Privacy Policy

Information we collect

• Account information. Print shop coordinators have a name and an email address, set up by their shop admin. The email address is required, because it is how you sign in, where password reset links are sent, and where sign-in verification codes go if two-factor sign-in is turned on.
• Customer/recipient information. When a coordinator adds someone to a job, we store that person's name and email address so we can send them a proof link and notifications.
• Mobile phone numbers. Optionally, a coordinator may save a mobile number for a team member or a customer so that person can receive text message (SMS) notifications. Providing a mobile number is never required to use InkOkay.
• Job and proof content. The PDF files, notes, and messages that coordinators and their customers upload or write as part of reviewing and approving a print job.
• Usage data. Basic activity tied to a job — when a proof link was opened, when a file was approved, timestamps of notes — so coordinators can track the status of their jobs.
• Cookies. A session cookie to keep coordinators signed in, and a preference cookie to remember light/dark mode. We do not use advertising or third-party tracking cookies.

How we use information

We use the information above only to operate the service, specifically to:

• Deliver proof review links and email notifications to the right people.
• Display job status, activity history, and due dates to coordinators and their customers.
• Send account-related and operational emails (proof ready, reminders, approvals).
• Send sign-in security emails — password reset links, and one-time verification codes when two-factor sign-in is enabled.
• Maintain the security of accounts and investigate misuse.

We do not sell personal information, and we do not use customer or coordinator data for advertising.

Text messages (SMS)

InkOkay can optionally send text message notifications — proof approval reminders to customers, and task reminders to print shop staff. Text messaging is off by default and must be turned on deliberately by a print shop, and separately enabled for each individual job or task.

No mobile information will be sold or shared with third parties or affiliates for marketing or promotional purposes. No mobile opt-in data or consent to receive text messages is shared with any third party.

Phone numbers are used solely to deliver the operational notifications described above. We pass a phone number to our messaging provider (Twilio) only as needed to deliver a message you have opted in to receive. We do not use phone numbers for marketing, and we do not send promotional text messages of any kind.

You can stop receiving text messages at any time by replying STOP to any message. Reply HELP for help, or contact us at the address below. Message and data rates may apply. Message frequency varies based on your job and task activity.

Service providers we use

We rely on a small number of infrastructure providers to run InkOkay, each of which processes data on our behalf under their own security and privacy commitments:

• Cloudflare R2 — stores uploaded proof files and thumbnails.
• Resend — delivers transactional and sign-in security emails (proof ready, reminders, notifications, password resets, verification codes).
• Twilio — delivers text message (SMS) notifications, where enabled.
• Railway — hosts our application and database.

These providers process data on our behalf in order to operate the service. They are not permitted to use it for their own purposes, and we do not sell or share personal information with third parties for marketing.

How long we keep information

We retain job, proof, and account data for as long as the associated print shop's account is active, or as needed to provide the service. A print shop admin can delete individual jobs, and can request deletion of their shop's account and associated data by contacting us.

Your choices

Customers who receive a proof link do not need to create an account. If you'd like your information removed from a print shop's InkOkay account, contact that print shop directly, or reach out to us and we'll help coordinate it.

Children's privacy

InkOkay is a business-to-business tool intended for use by print shops and their commercial customers. It is not directed at, and we do not knowingly collect information from, children.

Changes to this policy

We may update this policy from time to time. We'll update the “Last updated” date above when we do.

Contact us

Questions about this policy or your data can be sent to hello@inkokay.com.