Privacy Policy

Updated 4 October 2026

1. Data Controller

2. Name of the Register

User register of the Shopivibe service.

3. Purpose of Processing Personal Data

We process personal data for the following purposes:

• Running what you asked for — You describe, in your own words, something your store should do: send a message, keep a count, add a tag or a metafield. We connect your store, turn that description into a rule, and run it. Running it means we receive your store's events (orders, customers, products, inventory), we may send email to your store's customers on your behalf, and we may write back into your store.
• A person reading your request — When something you asked for cannot be set up automatically, it goes into our 24-hour lane, and a member of our team reads what you wrote, in your own words, in order to build it. Do not put anything in that box you would not want a person to read.
• AI features — What you write, together with the shape of your store's data, is sent to our AI subprocessors (see section 7) so it can be turned into a rule: to one of them to write the rule, and to the other to find the Shopify documentation that matches what you asked for. The app builder's chat works the same way.
• Billing — Charging your store, through Shopify's own billing, for the credits it uses past the free ones, and keeping count of the credits you have. The app builder's projects, made before it closed, are the one part Stripe still bills.
• Security and abuse prevention — Keeping a record of who accessed protected store data, and rate limiting.
• Service improvement — Seeing how the service is used, so we can improve it: which suggestions you were shown and which you clicked, and signals from the app builder such as a specification being revised over and over. These are kept against your account, not anonymously, because that is the only way they answer “where did this person get stuck”. They are deleted with your account.
• Communication — Service-related communication with users.
• The app builder — If you use Shopivibe to build an app, we also process your project descriptions, chat messages and the app code produced from them.

4. Legal Basis for Processing

• Contract (GDPR Art. 6(1)(b)) — Providing the service requires processing certain personal data. When you register and use Shopivibe, a licence agreement is formed.
• Legitimate interest (GDPR Art. 6(1)(f)) — Technical operation of the service, security, abuse prevention and rate limiting, and keeping a record of who accessed protected store data.
• Consent (GDPR Art. 6(1)(a)) — The two optional cookies described in section 10, “How you found us” and “Referral”, and what they record. You can withdraw your consent at any time in section 10. Withdrawing removes the cookies from your browser straight away; if you had already signed up while they were set, the note of how you found us that was saved to your account at that moment stays with the account unless you ask us to remove it.

Two different sets of people appear in this policy, and they are not held on the same terms. For your own account we are the data controller. For your store's customers — the people who bought something from you — you are the controller and we are your processor: we hold their data only because you connected your store, and only for as long as that connection lasts. Section 12 says what that means in practice, and the Data Processing Agreement sets out the terms.

5. Personal Data Processed

Neither we nor our AI providers use your store's data to train AI models. This holds for everything in this section: your account, what you write to us, and the store data we hold on your behalf.

5.1 Your Account

• Email address and name
• Store domain of each store you connect (e.g. mystore.myshopify.com), and the access token for it, stored encrypted
• How you found us — the page you first landed on and, if there was one, the site or campaign link that sent you — if you accepted the optional cookies (see section 10)

5.2 What You Write to Us

• The requests you type in your own words, kept as you wrote them
• Chat messages and the answers to them
• If you use voice input, the recording is sent to OpenAI to be turned into text and is not kept by us. The text it becomes is kept like anything else you type.
• A member of our team can read these. Requests that go to the 24-hour lane are shown to an operator so the work can be done.

5.3 Your Store's Data — Where We Are Your Processor

Once you connect a store, Shopify sends us that store's events and we keep what your rules need in order to act on them. This is your customers' data, held on your behalf:

• Orders, customers, products and inventory levels as they change — this can include a customer's name, email address and delivery address
• Each customer's email marketing choice, copied from Shopify so we can respect it
• Answers your customers type into a form you have published — each answer becomes one row of your own records, exactly as if you had typed it in yourself
• Messages your rules queued and the messages actually sent, including who they went to
• What we wrote back into your store on your behalf. The whole list, so none of it is a surprise: a tag added or removed on a customer, product or order; a stored fact (a metafield) on a customer, product or order; an inventory level; an item's unit cost; the price something sells for, together with the was-price shown beside it; a draft order, which carries a customer's email address; a URL redirect; capturing or voiding a payment on an order; a money-off code for one named customer, which only that customer can use and only once; a discount applied at your checkout, which lowers what a shopper pays for the basket in front of them; and a block on your checkout, which stops a shopper completing a purchase.

The last two happen at your checkout rather than in your records. Almost everything above them changes something we or Shopify store about an order, a product or a person. A checkout discount changes what someone pays; a checkout block stops the purchase and shows them the reason your rule gives. Neither one writes anything about a shopper anywhere, and neither one is told to us afterwards: we do not learn who saw a discount or who was stopped. A money-off code is the one entry in the middle of that list your customer meets directly: they are sent it, and they type it at your checkout. It is stored in your Shopify admin like any other discount, with the one customer it belongs to named on it — that naming is what stops anybody else using it, and it is the reason the code can be something readable rather than a jumble. Neither one starts in your store until you have published it yourself and your store has said yes to our asking. Until both of those have happened it is only a description of what you asked for. They are written here because you are entitled to know what the Service will do before it does it, not after.

Tags, stored facts, draft orders, URL redirects and unit costs are written automatically. Anything that touches a payment goes to the 24-hour lane instead, where a member of our team does it by hand. A rule that changes an inventory level, or a price your customers pay, or that gives a customer a money-off code, is different again: we build it like any other, but it cannot start until you have seen exactly what it would do and have published it yourself. Money does not move in your store without a person, and stock does not move until you have said so — and neither does a price, and nor does a code with your money off it.

When a message actually leaves for one of your customers, it is sent from the Shopivibe sender address with the subject and body your rule produced.

Forms you publish to your customers. Where you build one, it opens at an address on your own store's domain rather than on ours, and the page carries no advertising and no tracking of any kind, and it asks search engines not to list it. We do not add questions of our own — every box on the page is one you asked for. The single thing the page adds is the time difference your customer's own browser reports, and only where you asked them for a date: it is kept as part of that answer, so the moment they picked means what they meant, and it is kept nowhere else. Nothing exists until you have built a form and published it — before that there is no address to open and nothing is collected.

5.4 Billing Data

• Credits bought and used, token counts, and any add-on subscriptions
• The monthly limit you approved on Shopify's own page, what has been charged against it and when, and which store it was charged for — your store's charges go through Shopify's own billing and appear on your Shopify bill
• We do not process or store payment card details. Shopify handles the charges for your store; Stripe handles payments for the app builder's projects, made before it closed.

5.5 Technical Data

• IP address. Used for rate limiting, and recorded in our security and access log beside the things you do on this site — signing in, downloading your data, deleting your account. Actions taken inside your Shopify admin do not carry an IP address: that page has no cookie of ours to read one from, so the log there records who and what was read but not from where. Those log entries are kept for at most 365 days (see section 12).
• A sign-in cookie that keeps you signed in, plus the other four cookies described in section 10

5.6 App Builder Data

The app builder is closed for now and takes no new projects. For projects created before it closed, we still hold:

• Project name and description
• App specifications produced from them
• Chat messages, yours and the answers
• The app files built for you

6. Regular Sources of Data

• Shopify — Your store's details when you connect it, and then a continuing feed of that store's events (orders, customers, products, inventory) for as long as Shopivibe is installed. Once you have approved a monthly limit, Shopify also tells us what that plan is and what has been charged against it.
• You — Your requests, chat messages, project descriptions and settings.
• Stripe — Subscription and payment status for the app builder's projects, made before it closed.

7. Disclosure of Data and Subprocessors

We use the following subprocessors to deliver the service (last updated: 2026-10-04):

We do not sell, rent, or otherwise disclose personal data to third parties for marketing purposes.

8. International Data Transfers

Some of our subprocessors are located in the United States. Transfers of data outside the EU are made under the following safeguards:

• EU–U.S. Data Privacy Framework (DPF)
• EU Standard Contractual Clauses (SCC)
• Subprocessors' own data protection commitments

9. Security

• All data in transit is encrypted via HTTPS
• The database is secured and access is restricted
• Your store's access token is stored encrypted
• Server access is restricted to authorised personnel
• We do not store passwords. You sign in with a six-digit code we email you, or with your Google account. Connecting a store is a separate step: that is where Shopify grants Shopivibe access to the store itself, not to you as a person.
• When protected store customer data is opened on one of your own pages — the Shopivibe page in your Shopify admin, or the Shopivibe card on an order or a customer — that read is written to an access log: who, what kind of data, which store and how many records. The log never contains a customer's name, address or email.
• What that log does not cover, said plainly. Whoever holds our database credentials can query the database directly, and nothing in the app sees or records that. It is held back by who has those credentials and by nothing else. If it happens while we are handling an incident, we write it into the incident record by hand.

10. Cookies

Shopivibe sets five cookies. All five are our own, and none of them can be read by another site. Two of them are optional — “How you found us” and “Referral” — and they are set only if you accept them in the cookie notice. If you decline, or do not answer, they are not set. The other three are needed for the site to work, or to remember the choice you made.

We do not use third-party advertising or cross-site tracking cookies, and we do not sell what these cookies record.

If you press the light/dark switch, your browser also remembers which one you chose. That stays in your browser, is never sent to us, and is only saved when you press the switch.

11. Your Rights

Under the EU General Data Protection Regulation (GDPR), you have the following rights:

• Right of access — The right to know what data we hold about you.
• Right to rectification — The right to have inaccurate data corrected.
• Right to erasure — The right to request deletion of your data ("right to be forgotten").
• Right to restriction — The right to restrict processing of your data in certain circumstances.
• Right to data portability — The right to receive your data in a machine-readable format.
• Right to object — The right to object to processing based on legitimate interest.

To exercise your rights, contact us by email: [email protected]

You also have the right to lodge a complaint with a supervisory authority. In Finland: tietosuoja.fi

12. Retention Periods

12.1 Your Own Data

• Active account — Data is retained while your Shopivibe account is active.
• Account deletion — When your account is deleted, your personal data is removed from the main database immediately. You can ask for that at any time: write to us under Support in Shopivibe, or at the address in section 14, and we delete it without undue delay.
• The first exception, and it is deliberate — Our security and access log is not reached by deletion, and it holds your email address and IP address. It has to survive erasure, or the record of who looked at data could be erased by the same request. Those entries are kept for at most 365 days and then removed. Clearing them is a manual job today, not an automatic one.
• Billing records are the second exception — If you set a monthly limit and are charged for credits you used, the record of that charge is kept after your account is deleted: what was charged, when, for which store, and which account approved the limit it was charged under. Accounting law requires us to keep it, and it is also the only thing that lets either of us answer a question about a charge afterwards. It is kept for as long as that law requires and is not used for anything else. Everything about how the charge came about — what you asked for, and what was created — is deleted with the rest of your data.
• Requests that were held or refused — When something you asked for was held or refused before it reached your store, we keep a record of the attempt, and that record contains the words you wrote. Deleting your account deletes those too, including the ones filed before you had a workspace at all — which is what the first thing you ever ask for looks like. They are erased with your store's data when you uninstall as well, so either route removes them.
• Backups — Data leaves our hosting provider's database backups within 30 days, under their backup policy.
• Data export — You can ask us for a copy of your data at any time, under Support in Shopivibe or at the address in section 14, and we send it to you. It covers your account, your billing and credit history, your support messages, your referrals and your app builder projects with their chats — and the store-connected side: the rules you wrote, what they did, the messages they sent, and every request you made, including the ones we held or refused before you had a workspace at all. Your own customers' records are counted rather than listed, because those rows are your customers' data rather than yours and you already read them on your own pages — ask us if you need the rows themselves.

12.2 Your Store's Customer Data

This is tied to the installation, not to a clock. We keep a store's customer data while Shopivibe is installed on that store, and we erase it when it is not. There is no “keep for 90 days” period, because there is no reason to hold it once you have gone.

• You uninstall — as soon as Shopify tells us, we mark that store's connection as no longer connected, and from that moment nothing is written into the store and no message goes out to its customers. Any message still queued is given up on rather than sent later, and you see the reason on your own history. Shopify does not promise exactly when it tells us, so we mark it the first time your store refuses our access as well — whichever happens first.
• Then, 48 hours later, it is erased — the stored access token is not deleted at the uninstall itself. It stays in that connection record, encrypted, and our own code refuses to use it from the mark onwards; the record has to survive because it is also what tells us which workspace a store event belongs to, and events keep arriving for a while after you go. The token and the rest of that store's workspace — the records, the queued and sent messages, and the requests you wrote — are deleted together when Shopify's erasure instruction reaches us 48 hours afterwards.
• What was already written into your store stays in your store — tags a rule put on your orders or customers are ordinary data on your own records, and we do not remove them; once the app is gone we could not. The stored facts Shopivibe writes work the same way: they go into a group on your store's own records named after us, and that group belongs to your store and not to us — nothing we leave behind is locked to Shopivibe, and any other app or tool you use can read it or change it. One limit worth knowing: we do not register these as named fields, so they are not something the Shopify admin lets you edit on screen until you add that group to your store's own custom data (Shopify, “Metafield definitions”, read 15 September 2026); until then, changing or removing one takes an app or tool that can write stored facts. If you want the tags gone, remove them in your Shopify admin.
• One of your customers asks to be erased — Send it through Shopify and we act on it. Records that are that person are deleted; records that are evidence of something your store did are kept with the person blanked out. And if you wrote that person into one of your rules — an email address or a phone number, to write to or to check for — we take their details out of the rule and stop it, because a rule missing the thing it was about would quietly never run again. You will see it on your own history with the reason.
• One of your customers asks what you hold — Shopify passes us the request, and we email you the answer: a file holding everything we have about that person for your store, sent to the address on your Shopivibe account. If we hold nothing about them, the file says that, because that is an answer you have to give too. You answer your customer, inside the 30 days Shopify allows for the reply — the file is the part we owe you. It arrives as an attachment and there is no page in Shopivibe that shows it, so keep the email. Ask us if a request matters to you and nothing has arrived.

One consequence, said plainly: if you uninstall and reinstall within 48 hours, the rules you wrote are gone, because the erasure instruction arrives either way and we act on it.

13. Changes to This Policy

We reserve the right to update this privacy policy. Material changes will be communicated through the service. We recommend checking this page periodically.

14. Contact

For privacy-related questions, please contact:
Iisivuokra Oy
[email protected]