that affects it.

Propolis is for the people who run a theatre’s storage, and isn’t meant for children under 13. School and youth theatres should have staff hold the accounts.

If we change this policy, we’ll update the date at the top, and tell you in the app or by email if the change is significant.

Questions about privacy, or a request about your information: arjunallenbhatkhande@gmail.com.