Privacy policy

Who we are

AI Order Entry runs the website at aiorderentry.com, including the free PO reader and the order entry cost calculator. In this policy, "we" means AI Order Entry. You can reach us through the contact page, which goes to a person.

What we collect

What we collect depends on what you use:

• The PO reader. The file or text you send, for the few seconds it takes to read it. See the next section for what happens to it.
• The email step. When you add a work email to get more reads, we store the email address, the page you were on, the date and the country your connection came from.
• The shadow test form. Your name, work email, company, ERP, rough order volume, any note you add, the page you sent it from, how many free reads you had used, the date and the country your connection came from.
• The contact form. Your name if you give it, your email address, your message, the date and the country your connection came from.
• Usage counts. Counts of requests and reads, keyed on a one-way scrambled form (a salted hash) of your IP address or email address. We never store your raw IP address.
• Analytics. Pages viewed and tool events such as "a read finished" or "a CSV was downloaded", with no order content and no email address in them.

The cost calculator runs entirely in your browser. The numbers you type into it are never sent to us.

What we do not keep

Files you upload and text you paste into the PO reader are processed in memory to produce your result, then discarded. They are never written to our storage or our logs, and never used to train any model. Our logs record only an error code and how long a request took. The result you see, including any edits you make, stays in your browser until you leave the page.

The three sample orders on the site are made up, and their stored results are files we publish, not anyone's data.

Who else processes data

• Our hosting and network provider serves the website and runs the code that handles your requests.
• Our AI model provider reads documents sent to the PO reader. Inputs are sent to it only to produce the result. Under its commercial terms it does not use them to train models, and it keeps them only for a limited period for safety and abuse monitoring. We do not store uploads, inputs or results.
• Analytics. We use Google Analytics 4 to understand which pages and tools are used.
• An internal team notification. When someone sends the shadow test form, the contact form or the email step, the details are sent to a private team chat so a person can reply.

We do not sell personal information and we do not share it with anyone else for their own use.

Overseas processing

The providers above may process data outside Australia, including in the United States, where our AI model provider is located. Data sent to them is protected in transit, and they process it under their own terms.

How long we keep form details

Details you send through a form are kept until you ask us to delete them, and we review whether we still need them after 24 months. Usage counts expire on their own: request counts within two days, free read counts after 30 days and extra read counts after 90 days.

Your choices and rights

You can ask what we hold about you, ask us to correct it, or ask us to delete it. Use the contact page and tell us the email address you used. We will not send you a newsletter, and we will email you only to reply to you, or once after the email step to ask how the reads went.

Cookies and similar

• Extra reads cookie. After the email step, we set one cookie that tells our server your browser has extra reads. It holds a scrambled reference to your email, not the email itself, and it lasts 90 days.
• Browser storage. The PO reader remembers how many reads you have left in your browser's local storage for up to a day, so the counter shows the right number. It is never sent to us.
• Analytics. Google Analytics 4 sets its own cookies to count visits.
• Security check. If we switch on a bot check for the tools and forms, the check's provider may set what it needs to tell people from automated traffic.

Changes

If we change how we handle data, we update this page and the date at the top.

Contact

Questions or requests about privacy: use the contact page. See also the terms of use.