OnHand Privacy Policy
Effective date: August 3, 2026
OnHand is an inventory counting app made by Prairie Forge for companies that use our Blueprint service. This policy explains, in plain language, what the app collects, why, and who handles it.
The short version
OnHand is a work tool your company provides to you. It collects the inventory data you enter as part of your job, and the minimum around it needed to make the app work: your sign-in identity, an app-notification token, and photos you choose to attach. It contains no ads, no tracking, and no third-party analytics. We don't sell data — anyone's, ever.
Accounts
You can't sign yourself up for OnHand. Your company adds you, and you sign in with a one-time code sent to the work email address or phone number your company put on file. We check that your email or phone number is on your company's list beforeany code is sent; if it isn't, the app tells you to ask your lead.
What the app collects
Inventory records you create. Counts, quantities, part numbers, bin and location identifiers, and related notes — the work product the app exists to capture. These belong to your company's books.
Photos you attach.If you add a photo (for example, of an unlisted item or scrap), it's stored in a private storage area and is only viewable inside the app by people at your company with access to that count. Photos are never public. If a photo upload is abandoned before it's attached to a record, it is deleted from our storage within about 7 days.
Sign-in and session data.Your email address or phone number, and a session token kept in your phone's secure storage (iOS Keychain / Android Keystore) so you don't have to sign in every time.
Notification token and device model. If you allow notifications, the app registers a push token (so your company's counts can notify you) along with your phone's model name (so you can recognize which device is which).
A capture label on this device. The app remembers who is signed in on the device so that counts entered while you're offline are still correctly attributed to you when they send.
Offline queue, on your phone only. Counts entered without signal are saved in an encrypted database on your phone and sent automatically when you're back in coverage. Sent entries are cleaned off the device after 14 days.
Phone permissions, honestly
- Camera — to scan part barcodes/QR labels and to take item photos. Nothing is recorded without you tapping to scan or capture.
- Photo library — only when you choose to attach an existing photo.
- Microphone— only when you choose voice entry to speak a measurement instead of typing it. Nothing is heard until you start voice entry, and it stops when you're done. Your phone's operating system turns the speech into text — on this device when the phone supports it; otherwise the operating system's own speech service (Apple or Google) processes the audio. OnHand itself never stores or transmits audio recordings.
- Face ID / fingerprint— only to unlock the app on your device. The biometric check is done by your phone's operating system; no biometric data ever leaves your phone — the app only learns "unlocked" or "not."
- Notifications — optional, for count activity relevant to you.
- Not requested at all: location and contacts. The app has no code for either.
Ask Ada
Some companies enable Ada, a question-answering assistant, inside the app. Questions you ask Ada are processed by Anthropic (the AI provider) to generate the answer, scoped to your company's own documented knowledge. Practice/demo environments never contain real company knowledge, and Ada is switched off in them.
Who processes the data
We run OnHand on established infrastructure providers, each handling only what their role requires:
| Provider | Role |
|---|---|
| Supabase | Database, file storage, and sign-in service |
| Vercel | Application hosting |
| Expo | App builds and push-notification delivery |
| Anthropic | Ada question-answering (only if your company enables Ada) |
| Resend | Operational email from the Blueprint service (reports, invitations) |
| Our SMS delivery provider | Text-message delivery of sign-in codes |
No advertising networks, no data brokers, no analytics companies. Operational logs (errors, usage records) are first-party and used only to run and improve the service.
Security
Data moves over encrypted connections and lives in access-controlled storage separated per company. On your phone, the offline queue is encrypted (SQLCipher) and session credentials sit in the operating system's secure storage. Photos are held in a private bucket reachable only through short-lived signed links issued to authorized users.
How long we keep things
Inventory records and photos attached to them are your company's business records — they're retained as part of your company's engagement with Prairie Forge and handled per that agreement. Device-side queue entries clear 14 days after they're sent; abandoned photo uploads clear in about 7 days; push tokens are removed when they stop working or access is revoked.
Your choices and removal
Because your company provisions access, requests to correct or remove your data go through your company's admin — or contact us directly at privacy@prairieforge.ai and we'll route it. Uninstalling the app removes everything stored on your device, including the encrypted offline queue.
OnHand is a workplace tool and isn't directed at children.
Changes
If this policy changes materially, the date above changes and your company will be notified. Questions: privacy@prairieforge.ai.
OnHand is made by Prairie Forge — prairieforge.ai.