1. Introduction
This Privacy Policy explains how Specsheim (“we”, “us”, or “our”) collects, uses, stores, and protects information when you use Specsheim Billing, including our website, web panel, and POS application.
2. Information We Collect
Depending on the features you use, we may collect the following information:
- Organization, store, and business details
- Staff account details, including name, email, phone number, roles, and permissions
- Customer name, phone number, email address, and address
- Eye prescription details, including SPH, CYL, AXIS, ADD, and PD
- Prescription photos, images, files, and generated prescription documents
- Bills, invoices, payment methods, payment amounts, taxes, discounts, and references
- Inventory, products, stock, suppliers, purchase orders, and related business records
- Device activation codes, device name, model, platform, app version, and device identifiers
- Technical information such as login records, audit logs, error logs, and API activity
- Information submitted through optional modules, such as lab orders, appointments, recalls, reports, or expenses
Prescription information may be considered health-related information under applicable law. Organizations using Specsheim are responsible for collecting and handling customer information lawfully.
3. How We Use Information
We use information to:
- Generate bills, invoices, receipts, and prescription documents
- Manage customers, prescriptions, inventory, and store operations
- Manage organizations, staff accounts, roles, and permissions
- Activate, secure, manage, and deactivate POS devices
- Provide reports, analytics, audit records, and business insights
- Share bills or prescription documents by WhatsApp or email when requested
- Maintain service security, troubleshoot errors, and improve reliability
- Prevent misuse, fraud, unauthorized access, and security incidents
- Comply with applicable legal, tax, accounting, and regulatory requirements
4. Organization Responsibilities
Specsheim provides the software and technical platform. Each organization or optical store decides what information to enter into the system and is responsible for:
- Using the service for legitimate business purposes
- Providing appropriate notices to customers and patients
- Obtaining consent where required by law
- Keeping staff access limited to authorized users
- Submitting data access or deletion requests for the correct account or organization
5. Sharing of Information
We do not sell or rent personal information. Information may be processed by trusted service providers only when necessary to operate Specsheim Billing, including:
- Hosting and database providers
- Email and transactional messaging providers
- WhatsApp or Meta services when bill sharing is enabled
- Firebase Cloud Messaging when push notifications are configured
- Crash-reporting providers, such as Sentry, if enabled
- Other technical and security service providers supporting the platform
We may also disclose information when required by law, legal process, or to protect the rights, safety, and security of Specsheim, our users, or others.
Public invoice or prescription links may contain access tokens intended for customer delivery. These links should be treated as sensitive and should not be shared publicly.
6. Payments
Specsheim Billing may store payment methods, amounts, and payment references entered by stores for billing purposes. The POS application does not claim to process card or UPI payments unless a supported payment gateway feature is separately enabled and disclosed.
7. Cookies and Technical Information
Our website and login pages may use essential cookies or similar technologies for authentication, session management, and security. The standard Specsheim Billing POS application does not include in-app advertising SDKs or advertising analytics by default.
Optional services, such as crash reporting, push notifications, or external font services, may be used only when configured for the relevant application or environment.
8. Data Security
We use reasonable technical and organizational safeguards to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These safeguards may include:
- HTTPS for production API traffic
- Authentication and role-based access controls
- Organization and store-level data separation
- Device activation and access management
- Audit logs and security monitoring
No online service can guarantee complete security. Users are responsible for protecting their passwords, activation codes, devices, and account access.
9. Data Retention
We retain information for as long as reasonably necessary to provide the service, maintain business and billing records, support security and audit requirements, resolve disputes, and comply with applicable legal, tax, or accounting obligations.
Staff accounts may be retained until they are deleted or deactivated. Device activation records and security logs may be retained after device deactivation for security and audit purposes. Deleted information may remain temporarily in backups or system records before being permanently removed or anonymized.
10. Account and Data Deletion
You can request account or data deletion through: https://optical.specsheim.com/delete-account
- Staff account deletion: Removes or deactivates the staff member’s login, access tokens, and device access. It does not automatically delete the organization’s customers, prescriptions, invoices, or inventory.
- Organization deletion: May be requested by the organization owner. Some billing, tax, accounting, or legal records may be retained where required by law.
- Customer data requests: Customer requests may be reviewed with the relevant optical store or organization.
- POS device deactivation: Deactivating a device removes its access but does not delete the organization’s business data.
We may verify account ownership or identity before processing a deletion or personal data request.
11. Your Privacy Rights
Subject to applicable law, you may request access to, correction of, deletion of, or restriction of your personal information. You may also have rights to object to certain processing, request data portability, or lodge a complaint with a relevant supervisory authority.
To submit a privacy request, contact us at support@specsheim.com or use the account deletion page.
12. Children’s Privacy
Specsheim Billing is a business software product and is not directed at children under 13, or the higher minimum age required by applicable local law. We do not knowingly collect children’s personal information without appropriate authorization.
13. International Data Transfers
Information may be processed or stored in countries other than your own through our hosting and service providers. Where required, appropriate contractual, technical, and organizational safeguards will be used for such transfers.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The “Last updated” date shown on this page will be changed when updates are made. Important changes may also be communicated through the website, application, or admin panel.
15. Contact Us
Company: Specsheim
Email:
support@specsheim.com
Support number: 9949516323
Website:
https://optical.specsheim.com
16. Legal Disclaimer
Specsheim Billing is provided on an “as is” and “as available” basis. We take reasonable steps to protect information and maintain service reliability, but we do not guarantee that the service will always be uninterrupted, error-free, or completely secure. Users are responsible for entering accurate information, obtaining required permissions, and protecting their account credentials and device access.