Privacy Policy

Last updated: 2026-08-23

1. Data controller

The data controller within the meaning of art. 4(7) of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) is Maciej Osytek, a sole proprietor doing business as Grand Software, osiedle Dębina 3/33, 61-450 Poznań, Poland, NIP 7772603630, REGON 300524870, registered in CEIDG. Contact for personal data matters: privacy@beautyguard.eu; written correspondence at the registered address. A Data Protection Officer (DPO) has not been appointed — the conditions of art. 37(1) GDPR are not met (no processing of special-category data, no large-scale systematic monitoring). We respond to all data-related enquiries within 30 days (GDPR art. 12).

2. Data we collect

We collect the following personal data:

  • Email address, display name, and language preference (at registration)
  • Scan history (barcodes you scan, linked to your account if logged in) — retained for 90 days from the scan, then automatically deleted; anonymous scans are not stored in the database
  • Watchlist (products you choose to monitor)
  • Business Customer data (company name, tax ID, registered address, product catalogs, billing history) if you register a business account. A "Business Customer" is an entrepreneur within the meaning of art. 43[1] of the Polish Civil Code who has created a business account, providing a Polish NIP or an EU VAT number; paid features require the Starter, Pro or Enterprise plan. The data is processed on the basis of contract performance (Art. 6(1)(b) GDPR) and legal obligation for invoicing (Art. 6(1)(c) GDPR)
  • IP addresses: (a) for administrative operations and operations on Business Customer accounts — logged in audit trail for 12 months, (b) for anonymous scans and product contributions — used solely for abuse prevention (throttling), not linked to user identity

3. Legal basis (GDPR Art. 6)

We process your data based on: (a) your consent (registration, recorded with timestamp), (b) contract performance (providing the service), and (c) legitimate interest (service delivery, service improvement, security). You can withdraw consent at any time by deleting your account in Account Settings or contacting privacy@beautyguard.eu.

4. How we use your data

Your data is used to:

  • Provide the cosmetics ingredient analysis service, including checking cosmetics safety for compliance with legal requirements
  • Send transactional emails (verification, password reset)
  • Send automated monitoring notifications to Business Customer accounts (paid plans): the daily monitoring summary (sent even when there are no findings), safety alert matches, weekly compliance digests, and EU regulatory change alerts — these can be disabled at any time via B2B Settings > Notification Preferences or via the unsubscribe link in each email. Independently of these preferences we send essential service notifications: the check result after a catalog import and an alarm when a product in your catalog turns critical
  • Sending notifications about products you scanned: an in-app notification when a scanned product appears in a Safety Gate alert (a service function), and — only after you enable the option in account settings — e-mail notifications. Scan history is retained for 90 days.
  • Improve the service (aggregated, anonymized statistics only)

5. Your rights (GDPR Art. 15-22)

Under GDPR, you have the right to:

  • Access your personal data (Account Settings > Download data)
  • Rectify your data (Account Settings > Profile)
  • Erase your data (Account Settings > Delete account)
  • Restrict processing
  • Data portability (JSON export via Account Settings)
  • Object to processing (contact privacy@beautyguard.eu)

6. Data storage and security

Your data is stored on servers in the European Union (Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, HRB 6089 — Ansbach Local Court; data center: Falkenstein, Germany). Passwords are hashed with bcrypt. API keys are stored as SHA-256 hashes. All connections use TLS encryption. All fonts are self-hosted (no external CDN requests). Inactive accounts (no login for 22 months) receive a warning email; if the user still does not log in within 30 days, the account is automatically deleted together with all related data (storage limitation principle, GDPR Art. 5(1)(e)).

7. Third-party services

We use the following third-party services: Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany (HRB 6089; data center: Falkenstein, Germany) — hosting and database; Stripe Payments Europe, Ltd., 3 Dublin Landings, North Wall Quay, Dublin 1, D01 C4E0, Ireland (reg. no. 513174), together with its parent company Stripe, Inc., 354 Oyster Point Blvd, South San Francisco, CA 94080, USA — payment processing for Business Customer plans only, with an EU data processing agreement; Plus Five Five, Inc. doing business as "Resend", 2261 Market Street #5039, San Francisco, CA 94114, USA — transactional emails and Business Customer notifications (alerts, weekly digest, regulation updates); USA transfer covered by Standard Contractual Clauses (SCCs); Meilisearch (Meili SAS, France) — self-hosted in the EU, product search index, no personal data. We do not use Google Analytics, advertising trackers, or share personal data with advertisers. All fonts and icons are self-hosted.

8. Data retention and deletion

You can delete your account at any time via Account Settings, which permanently removes all personal data including scan history, watchlist and contributions. Billing data is anonymised (personal data removed) but retained for 5 years in accordance with EU tax law. Aggregate, anonymised statistics may be retained. Audit logs of administrative operations and operations on Business Customer accounts (containing the email of the user performing the operation and IP address) are retained for 12 months and then automatically deleted. Administrator access to a user account in impersonation mode occurs only on the user's documented request (support ticket, email message) or to respond to a security incident threatening data integrity — in the latter case the user is notified within 24 hours after the fact with justification and operation log. Each impersonation session is recorded in the audit log (timestamp, admin ID, user ID, IP, duration) and retained for 12 months. Contact: privacy@beautyguard.eu.

9. Data breach notification

In the event of a personal data breach, we will notify the competent supervisory authority (Prezes UODO) within 72 hours of discovery and affected users if the breach is likely to result in a high risk to their rights and freedoms, in accordance with GDPR Art. 33-34.

10. Data sources used in scanning

The product database available to the consumer scanning feature comes from Open Beauty Facts — a database run by the Open Food Facts association (association loi 1901), 21 rue des Îles, 94100 Saint-Maur-des-Fossés, France (daily synchronization) — and from end-user contributions, i.e. product submissions and INCI ingredient lists added by users to the database and approved by an administrator. Business Customer contributions are stored internally and are currently NOT published to the public scan database (MVP phase). The publication feature may be enabled in the future only with the explicit consent of each company.

11. Account event log

For security purposes we log the following account events. Each entry contains the user ID and IP address. Retention: 365 days from the event, after which the record is automatically deleted.

  • Account registration
  • Login
  • Password reset request
  • Password reset
  • Account deletion
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