1. Information we collect

When you use My Items, we may collect:

• Account information: name, email address, password, organization details.
• Item and inventory data: item names, descriptions, serial numbers, photos, categories, locations, labels, assignees, and related records you add to the platform.
• Usage data: logs, actions performed in the platform, preferences.
• Billing information: payment details if you subscribe to a paid plan.

2. How we use your information

We use the collected information to:

• Provide and maintain the My Items platform.
• Manage items, assignments, transfer requests, QR code links, and other inventory workflows.
• Send notifications about transfer requests, account activity, subscription status, or other important platform events.
• Improve our services, develop new features, and enhance security.
• Handle billing and subscription management.

3. Legal bases for processing

Depending on the processing purpose, we rely on:

• Contractual necessity to create your account and provide the platform, authentication, support, and billing services you request.
• Legal obligations, including accounting, tax, and lawful authority requirements.
• Our legitimate interests in securing, maintaining, and improving the platform through proportionate error monitoring without advertising profiles or session replay.
• Your consent where we clearly request it, such as when you choose to load optional third-party video content.

4. Sharing of data

We do not sell or rent your personal data.

We may share data only with:

• Service providers required for hosting, payment processing, Google sign-in or YouTube delivery when you choose them, and privacy-minimized error monitoring.
• Authorized team members within your organization, based on roles & permissions.
• Authorities, if required by law.

5. Data security

We implement technical and organizational measures to protect your information, including:

• Encryption of sensitive data.
• Access control via roles and permissions.
• Regular monitoring for unauthorized access.

6. Data retention

We store your personal data only as long as necessary to provide our services or comply with legal obligations. You may request deletion of your data at any time.

7. Your rights

Depending on your location, you may have the right to:

• Access and download your personal data.
• Correct inaccurate information.
• Request deletion of your account and associated data.
• Restrict or object to certain processing activities.
• Contact us at info@my-items.net with privacy requests.
• Lodge a complaint with the data protection authority in your country.

8. International transfers

If you access My Items from outside the European Economic Area (EEA), your data may be processed in countries where our servers, service providers, or partners are located. We apply appropriate safeguards to protect your personal data.

9. Cookies and browser storage

We do not use advertising, audience-analytics, or cross-site tracking cookies. YouTube videos and Google sign-in resources are loaded only after you choose those features; the relevant provider’s privacy terms then apply.

My Items uses the following essential browser storage:

• refreshToken (cookie): authenticates your session. It lasts for the browser session, or for 12 months when you select “Remember me”, and is removed when you sign out or may become invalid earlier.
• i18next (cookie): remembers the language you selected for the browser session.
• cookieNoticeAcknowledged (cookie): remembers that you closed the cookie notice for 12 months.
• userStatus and session-control keys (local/session storage): keep the signed-in interface and your selected session behavior working. They are cleared on sign-out; session values also expire when the tab or browser session ends.
• aiChatHistory and lastServerError (session storage): retain chat context you request and temporary error details within the current tab. Error details are removed after display; remaining session data expires when the tab closes.

10. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with the updated date.