Privacy Policy
Last updated: August 17, 2026
Who We Are
Landara is operated by Ayrvon LLC, a Wyoming (United States) limited liability company doing business as Landara. Ayrvon LLC is the data controller for the personal information described in this policy. For any privacy question or request, contact us at legal@landara.co.
Information We Collect
We collect information you provide directly to us when you:
- Create an account and use our services
- Connect your accounting software (Xero, QuickBooks)
- Connect your Shopify store (we receive order, fulfilment, and refund data; see "Shopify Store Data" below)
- Upload documents for processing
- Contact us for support
Cookies and Analytics
We use cookies and similar tracking technologies to:
- Essential Cookies: Required for authentication and core functionality
- Analytics Cookies: Help us understand how you use our platform via PostHog product analytics
- Preference Cookies: Remember your settings and preferences
You can control cookie preferences through the banner that appears on your first visit. Essential cookies cannot be disabled as they are necessary for the platform to function.
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process your documents using AI extraction
- Sync data with your connected accounting software
- Send you technical notices and support messages
- Monitor and analyze usage patterns to improve performance
- Detect, prevent, and address technical issues
Data Storage and Security
Your data is stored securely using:
- Supabase (PostgreSQL database with Row Level Security)
- Encrypted file storage for uploaded documents
- Industry-standard encryption for data in transit and at rest
We implement appropriate technical and organizational measures to protect your personal information.
Customer Support and Activity Logging
To provide you with better support and improve our services, we collect and store:
- Activity Logs: Records of your actions within the platform (document uploads, calculations, exports) to help troubleshoot issues and provide support
- Error Reports: Automatic error reports when something goes wrong, including context about what you were doing (via Sentry.io)
- Live Chat: Conversations through our in-app chat support (via Crisp.chat), including your name, email, and subscription information to provide context
Our support team may review your account data, uploaded documents, and activity history to assist you with technical issues. This access is logged and limited to support purposes only.
Retention: Activity logs are automatically deleted after 90 days. Error reports are retained according to Sentry's data retention policies. Chat conversations are retained by Crisp.chat according to their privacy policy.
AI Document Processing
Landara uses three AI services to process your documents. Each handles a different stage of the pipeline:
1. Document OCR (Microsoft Azure Document Intelligence)
- Extracts text and structure from uploaded document images/PDFs
- Data processed in your selected Azure region (AU East)
- Automatically deleted within 24 hours of processing
- Not used for model training
- GDPR, ISO 27018, ISO 27701, HIPAA compliant
2. Data Reasoning (xAI / Grok API)
- Classifies and structures the extracted text data
- Extracted text only, original documents are NOT sent
- Automatically deleted within 30 days
- Not used for model training
3. Search & Matching (OpenAI Embeddings API)
- Generates search indexes from text content
- Text snippets only, no documents or images sent
- Retained for up to 30 days for abuse monitoring
- Not used for model training
Data flow: Document image → Azure (OCR, 24hr retention) → Extracted text → xAI (reasoning, 30-day retention) → Structured data stored in Landara. Text content → OpenAI (embeddings, 30-day retention) → Search index.
By using Landara, you consent to this processing.
| Provider | Service | Data Type | Retention | Region |
|---|---|---|---|---|
| Microsoft Azure | Document Intelligence | Document images | 24 hours | AU East |
| xAI | Grok API | Extracted text | 30 days | US |
| OpenAI | Embeddings API | Text content | 30 days | US |
| Supabase | Database & Storage | All app data | Per policy | US |
| Shopify | Orders & Fulfilments | Order line items (no customer PII) | While installed | US |
| Hetzner (Coolify) | Hosting | Logs only | Per policy | EU (Germany) |
| Shopify | Billing | Subscription & billing data | Per policy | Global |
Shopify Store Data (Orders & Fulfilments)
When you connect your Shopify store, Landara receives order, fulfilment, and refund events via Shopify webhooks and the Shopify Admin API. We use this data solely to calculate your first-in, first-out (FIFO) cost of goods sold (COGS).
- What we receive and store: product SKU, quantities, inventory location, and the identifiers and dates of orders, fulfilments, and refunds.
- What we do not collect: we request Shopify "protected customer data" at the minimum level only. We do not request or store your customers' names, email addresses, phone numbers, or billing/shipping addresses.
- Purpose limitation: this data is used only to compute landed cost / COGS for your accounting. We never sell it, use it for marketing, or use it to train AI models.
- Retention: Shopify store data is retained only while your store is connected. When you uninstall the app, all associated data is permanently deleted (via Shopify's
shop/redactprocess), typically within 48 hours. You may also request deletion at any time. - Security: data is encrypted in transit (TLS) and at rest, and Shopify access tokens are encrypted using AES-256-GCM.
For this Shopify store data, Landara acts as a data processor on the merchant's behalf and processes it only to provide the Service.
Third-Party Services
In addition to the AI processing services above, we integrate with:
- Xero and QuickBooks Online (accounting software integrations)
- Shopify (product/inventory sync and order/fulfilment data for COGS)
- Sentry.io (error monitoring and performance tracking)
- PostHog (product analytics)
- Crisp.chat (live chat support)
These services have their own privacy policies governing their use of your information.
GDPR Compliance
If you are located in the European Economic Area (EEA), you have certain rights under GDPR:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
To exercise any of these rights, please contact us at legal@landara.co
Data Retention
We retain your information for as long as your account is active or as needed to provide services. When you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal or regulatory purposes.
Shopify store data (order, fulfilment, and refund events) is retained only while your Shopify store is connected to Landara, and is permanently deleted when you uninstall the app.
Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.
Contact Us
If you have any questions about this privacy policy or our data practices, please contact us at:
Email: legal@landara.co