Privacy policy

Summette is operated by J Wilmott, 5 Sovereign Quay, Havannah Street, Cardiff CF10 5SF, United Kingdom.

Summette acts as a processor (handles data on your behalf) for the Shopify merchant, who remains the controller (decides what data is collected and why). This policy forms part of the service terms and the data processing agreement.

Data and purpose

The app reads only Shopify order and refund data needed to create, retain and deliver VAT invoices and credit notes: buyer name, company, billing and shipping addresses, email, supplied VAT number, order lines, amounts, taxes, currency and timestamps. For the order documents a merchant turns on, it also reads the order note, gift message and chosen cart attributes (packing slips), shipments with their carrier and tracking numbers (delivery notes), how an order was paid, by card brand or payment method name only (receipts), and product barcodes, pictures, customs codes, countries of origin and weights. For B2B sales it also reads the purchase order number, payment terms and due dates Shopify holds for an order, the Shopify B2B company and location names, and the draft orders a merchant turns into quotes or pro formas; it keeps a record of payments against each unpaid invoice and, when a buyer answers a quote, their decision, name, note and the time. It does not request phone numbers, payment-card numbers, browsing behaviour or marketing preferences.

Name and address are used only as statutory invoice content and to determine document treatment. Email is used only to deliver or resend the buyer’s document when enabled by the merchant, including when a buyer asks for it again on the merchant's copy page with the order number and that same address; a document is only ever sent to the address on the order. If the merchant gives their accountant a standing link to the merchant's figures, Summette keeps the accountant's email address and a record of each time the link is opened, for the merchant. Data is never sold, used for advertising, profiling or unrelated analytics.

Retention and deletion

• While the app is installed, issued invoices and credit notes are immutable statutory records. The merchant is the controller and is responsible for the underlying retention duty. Summette acts as processor and applies a versioned country and scheme rule, including the rule's clock start. Unknown OSS or IOSS (the EU's cross-border VAT schemes) status uses the longer retention period.
• Delivery recipients and operational error details are removed after 90 days, or earlier following a valid customer-redaction request.
• Temporary customer-data exports expire after 30 days. Document downloads prepared for the merchant expire after seven days.
• Packing slips are working papers and are deleted two years after issue. Delivery notes, payment receipts and commercial invoices are kept for the same statutory period as invoices, with the same advance notice before removal.
• Webhook idempotency records expire after 30 days; PII-free refusal records after one year; access audit records after two years.
• Before uninstalling, the merchant must download the invoices, credit notes and report exports it needs to retain. Shopify sends Summette a shop-redaction request about 48 hours after uninstall. Summette then permanently deletes that shop's documents, settings, logs and temporary exports from the live service.
• After shop redaction, only a content-free numbering marker remains: a one-way shop identifier, series, prefix, padding and next number. It contains no invoice, buyer, order, billing or settings data and exists only to prevent an issued number being reused if the same shop reinstalls.
• Residual backup copies may remain temporarily after live-service deletion. They are not a merchant archive or available for routine access. Backups are kept for 30 days and then deleted, so a deleted shop's data leaves the backups within 30 days.
• Retention schedules are recalculated after a rule change. Extensions apply automatically. A reduction requires human review. Legal holds are checked at purge time.
• No statutory document is silently purged. The merchant receives advance notice and an export opportunity before final deletion.

Customer rights

The app implements Shopify’s mandatory customer data-request, customer-redaction and shop-redaction webhooks. Requests should be made to the merchant, who can use Shopify’s privacy process. Customer redaction removes email logs, delivery metadata, temporary exports and related review-queue records. The statutory document remains intact under the merchant's legal-obligation basis. Summette records the request, action and legal basis without copying customer content into the privacy log.

Security and subprocessors

The application uses HTTPS for public traffic and records authenticated document access. The database is stored on an encrypted volume (LUKS2, AES-XTS). Daily backups are encrypted (AES-256) before they are written, kept for 30 days, and restored in a test to prove they are complete. Shopify supplies order events; the email provider receives a document only when email delivery is on.

• Shopify: merchant authentication and order/refund event source.
• Hetzner Online GmbH (Germany), data centre in Helsinki, Finland: the servers and encrypted storage that run Summette and hold its database and backups.
• Cloudflare, Inc.: DNS, TLS edge and denial-of-service protection.
• Resend, Inc. (United States), sending through Amazon Web Services: delivers document emails from [email protected] when email delivery is on. It receives the recipient's address, the email and its PDF.
• Crisp IM SAS (France; messaging data stored in the Netherlands): in-app chat with our team, only once we switch chat on. It receives your messages and your shop's address, plan and contact details, never your customers'.
• Recommand (Hasselt, Belgium): sends e-invoices over the Peppol network, only for a merchant who registers for e-invoicing. It receives the invoices sent through it and the company details needed to register the merchant; it checks the identity of the merchant's representative itself, as controller of that check.
• Arratech AB (Sweden), French accredited platform (Plateforme Agréée no. 0153), through Recommand: French business invoices, only for a French merchant who registers.

Optional AI help

When you chat to Ari, Summette sends your message, the recent conversation, the page name and any field explanation you selected to the configured AI provider, currently Anthropic or OpenAI, to generate an answer. To answer about your shop, Ari reads your records through read-only lookups that return order and document numbers, statuses, dates, amounts and countries; customer names, email addresses and street addresses are never sent. Please do not include customer details, passwords or other sensitive information: likely email addresses, phone, card and account numbers and keys are removed from what you type before it is saved or sent. The provider may retain API data under its applicable service and abuse-monitoring policies.

When you use Describe the change in the template studio, Summette sends the change you typed and your shop's design settings (colours, typefaces, labels, your own wording and the arrangement of the page) to the same AI provider, to propose the change; no customer or order data is sent.

Conversations with Ari and our team are saved in Summette's database, with the staff member who had them, so our team can help without you repeating yourself and you can download or email a copy. They are deleted with your shop's data, and a customer's email address named in them is removed on a customer-redaction request. Copies are emailed only to an address you confirm, and only when you ask or choose copies of future conversations.

If you choose Talk to a person, the conversation is passed to our support team, and to our chat provider when chat is on. Support requests and their files are kept until 30 days after they close; files that list your customers are removed sooner on a customer-redaction request.

OpenAI separately processes brand guides you choose to upload for presentation suggestions. These optional features are switched on only once the provider's data-processing terms are in place.

Contact

J Wilmott, 5 Sovereign Quay, Havannah Street, Cardiff CF10 5SF, United Kingdom. Email: [email protected]. Merchants can also contact support through the Shopify App Store. Customer requests should first be sent to the relevant merchant.