Data security

Where we store data

The BakePilot database runs in the European Union, in Ireland (Supabase, region eu-west-1). The servers that run the app.bakepilot.pl application operate in the Dublin region (Vercel).

For some tasks we use external services, for example for sending e-mails, payments or issuing invoices. The full list of companies, the scope of data and the basis for the transfer are described on the GDPR page and in the Privacy Policy. We do not sell data.

For the data of your customers and employees you are the controller, and we process it on your behalf. The data processing agreement is part of the Terms of Service (§ 15), and we will send its full text on request to kontakt@bakepilot.pl.

Each pastry shop sees only its own data

All pastry shops use one application, but every record in the database is assigned to one of them. The database itself rejects reading and changing the data of another pastry shop. This lock works independently of what the screen shows, so it cannot be bypassed by going around the application.

Within your pastry shop you also decide who sees what:

• each employee has their own account and role (for example Salesperson, Baker, Warehouse worker, Accountant), and the pastry shop administrator can change what a given role can see and do,
• salaries, invoices, the Finance module and KSeF (Poland's National e-Invoicing System) settings are protected according to role permissions also in the database itself, not only in the application menu,
• you can additionally lock the Finance and Time tracking modules with a separate administrator password, which is useful when several people work at one computer,
• deactivating an employee account signs them out on all devices.

Encryption

• The connection to the application and the website is always encrypted (HTTPS). The browser is instructed to connect to our addresses only in this way for two years.
• The database and its backups are encrypted on the disks of the infrastructure provider (AES-256).
• We encrypt the KSeF certificate, key and token with the AES-256 algorithm (GCM mode) before they reach the database. The encryption key is stored outside the database.
• The administrator password and employees' PINs for the time tracking kiosk are not stored in plain text. We store public API keys only as a cryptographic hash.

Sign-in and passwords

Sign-in is managed by the Supabase authentication service. The BakePilot application does not store your password in its tables. The password must be at least 8 characters long. If a password or token appears in an error report, we mask it before it is sent to the monitoring system.

Good practice on your side: a separate account for each employee instead of one shared login, and a password you do not use anywhere else. This way you can revoke access for one person at any time without changing everyone's password.

Who on our team has access

When you report a problem through the help window in the application, our support team may ask to view your account. The support panel opens a customer's account only when:

1. there is a ticket from your pastry shop,
2. the account owner has clicked consent to access in that ticket (an employee cannot consent on behalf of the business),
3. the session has not exceeded 24 hours from its start.

You can withdraw consent at any time in the same window, which ends the session immediately. The session also ends when the ticket is closed. Every grant and withdrawal of consent remains in the history, and actions taken during the session are recorded in the event log. The rules are set out in § 15a of the Terms of Service.

Backups and business continuity

• The database has daily backups, kept for 7 days.
• An automatic watchdog checks the database every 5 minutes.
• We keep every version of the application, so if there is a problem after an update we can quickly go back to the previous one.
• We test new versions first in a separate test environment with a separate database, and only then release them to customers.
• The current status of the service is shown on the public page status.bakepilot.pl.

Error monitoring

Application errors go to the Sentry monitoring system so that we can fix them quickly. Before a report leaves the application, we mask e-mail addresses, NIP numbers (Polish tax identification numbers), phone numbers, passwords and tokens in it. We do not record users' screens or sessions.

Payments

You pay for the subscription on the Stripe payment page. You enter your card number with the payment operator and it never reaches the BakePilot database. We issue subscription invoices in the Fakturownia system.

Your data: export and deletion

• Export. The account owner orders a full export in Settings, in the “Data export” section: a ZIP archive with all of the pastry shop's data (customers, products, recipes, orders, invoices, inventory, HACCP, time tracking and more) in CSV files and a combined XLSX workbook. We prepare the archive overnight and send a download link, valid for 24 hours, by e-mail; after that the file is deleted. The list of orders can be downloaded instantly as a CSV file. The export does not contain passwords, PINs, KSeF keys and certificates or API keys.
• Deletion. You can delete the account together with the pastry shop's data in Settings. The steps and what we must keep by law are described on the Deleting your account and data page.
• Rights under the GDPR (access, rectification, erasure, restriction of processing) are described on the GDPR page.

Report a security problem

If you notice a security vulnerability or suspect that an unauthorized person has access to your account, write to kontakt@bakepilot.pl. We give the same address in the security.txt file.

Content you consider unlawful (a comment, a course, content in the application) can be reported using the Report illegal content form.

How we work: we have a written security policy, an incident handling procedure and a business continuity plan, structured according to the ISO/IEC 27001 standard. We are not certified to this standard.

Frequently asked questions