BeanBudget ("we", "us") is an espresso journal and coaching service operated from Malaysia. This policy explains what we collect, why, and the rights you have over your data. We design our practices with Malaysia’s Personal Data Protection Act 2010 (PDPA) in mind and, where applicable, the General Data Protection Regulation (GDPR).
1. What we collect
- Account data: email address, display name, optional country of residence.
- Brewing and usage data you enter, such as beans, recipes, taste notes, shot measurements, and equipment details.
- Media you choose to upload, along with related metadata such as duration or capture time.
- Billing data:if you subscribe to a paid plan, we store your subscription status and the identifier of the plan/price you’re on. Payment itself is handled by our payment partner — we never see or store your card number.
- Technical data: approximate location information derived from technical signals (used for localisation, security, and product functionality), browser and device information, error and performance logs. We do not intentionally retain precise IP-based location history for user profiling.
- Authentication cookies that keep you signed in. We do not currently use advertising cookies or cross-site tracking technologies.
2. Why we use it
- Provide coaching, recommendations, and related product functionality.
- Show you your own history and progress.
- Manage your subscription — process payments, apply your plan’s features and limits, and handle renewals or cancellations.
- Send transactional emails (sign-in links, account and billing notifications).
- Diagnose issues, maintain security, and improve the service.
- Comply with legal obligations.
We do not sell your personal data or share it with advertisers. We do not use your private content to train general-purpose AI models without your permission.
3. AI processing
To provide coaching and recommendations, BeanBudget processes your uploaded content and brewing data using third-party AI providers acting on our behalf. We take reasonable steps to work with providers that offer appropriate security and data-processing commitments.
Uploaded shot videos are stored only long enough to run the analysis: once analysis completes, the clip is deleted automatically from our storage. If an analysis fails, the clip is kept so a retry can run — you can also ask us to remove it at any time. Derived insights and structured data associated with your account remain stored as part of the service experience.
4. Who else processes your data
We work with third-party providers for services such as hosting, authentication, analytics, email delivery, AI processing, monitoring, and infrastructure security. Each is bound by their own data-processing terms. Where possible, we select providers with appropriate security and data-handling commitments. A current list of major processors may be provided on request.
For payments we use a dedicated payment partner. When you subscribe, your card details and billing information go directly to them; we receive only your subscription status and plan identifier back. Our payment partner processes this data under its own privacy policy.
For error monitoring we use Sentry. When something breaks, Sentry receives technical error reports (stack traces, request metadata) so we can find and fix the problem. We scrub known secret patterns from these reports before they leave our servers.
For product analytics we use PostHog, hosted in the European Union. We track usage events (page views, button clicks, feature engagement) tied to a pseudonymous user identifier — not your name or email — to understand how the product is used and where it falls short. We do not feed personal content such as email bodies, taste notes, or shot media into PostHog, and we explicitly mark sensitive form fields (such as email inputs) to be excluded from event capture.
5. International transfers
BeanBudget is operated from Malaysia. Some processing may occur outside your country of residence. Where required by applicable law, we rely on appropriate contractual or legal safeguards for international data transfers.
6. How long we keep it
- Uploaded media: deleted automatically once analysis completes; clips from failed analyses are kept so a retry can run.
- Brewing data, beans, recipes: kept for as long as your account is active.
- Billing records: subscription status and plan identifier are kept while your account exists; our payment partner retains payment records under its own policy and applicable financial regulations.
- Account data: kept until you delete your account. After a deletion request, we anonymise or remove personal data within a reasonable timeframe, except where law requires us to retain it longer.
- Error and analytics logs are retained for a limited period appropriate to operational and security needs.
7. Your rights
You have the right to:
- Access the data we hold about you.
- Correct inaccurate data (most fields can be edited in-app).
- Export your data in a machine-readable format.
- Delete your account and associated personal data.
- Withdraw consent at any time (deletion has the same effect).
- Lodge a complaint with your local supervisory authority — in Malaysia this is the Jabatan Perlindungan Data Peribadi (JPDP); in the EU/EEA, your national data-protection authority.
To exercise any right, use the Delete my account button in your profile, or email beanbudget.hello@gmail.com. We’ll respond within a reasonable timeframe as required by applicable law.
8. Security
We use technical and organisational measures designed to protect your data, including HTTPS encryption, access controls, and internal security practices designed to limit unnecessary data access. No system is perfectly secure; if we ever discover a breach affecting your data, we will notify you and the relevant authorities as required by law.
9. Children
BeanBudget is not directed at children under 13. We do not knowingly collect data from children under 13. If you believe we have, contact us and we’ll delete it.
10. Changes to this policy
We’ll update this page when our practices change and bump the effective date at the top. Material changes will also be announced in-app or by email. The specific technologies, providers, and infrastructure we use may change over time as the service evolves.
11. Contact
Data controller: BeanBudget, operated from Malaysia.
Email: beanbudget.hello@gmail.com