Privacy Policy

DistributorBooks is an all-in-one business platform for independent bread and snack delivery route distributors. This policy explains what we collect, why, and how we use it. DistributorBooks is operated by DistributorBooks LLC. We are not affiliated with Flowers Foods, Inc.

What We Collect

Account Information

When you sign up, we collect your name, email address, and a password. If your account is provisioned through our hosting partner (WHMCS), we receive your billing contact details as part of the service activation. We do not see or store third-party payment credentials.

Business Data You Enter

DistributorBooks stores the business data you provide or that is imported on your behalf, including:

• Route information — route numbers, names, and locations
• Staff records — employee names, assignments, and payroll data
• Expenses — fuel, repairs, supplies, insurance, and other costs you log
• Weekly totals — fresh stock, stale stock, transfers, and adjustments

Data Imported from Flowers Foods

When you connect your stat reports, DistributorBooks ingests your weekly Distributor Stat Reports from Flowers Foods. This includes sales figures, stale percentages, shrink data, credits, distributor statement amounts, and other operational metrics. This data is used to calculate your KPIs and populate your Route Book dashboard.

We store the following per your account: weekly stat report data, calculated KPIs (net sales, stale %, shrink, COGS, bottom dollar, health score), year-over-year comparisons, and variance/mismatch records.

Anonymous Usage Analytics

We collect non-personal analytics so we can detect issues and improve the product:

• Pages visited and features used
• Browser type and device category (desktop, tablet, mobile)
• Session duration
• Error events

These analytics are not linked to your business data and do not include financial figures, customer names, or route details.

Support Requests

When you contact us through the Contact Us form or by email, we receive: your message, your email address, and any attachments you include. Support requests are user-initiated — we only receive what you choose to send.

Payment Data

Subscription payments are processed by our billing partner. We do not see or store your credit card number. We store the transaction ID, subscription plan, billing cycle, and payment status.

How We Use Your Data

• To calculate and display your business KPIs — net sales, stale %, shrink, COGS, expenses, bottom dollar, and health score
• To generate your Route Book dashboard and year-over-year trend analysis
• To power variance tracking — comparing your calculated numbers against the distributor statement
• To manage your staff assignments, payroll tracking, and role-based access
• To send you transactional emails (account confirmation, password reset, billing receipts)
• To process subscription payments and manage your account
• To fix bugs and improve the platform

We do not sell your data. We do not use your business data to train AI models. We do not share your data with Flowers Foods or any third party other than the service providers listed below.

Service Providers

We use the following vendors to operate DistributorBooks. Each receives only the data necessary to perform its function:

• cPanel / Web Hosting — hosts the DistributorBooks application and database
• WHMCS — subscription billing and account provisioning
• Softaculous — automated application installation on your hosting account

Data Isolation

Each DistributorBooks account is completely isolated. Your business data — routes, financials, staff records, expenses — is only accessible to you and the staff members you authorize through role-based access. No other distributor can see your numbers. Employees you add can only see the data their role permits (for example, employees cannot see your discount, bottom dollar, or fleet-level financials).

Data Retention

Your account data is kept while your subscription is active. If you cancel your subscription, your data is retained for 30 days in case you reactivate. After 30 days, your business data, staff records, and imported stat reports are permanently deleted.

Some records related to billing and tax (transaction history, invoices) must be retained for the period required by applicable law, even after account deletion.

Anonymous analytics records do not contain identifiers and are retained indefinitely for trend analysis.

Your Choices

• Export your data — email support@distributorbooks.com
• Delete your account — email us at support@distributorbooks.com. This wipes your business data, staff records, and imported reports; billing records are retained as noted above.
• Update your information — you can update your profile and contact details from within your account at any time

Security

We protect your data with industry-standard measures including encrypted connections (HTTPS/TLS), secure password hashing, CSRF protection, and role-based access controls. Your database is backed up regularly and access is restricted to authorized personnel only.

Children

DistributorBooks is a business tool for working distributors and is not directed at children under 18. We do not knowingly collect data from children.

Changes to This Policy

If we make a material change to this policy, we will notify you by email at least 14 days before the change takes effect. The “Last updated” date above always reflects the current version.

Contact

Questions, requests, or complaints: support@distributorbooks.com