ReorderOwl by Lancaster Agentic

Privacy Policy

This policy explains what information Lancaster Agentic ("we") collects when you use ReorderOwl, our hosted purchasing assistant and its app in ChatGPT, including its use with QuickBooks Online reports, and how we use it. Our on-premise services for clients are covered by their own agreements and our general privacy policy.

Information we collect

Account information. Your name and email address. If you sign in with Google, Google shares your name, email address and profile picture with us. If you use an email and password, we store only a salted hash of the password (scrypt), never the password itself.

Company information. Your company name and the business system you choose.

Connected system data. When you or your administrator connect a business system (such as Business Central, NetSuite, Acumatica or Odoo), we copy the data purchasing needs: items, stock levels, sales history, vendors and open purchase orders. The access tokens for that connection are stored encrypted and are never shown back to you.

Requests from ChatGPT. When you use the app in ChatGPT, we receive the requests ChatGPT makes to our tools (for example, "reorder recommendations for vendor X"). We do not receive your full ChatGPT conversation.

Technical logs. Request times, IP addresses and errors, used to keep the service secure and working.

QuickBooks reports

If you use ReorderOwl with QuickBooks Online, you give ChatGPT report files exported from QuickBooks, and ChatGPT sends them to us.

What we keep. We keep the reports you upload (products, sales history and open purchase orders), stored against your ReorderOwl account in your company's private storage. Workbooks are kept 7 days.

Why. To build your workbooks and to improve your forecasts and our service.

What we never do. We do not sell your QuickBooks data or share it with third parties, other than the service providers listed below that process it for us, and we do not use it to train outside AI models. We never sign in to QuickBooks or change anything in it. If ChatGPT browses QuickBooks for you, it does so in your own browser at your request, under OpenAI's terms.

Deleting it. Email [email protected] asking us to "delete my data", and we will delete your uploaded reports within 30 days. A setting to do this yourself will come later. Deleting your account also deletes them.

An offline version that builds the same workbook on your computer, without sending us any data, is available on request.

Google user data

If you choose Sign in with Google, we request only the openid, email and profile scopes and receive your name, email address and profile picture. We use them only to sign you in, identify your account and contact you about the service. We do not use Google user data to generate images or any other AI content, to train AI models, or for advertising, and we do not sell it or share it with third parties, other than the service providers listed below that host the service and deliver email for us. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How we use information

We use your company's data to answer your company's questions, build your workbooks, create the purchase orders you confirm, and improve your forecasts and our service. We write back to your system only purchase orders you have confirmed.

We use account information to sign you in, support you and send service notices. We do not sell personal information, show advertising, or use your data to train outside AI models. Our servers run no AI model.

ChatGPT and OpenAI

When you use ReorderOwl in ChatGPT, the results of the tools you use (such as item, vendor, stock, sales and purchase order figures) are sent to ChatGPT so it can answer you. OpenAI handles that information under its own terms and privacy policy.

ReorderOwl in Slack

If your company uses ReorderOwl in Slack, your agent runs on a server dedicated to your company, either on your premises or on a server we host for you. It reads only messages in channels and direct messages where the app has been added or is mentioned. Conversation history and the files it creates stay on that server. To answer, requests are processed by third-party AI model providers under their API terms. We do not sell this data or use it for advertising.

Where data is stored and who processes it

ReorderOwl runs on a server we rent from Hetzner in Nuremberg, Germany. Traffic is encrypted in transit (TLS), and Cloudflare provides our DNS and protects our website. If you are outside the European Union, your data is transferred to Germany.

Service providers that process data for us: Hetzner (hosting), Cloudflare (DNS, website security and website visitor statistics), Google (sign-in, if you choose it), Resend (email delivery, including messages you send us by email or when booking a demo), Cal.com (demo booking: the name, email address and notes you enter when you book), Google Fonts (the typefaces on reorderowl.com, which receive your IP address when a page loads) and OpenAI (when you use ChatGPT). Your business system's vendor also processes the data you connect, under your agreement with them.

Security and separation

Each company's data is kept separate, and no company can see another company's data. Passwords are hashed, connection tokens are encrypted, and access to our servers is limited to Lancaster Agentic staff who need it.

Retention and deletion

We keep your data while your account is open, except where this policy gives a shorter period (QuickBooks workbooks are kept 7 days). You can delete your account from your account page, or by emailing us. We then delete the account, its company data and its stored tokens within 30 days, and revoke the connection to your business system. Copies in routine server backups are overwritten on their normal rotation.

Cookies

We use one cookie to keep you signed in. We use no advertising or tracking cookies. To count visits to reorderowl.com we use Cloudflare Web Analytics, which sets no cookies and does not track you across other websites.

Your choices and rights

You can ask us to show, correct, export or delete your information, and you can disconnect ReorderOwl in ChatGPT at any time. Depending on where you live, you may have further rights under laws such as the GDPR or state privacy laws; email us and we will respond within 30 days.

Children

ReorderOwl is a business service for adults. It is not directed to children, and we do not knowingly collect information from anyone under 16.

Changes and contact

We will post any changes here and update the effective date. For material changes we will also email account holders. Questions and requests: Alex Myers, Lancaster Agentic, Lancaster, Pennsylvania, USA, [email protected].

Effective date: October 1, 2026

See also our Terms of Service and Support page.