Privacy Policy

At a Glance — Plain Language Summary

We know privacy policies can be long. Here is a plain summary of what matters most. Full legal detail follows below.

• Who we are. Insight Distribution Platform is a business ordering platform for wholesale distributors, operated by Texas Frost Holdings LLC, based in Austin, Texas.
• Who controls your data. Your branch — the location you order through — controls your account and the data in it. Texas Frost Holdings LLC operates the platform infrastructure on their behalf as a data processor.
• What we collect. Your name, email, phone, company name, and business address when your account is created. Your orders, quote requests, saved items, lists, and browsing activity while you use the platform.
• What we do not collect. Payment card or banking information. All orders are invoiced directly by your branch.
• Browsing without an account.You can browse your branch's inventory without logging in. An account is required to place orders or submit quote requests.
• Consent. When you log in for the first time you will be asked to accept this Privacy Policy and our Terms of Use. If we make material changes, you will be asked to accept the updated policy before continuing.
• Who sees your data. Your branch and their staff. Texas Frost Holdings LLC as platform operator. Vercel for hosting. Supabase for database and storage. No other branch ever sees your data.
• AI and your data. AI is currently used only by branch staff to build and maintain the product catalog. Your personal information is not sent to AI systems.
• Cookies and local storage.We use session cookies to keep you logged in. Anonymous quote lists are saved in your browser's local storage only and never sent to our servers unless you submit a quote request.
• Your rights. You can update your account information, manage addresses and team members, and request data deletion through your branch at any time.
• Questions. Contact your branch first. Escalate to privacy@insightdistribution.com if needed.

1. Who We Are and How This Policy Works

Insight Distribution Platform is a multi-tenant business ordering and distribution management platform operated by Texas Frost Holdings LLC (“Provider,” “we,” “us,” or “our”), a Texas limited liability company based in Austin, Texas.

The platform is licensed to individual branch locations (“Branches”) that use it to serve their own customers. Each Branch is the data controllerfor its customers' personal data. Provider acts solely as a data processor — we process data on behalf of each Branch according to their instructions and our Data Processing Agreement with them.

This Privacy Policy applies to end customers who browse inventory, submit quote requests, or place orders through the platform, and to branch administrators and staff who manage the platform.

By using the platform or accepting this Policy at first login, you acknowledge that you have read and understood its terms.

2. Platform Access — Browsing, Accounts, and Team Members

2.1 Browsing Without an Account

You may browse your branch's available inventory without creating an account or logging in. No personal information is collected during anonymous browsing beyond standard technical data and browser storage use described in Section 3.8. To place orders, submit quote requests, or access saved items and order history, a logged-in account is required.

2.2 Account Creation

Customer accounts are created by branch staff on your behalf. You receive login credentials from your branch. You do not self-register on the platform.

2.3 First Login and Consent

When you log in for the first time, you will be presented with this Privacy Policy and our Terms of Use and required to accept both before accessing the platform. Your acceptance is logged with a timestamp.

2.4 Team Members

A customer account may include multiple team members. Each team member has their own login credentials and may be assigned different roles — such as the ability to add items to a cart, submit orders, require approval, or approve others' orders. The account holder is responsible for ensuring team members are aware of and agree to this Privacy Policy.

3. Information We Collect

3.1 Account and Contact Information

When your branch creates your account: full name, email address, phone number, company or business name, and primary shipping and billing address.

3.2 Shipping Addresses

You may save multiple shipping addresses to your account. Each saved address includes a street address, city, state, zip code, and country.

3.3 Order and Transaction Data

When you place orders: items ordered, quantities and specifications, order dates and status updates, delivery addresses, and special instructions. We do not collect, store, or process payment card or banking information. All payments are handled offline through your branch.

3.4 Quote Requests

When you submit a quote request: items and quantities requested, any specifications or notes you provide, and the date and time of the request.

3.5 Saved Items and Lists

Items you save or add to named lists, list names and configurations, and items you mark as favorites.

3.6 Browsing and Technical Data

Product and inventory pages you view, search queries you enter, session start and end times, browser type, operating system, device type, IP address, and referring URL.

3.7 Authentication and Security Data

Login timestamps, session duration, IP address and device information per login, MFA status if enabled, and failed login attempts.

3.8 Cookies and Browser Storage

Session cookies. When you log in, Supabase sets session cookies to maintain your login state. These cookies are strictly necessary, first-party, HTTP-only, and expire when your session ends.

Quote list (localStorage).If you browse without an account and add items to a quote, those items are saved in your browser's local storage only — never on our servers unless you submit the quote.

No advertising or analytics trackers. We do not use any third-party advertising pixels, behavioral analytics services, or session-recording tools.

See our Cookie Policy for full detail.

4. How We Use Your Information

• Providing the service. Processing your orders, quote requests, and account functions on behalf of your branch.
• Account management. Creating and maintaining your account, supporting password resets and MFA, and managing team member access.
• Branch operations. Giving your branch visibility into your account, order history, and activity so they can serve you.
• Platform performance. Monitoring and troubleshooting technical issues.
• Security. Detecting and responding to unauthorized access, fraud, or misuse.
• Legal compliance. Retaining records as required by applicable law.

We do not use your personal information for advertising, behavioral profiling for third parties, or training external AI systems.

5. AI and Automated Processing

5.1 Current AI Use — Staff Only

AI tools are currently used exclusively by branch staff for catalog management — such as generating product descriptions. These features use manufacturer and product information, not customer personal data. Your personal information, order data, and business information are never sent to AI systems.

5.2 Future AI Features

If we introduce AI features visible to customers or involving customer data, we will: update this Policy to describe specifically what data is used, identify the AI provider, notify you before those features become active, and obtain any required consent.

6. Data Sharing and Third Parties

We do not sell, rent, or trade your personal information.

6.1 Your Branch

Your branch and their authorized staff have access to your account information, order history, and all other data associated with your account. This is fundamental to how the platform operates.

6.2 Infrastructure Providers

Vercel, Inc.— hosting, CDN, and edge computing. All platform traffic passes through Vercel's systems.

Supabase, Inc. — database, authentication, and cloud storage. Your personal data is stored on Supabase systems in the United States.

6.3 Legal Requirements

We may disclose your information if required by law, court order, or government authority. Where legally permitted, we will notify your branch before complying.

6.4 Business Transfer

In the event of a sale or merger, your data may transfer to the acquiring entity under equivalent privacy protections. You and your branch will be notified in advance where practicable.

6.5 No Cross-Branch Sharing

Your data is never shared with any other branch under any circumstances. This is a hard technical requirement enforced at the database level.

7. Data Retention

7.1 Active Accounts

Your personal data is retained for as long as your account is active within your branch's platform subscription.

7.2 Deactivated Accounts

If your branch deactivates your account, your data remains stored for branch record-keeping. Specific deletion requires a written request through your branch.

7.3 Branch Termination

If your branch's agreement ends, your branch has 60 days to export all data. After 60 days, all branch data including customer accounts is deleted. Encrypted backups are permanently deleted within 90 additional days. Security audit logs are retained for up to 2 years.

8. Your Rights and Choices

• Access and update. Log in at any time to view and update your name, email, phone, company name, and saved addresses.
• Manage shipping addresses. Add, edit, or remove saved addresses through your account settings.
• Manage team members. Add, remove, or adjust permissions for team members through your account or through your branch administrator.
• Opt out of marketing. Opt out of promotional communications from your branch at any time by contacting your branch or using the unsubscribe option in any email.
• Request data deletion. Contact your branch directly. Texas Frost Holdings LLC will honor deletion requests received through your branch within a reasonable timeframe.
• Request your data. Request a summary of the personal information we hold by contacting your branch.
• Report security concerns. If you believe your account was accessed without authorization, contact your branch immediately and change your password. You may also contact us at privacy@insightdistribution.com.

9. Security

• All data in transit is encrypted using TLS.
• Passwords are encrypted and never stored in recoverable form.
• Database access is restricted through row-level security policies.
• All platform traffic is delivered over HTTPS.
• Customer accounts are invite-only.
• MFA is available and strongly recommended for account administrators.
• Sessions automatically expire after a period of inactivity.

10. Minors and Age Restrictions

This platform is designed for business-to-business ordering. We do not knowingly collect personal information from children under the age of 13. If you believe a child under 13 has an account, please contact us at privacy@insightdistribution.com.

11. Planned Features — Future Privacy Disclosures

The following features are planned but not yet available. This section will be updated and you will be notified before any feature that changes how your personal data is processed becomes active.

11.1 Transactional Email

We plan to add transactional email delivery (order confirmations, account notifications) using a third-party email provider. When enabled, your email address will be transmitted to that provider solely for message delivery.

11.2 In-Platform Messaging

We plan to add messaging between customers and their branch. Message content, attachments, and timestamps will be stored as part of your account record.

11.3 Login Security Notifications

We plan to add automated email notifications when your account is accessed from a new device or unfamiliar location.

11.4 Customer-Facing AI Features

As described in Section 5.2, if we introduce AI-powered features that process customer data, we will update Section 5, identify the AI provider and data involved, and notify you before the feature is active.

12. Policy Updates and Re-Acceptance

We may update this Privacy Policy from time to time to reflect changes in our platform, data practices, or applicable law.

12.1 How We Notify You

When we make changes, we will post the updated Policy with a new version date and display a notice within the platform. For material changes, the notice will be displayed for at least 30 days before the changes take effect.

12.2 Re-Acceptance Required for Material Changes

If we make material changes to how we collect, use, or share your personal information, you will be required to review and re-accept the updated Policy before continuing to access the platform.

12.3 What Constitutes a Material Change

Material changes include: new categories of personal data we collect, new ways we use your data, new third parties we share data with, significant changes to your rights, or the addition of any AI feature that processes customer personal data.

13. Users Outside the United States

This platform and this Privacy Policy are designed for business customers located in the United States. If you are located outside the United States, please contact us at privacy@insightdistribution.com before using the platform.

14. How to Contact Us

Step 1 — Contact your branch. Your branch administers your account and is your first point of contact for privacy and data questions.

Step 2 — Escalate to Texas Frost Holdings LLC. If your branch cannot resolve your concern, contact us at privacy@insightdistribution.com. We will respond within 10 business days of receipt.

15. Governing Law

This Privacy Policy is governed by the laws of the State of Texas, United States, without regard to conflict of law principles.