OrdersmithThis policy explains what information the Ordersmith app for Shopify uses, why, where it's kept and for how long. Ordersmith is made by JHR Tech Ltd, registered in England and Wales (company number 13909496), registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Questions about it go to support@jhrtech.uk.
1. Who is responsible
Ordersmith is an app that merchants install in their Shopify store. It adds drop-off point selection at checkout, order editing after purchase, shipping rules, mobile number checks, shipping estimates in the basket and InPost parcel tracking.
- For information about merchants (the store and its settings), JHR Tech Ltd is the controller.
- For information about a merchant's shoppers (their orders, names and addresses), the merchant is the controller and JHR Tech Ltd processes it on the merchant's behalf, only to provide the app. Shoppers should contact the store they bought from first; we'll help the merchant answer any request.
We don't sell information, use it for advertising, or build profiles of shoppers.
2. Information about merchants
- Store details from Shopify: the store's domain and the access Shopify grants the app when it's installed. Shopify's access keys are encrypted before they're stored.
- Settings you choose: drop-off, shipping rule, checkout rule and order editing settings, and any carrier account details you enter (encrypted before they're stored).
- Notification email addresses you add on the Status page, used only for outage alerts, problems with orders and, if you choose, release notes. Every email has an unsubscribe link.
3. Information about shoppers
Ordersmith works with order information that is already in Shopify. Most of it stays in Shopify; the app stores only what's listed here.
| Information | Why | Where it's kept |
|---|---|---|
| Chosen drop-off point (name, address, ID) | To deliver the order to the point and let the shopper change it | On the order in Shopify (tags, note attributes, metafields and, if the merchant chooses, the shipping address) |
| Shipping name, address, phone and email on an order | To add the drop-off point, check a mobile number, re-price shipping when an order is edited, and send the change to Shopify | Read from Shopify when needed. A new order's delivery town, postcode and first address line are held briefly while it's processed, then deleted |
| Order edits a shopper makes (what changed, a new delivery address, refunds and amounts paid) | To show the merchant what changed and to handle refunds and payments | Ordersmith's database, and the order timeline in Shopify |
| A one-way scrambled (hashed) copy of the checkout's reference | To confirm the person on the thank-you page owns the order before allowing changes | Ordersmith's database |
| InPost tracking numbers and scan updates | To add tracking updates to the order | Ordersmith's database, and the order in Shopify |
| A postcode, town or place typed into the map, and the map area shown | To find nearby drop-off points and draw the map | Sent to the services in section 5 to answer the search; not stored by Ordersmith |
| The last postcode entered in the basket estimator | To save the shopper typing it again | Only in the shopper's own browser (local storage) |
The app doesn't use cookies to track shoppers, and doesn't receive payment card details: any extra payment for an order change is taken by Shopify on its own payment page.
4. How it's used
- To provide the features the merchant has turned on: finding drop-off points, adding them to orders, holding orders while they can still be changed, editing orders with refunds or payments, tracking parcels, and checking phone numbers.
- To keep the app working and secure: error reports, health checks and backups.
- To contact merchants about their store's use of the app (alerts and, if chosen, release notes).
Our lawful bases are performing our contract with the merchant, the merchant's instructions for their shoppers' information, and our legitimate interest in keeping the service reliable and secure.
5. Services we use
These companies help run Ordersmith. Each receives only what it needs.
| Service | What for | What it receives |
|---|---|---|
| Shopify | The platform the app runs within | Order changes made by the app |
| Fly.io | Hosting the app (London region) | Everything the app stores |
| Tigris Data | Encrypted, continuous backups of the app's database | A copy of the app's database |
| InPost | Finding drop-off points and tracking parcels | A postcode or map location; tracking numbers |
| postcodes.io | Finding UK postcodes and places for the map | The postcode or place typed in |
| OpenStreetMap Foundation | Map images and place search (free map) | The map area being shown, or the place typed in |
| Google Maps Platform | Interactive maps and place search, only if the merchant adds their own Google key | The map area shown, or the place typed in (under the merchant's Google account) |
| Google Workspace | Sending emails to merchants | The merchant's notification email address and the message |
| Sentry (EU region) | Error reports, so problems are fixed quickly | Technical details of an error, which can include an order number. Configured not to collect personal details |
6. How long it's kept
- While the app is installed: store settings and the records below, for as long as needed.
- Order edit history: 12 months, then deleted automatically.
- Thank-you page ownership check: 60 days.
- Finished parcel tracking: 90 days after tracking ends.
- New orders waiting to be processed: deleted once processed (or after 7 days if processing failed).
- Status page events: 30 days.
- Backups: overwritten on a rolling 7-day cycle.
- Error reports: kept by Sentry for up to 90 days.
Uninstalling: the app's access to the store is removed straight away. Shopify then asks the app to delete the store's data (about 48 hours later), and Ordersmith deletes everything it holds about the store and its orders. Information the app added to orders in Shopify (such as the drop-off point) stays with those orders in Shopify.
Shopper deletion requests passed on by Shopify are carried out automatically: the app deletes the edit history and checks it holds for that shopper's orders.
7. Security
- All connections use encryption (HTTPS).
- Shopify access keys and carrier account details are encrypted in the database (AES-256).
- Changes from the thank-you and order status pages are only accepted from the shopper who placed the order.
- Access to the systems is limited to the people who run the app.
8. Your rights
Under UK and EU data protection law you can ask to see, correct or delete your information, object to its use, or ask for a copy. Shoppers: please contact the store you ordered from, as it controls your order information; Shopify passes your request to us and we act on it. Merchants: email support@jhrtech.uk.
You can also complain to the UK Information Commissioner's Office (ico.org.uk).
9. International transfers
The app is hosted in the UK. Some services above are based in or may process information outside the UK, including the EU and the United States. Where they do, transfers are covered by appropriate safeguards such as the UK International Data Transfer Agreement or Addendum, or adequacy decisions.
10. Changes and contact
We'll update this page if the app starts using information differently, and tell merchants about significant changes by email. Contact: support@jhrtech.uk, or write to JHR Tech Ltd, registered in England and Wales (company number 13909496), registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.