Security and your data

Your stones, prices and customers stay yours.

A gem business holds valuable information. This page explains, in plain words, how GemColony protects it and what you control.

  • Encrypted connection

    HTTPS everywhere

  • Separate workspaces

    One company, one space

  • Two-step sign-in

    Optional, by Clerk

  • Role-based access

    Five roles

  • Activity log

    Every change recorded

  • Secure payments

    By Dodo Payments

  • Your data, exportable

    Excel, CSV and PDF

How we protect your business

  • Every company is kept separate

    Each company on GemColony has its own private workspace. Your team sees only your information and no other company can see it. Automatic tests check this separation every time we change the software.

  • Sign-in handled by a specialist

    We use Clerk, a dedicated sign-in service, so passwords are never stored in plain text. You can turn on two-step verification (a code from your phone), see where you are signed in and sign out devices you do not use.

  • Five roles, least access by default

    Owner, admin, manager, sales and read-only. Each role sees and changes only what it needs. Your cost prices are shown to signed-in team members, never to buyers who open a link you share. People can only manage people below their own role.

  • An activity log of every change

    See who added, changed or sold what, and when. It helps when two people disagree about a change, and it discourages mistakes before they happen.

  • Encrypted connection

    Everything between your browser and GemColony travels over an encrypted HTTPS connection, and our website tells browsers to always use it. We also add standard browser protections against clickjacking and content sniffing, and limit repeated requests to slow down abuse.

  • Staff access is occasional and recorded

    Our support team can open your company to help with a problem only when needed. Every visit is written to our own audit log.

Payments

  • Subscriptions are paid on a secure page run by Dodo Payments, our payment provider.
  • Your card number goes to Dodo, not to GemColony. We never see or store it.
  • You can pay by card or the other methods shown at checkout, monthly or yearly.
  • Every payment comes with an invoice, and you can manage or cancel your subscription yourself in Settings.
  • If a payment fails, we tell you in the app and by email, and you have seven days to put it right before access is paused. Your data is kept while you sort it out.

Your data

You own your data
The stones, customers and sales you enter belong to you. We use them only to run the service for you.
Take a copy whenever you like
Export inventory to Excel or CSV, download reports as PDF or CSV, and save every invoice, quotation and memo as a PDF.
Ask for the rest
Need a full copy of everything, or want your company's data deleted? Write to [email protected] and we will arrange it with you.

Security at a glance

What is in place today. We list only what we do, and we do not claim certifications we do not hold.

Sign-in

Handled by Clerk, a specialist service. Passwords are never stored in plain text. Two-step verification and a list of your signed-in devices are available.

In place

Access control

Owner, admin, manager, sales and read-only roles. People can only manage people below their own role, and you cannot change your own role.

In place

Company separation

Every company has its own workspace. Automatic tests check that one company can never see another's information.

In place

Audit trail

The activity log records who added, changed or sold what, and when. Staff visits to a customer account are recorded in our own audit log.

In place

Connection

All traffic between you and GemColony is encrypted with HTTPS, and our website tells browsers to always use it.

In place

Abuse protection

Limits on repeated requests, standard browser protection headers, and a bot check on our contact form.

In place

Backups

The database and uploaded files are backed up automatically on a schedule, so a lost or damaged copy can be restored.

In place

Payments

Subscriptions are paid on Dodo Payments' secure page. Card numbers never reach GemColony.

In place

Your data

You own it. Export inventory to Excel or CSV and reports to PDF at any time, or ask us for a full copy.

In place

What you can do to stay safe

  1. 1Turn on two-step verification, at least for owners and admins.
  2. 2Give each person their own sign-in. Never share one login between staff.
  3. 3Choose the lowest role that lets someone do their job, and deactivate people the day they leave.
  4. 4Check the activity log now and then. It takes two minutes.
  5. 5Remember that we will never ask for your password or card number by email or WhatsApp.

Report a security concern

Tell us at [email protected]. We read every message and reply quickly. You can also read our Privacy Policy and Terms.

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