K9 Supplies Southwest Ltd

Privacy policy

Effective date: 17 October 2026. This notice describes data processed by the internal K9 Supplier Invoice Tracker application. It is separate from the public K9 Supplies online shop's privacy policy.

Who operates the application

K9 Supplies Southwest Ltd operates the invoice-management application. Privacy enquiries can be sent to k9suppliessouthwest@gmail.com.

Google Gmail information accessed

With authorisation from the owner of k9suppliessouthwest@gmail.com, the application uses the Gmail API's read-only permission to search that account for supplier invoices and credit notes sent as PDF attachments. It may read matching message identifiers, sender addresses, subjects, receipt dates and PDF attachment contents to recognise and extract relevant documents. It does not access other accounts, send emails, change email contents or delete messages.

How the information is used

The scanner extracts financial information such as supplier name, invoice or credit note reference, document date, due date, total, payment status, attachment name and a Gmail message link. These details support a review queue in the private iPhone application. Staff must approve documents before they become accounting ledger entries.

Where information is processed and stored

The read-only Gmail scanner runs on GitHub Actions. Google supplies the authorised email and attachment data. The scanner processes PDF contents transiently and sends extracted invoice data to a Cloudflare D1 database used by the application. It does not intentionally store the original PDF files in Cloudflare D1. Gmail OAuth credentials are stored as a protected GitHub Actions secret. Access to the application and invoice records is restricted to authorised company personnel.

Sharing and retention

Google, GitHub and Cloudflare provide services necessary to operate the application. Invoice data is not sold, used for advertising or provided to unrelated third parties for marketing. Approved business records are retained for the company's legitimate accounting and record-keeping requirements. Review records are retained until appropriately resolved or removed under the company's procedures.

Security and user choices

Connections to the cloud API use HTTPS, and application/API access is protected using credentials. Gmail access can be withdrawn through the Google Account's security settings; doing so stops future scans. The mailbox's original emails remain under the account holder's control. Requests about access, correction or deletion may be made to the company contact above, subject to applicable business record-keeping requirements.

Changes

This notice will be updated if the application's Gmail permissions, processing purposes or data handling materially change. See our application information page and terms of use.