Not finished: add COMPANY_NAME, COMPANY_NUMBER, COMPANY_ADDRESS and CONTACT_EMAIL in your Render settings so your company details appear here. Have these pages checked by a professional before you take payments.

Privacy policy

Last updated: 11 November 2026

ShopFlow is provided by [company name] Ltd, a company registered in England and Wales (company number [number]), registered office [registered office address] ("we", "us"). Contact: [contact email].

Who is responsible for what

For your own account details (name, email, password, billing) we are the controller. For the information your shop puts into ShopFlow – for example your staff's names, shifts and pay rates, your suppliers' contact and bank details, and customers named in incident or refusal logs – your shop is the controller and we are your processor: we only use it to run the service for you, under the data processing terms in our Terms of service.

What we collect

Account details: name, email address, a securely hashed password, your role in the shop and when you last logged in.
Shop information you enter or import: products, stock, expiry dates, orders, deliveries, bills and credits, sales reports from your till, waste and theft records, temperature and cleaning checks, expenses, promotions, staff rota and timesheets, supplier details.
Mobile numbers you enter for text-message or WhatsApp alerts.
Billing: handled by Stripe. We see your subscription status and the last digits of your card, never your full card number.
Technical logs: IP address and browser type, kept for security and to stop abuse. We use one essential cookie to keep you logged in, and no advertising or tracking cookies.

Why we use it (lawful basis)

To provide the service you signed up for (contract); to keep it secure and improve it (legitimate interests); and to keep tax and accounting records (legal obligation). We will only send you marketing emails if you agree, and you can stop them at any time.

Who we share it with

We do not sell your data. We use these service providers (sub-processors) to run ShopFlow:

Render – hosting and database, servers in Frankfurt (EU).
Stripe – subscription payments.
Resend – sending emails (password resets, team invitations, orders, daily summaries and alerts).
Anthropic – the AI assistant, only when someone in your shop uses it; it receives the question and the shop figures needed to answer it. Anthropic does not use this to train its models.
Twilio – only if you choose text-message or WhatsApp alerts; it receives the mobile numbers and the alert text.
Free map services (postcodes.io, OpenStreetMap) – only the postcode or town you search for when finding suppliers.

Some of these providers are in the United States. Where data leaves the UK, it is protected by the UK's adequacy regulations or standard contractual clauses (the International Data Transfer Addendum).

How long we keep it

While your shop's account is open. Sales history and records are kept so your reports keep working; you can delete individual records at any time. When an owner deletes the shop (Settings → Delete shop), its data is deleted straight away and disappears from our backups within 7 days. If a subscription ends and the shop is not used for 12 months, we may delete it after warning you by email. Billing records are kept for 6 years for tax purposes.

Security

Connections are encrypted (HTTPS), passwords are hashed, every shop's data is kept separate, staff only see what their role allows, and supplier bank details and pay rates are visible to owners and managers only.

Your rights

You can see, correct, export (Settings → Your data) or delete your data at any time, and ask us for a copy of what we hold about you, to restrict or object to how we use it. Email [contact email] and we will reply within one month. If you are unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

If we change this policy in a way that matters, we will email shop owners before it takes effect.