Privacy policy

Last updated: October 12, 2026

Backfill is a product of Mintfolio Ventures Inc. (Canada) ("we", "us"). This policy explains, in plain English, what personal information we collect when you visit backfillhq.com, create an account and run label scans, why we collect it, where it is stored and what we do with it. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

What we collect

  • Your account. Sign-in is provided by Clerk. You can sign in with your email address or with Google. We receive your email address and, if you use Google, the name and profile picture Google shares. Clerk handles your password or sign-in codes; we never see your password.
  • Your workspace and scans. Product names and SKUs you enter, the label files you upload, the findings Backfill produces, and your review history: decisions, comments, sign-offs and file deletions, each with who did it and when.
  • Usage and billing. How many scans and how much AI credit you use, your plan, and, once paid plans launch, payment records. Card details are handled by Stripe; we never see your full card number.
  • Trial records. To keep the free trial to one per person, we keep a one-way, keyed hash of your normalised email address (see Retention).
  • Emails you send us. If you write to us, we receive your message and contact details.
  • Technical data. The site runs on Cloudflare, which processes IP addresses, browser type and pages requested to deliver and protect the site. We keep short-lived service logs for security and troubleshooting. The site loads no analytics or advertising scripts.

Cookies and local storage

  • Sign-in cookies. When you use the app or the sign-in pages, Clerk sets cookies that keep you signed in and protect against automated abuse. They are needed for your account to work. Our marketing pages set no cookies.
  • Demo. The interactive demo saves your review actions in your browser's local storage on your device only. It is never sent to us. Use "Reset demo" or clear your browser storage to remove it.
  • We don't use analytics, advertising or tracking cookies.

Why we use it

  • To create and secure your account and workspace.
  • To run the scans you ask for and show you the results and review history.
  • To apply your plan, free trial and credit limits, and to prevent abuse.
  • To bill you once paid plans launch, and to keep the records the law requires.
  • To reply to you and keep the service working and secure.

We don't sell or rent personal information, and we don't use it for anything else without asking you first.

Label files and AI processing

  • Only upload files you have the right to share (see our terms).
  • When you run a scan or use Ask the rules, the images or PDFs, the label text or your question are sent to AI models through OpenRouter, a routing service, to read the label, check it against our rules, draft explanations and answer from our rules library. The models we use today come from Google (Gemini, served through Google Cloud Vertex AI), TypeSafe (Jev) and OpenAI (served through Microsoft Azure). They are used only to produce your scan or answer.
  • Every AI request we make requires a zero-data-retention endpoint: OpenRouter only routes it to a provider endpoint that, under the policy OpenRouter records for it, doesn't store your request or the response, and so can't train on it. If no such endpoint is available, the request isn't sent and the scan fails without using one of your scans. Some of these endpoints may keep a short-lived in-memory cache of repeated prompt text to speed up processing; OpenRouter doesn't treat that as retention. OpenRouter says it doesn't keep prompts unless prompt logging is turned on, and we don't turn it on. These are the providers' and OpenRouter's commitments; we rely on them and can't audit them ourselves.
  • We remove location (GPS) data from JPEG and PNG photos when you upload them.
  • We don't share your files with anyone else.

Where your data is stored

  • Account, workspace, scans, findings and review history: our database is hosted by Supabase in Canada (AWS region ca-central-1, Montréal).
  • Label files: stored privately in Cloudflare R2. Cloudflare places our storage in its "Eastern North America" region, which can include the United States. We don't currently guarantee that files stay in Canada.
  • Service providers outside Canada: Clerk, Cloudflare, OpenRouter, the AI providers and Stripe may process data in the United States or other countries. There, it is subject to local law and may be accessed by authorities under those laws.

Service providers (subprocessors)

  • Clerk: sign-in and account security, plus sign-in and verification emails.
  • Supabase: database (Canada).
  • Cloudflare: website hosting, security, file storage (R2), background processing and email routing.
  • OpenRouter: routing of AI requests.
  • Google (Vertex AI), TypeSafe, OpenAI (via Microsoft Azure): AI models used for scans and Ask the rules, through OpenRouter, zero-data-retention endpoints only.
  • Stripe: payments, when paid plans launch.

We'll update this list before we add a new provider that handles your files or account data.

Retention

  • Label files: by default we delete them 30 days after delivering your results. In your account you can choose a shorter period (right after results, or 7 days), or delete a scan's files at any time. Longer retention (90 days, 120 days, or until you delete them) will be offered as a paid add-on; it isn't on sale yet. If an add-on ends, retention returns to 30 days, and files older than that are deleted after a 7-day grace period.
  • Findings, review history and audit log: kept while your account exists, so you keep a record of your reviews.
  • Deleting your account removes your files, scans, findings, review history and profile from Backfill, and deletes your sign-in account at Clerk.
  • What we keep after deletion: the one-way hashed email record (it can't be turned back into your address), so the same email can't claim a second free trial; usage and credit records without your name or email; and billing records for as long as tax and accounting law requires.
  • Emails to us: kept while we need them to help you, then deleted.

Your rights

You can ask to see or correct the personal information we hold about you, ask us to delete it, or withdraw your consent. You can also delete your account yourself in your account settings. Email us and we'll reply within 30 days. Withdrawing consent may mean we can no longer provide the service. If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Security

Files are private and reachable only through short-lived links for your own account. Access to our systems is limited and protected. No system is perfectly secure. If a breach creates a real risk of significant harm, we'll notify you and the Privacy Commissioner as the law requires.

Contact

Privacy questions or requests: hello@backfillhq.com. Mintfolio Ventures Inc. is responsible for personal information under this policy.

Changes

If we change this policy, we'll update the "Last updated" date. For significant changes, we'll tell account holders by email or in the app before the changes apply.

Backfill provides risk screening to help your own review. Not legal advice. Not affiliated with CFIA. See also our terms.