This policy explains how Tekstak Ltd handles personal data in the Briefra apps for Shopify (currently Briefra Order Editing, "the app") and on this website, briefra.com. It's written for merchants who use our apps, their customers, and visitors to this site.
Who we are
- Company
- Tekstak Ltd, trading as Briefra
- Registered in
- England and Wales, company number 17154786
- Registered office
- 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
- ICO registration
- ZC157302
- Contact
- support@briefra.com
"We", "us" and "our" mean Tekstak Ltd.
This website
- No cookies. briefra.com sets no cookies and uses no local storage, so there's no cookie banner.
- No analytics or tracking. There are no analytics, advertising pixels, embedded videos, fonts from other servers or any other third-party scripts. The site has no JavaScript at all.
- Server logs. Our web server and reverse proxy may keep short-lived technical logs (such as IP addresses) for security and troubleshooting; these are deleted automatically within 14 days. This site's web server doesn't keep a log of visits; if a request causes a server error, the error log can include the IP address and the page asked for, and is used only to keep the site working and secure.
- If you email us, we use your name, email address and what you write to answer you, on the basis of our legitimate interest in responding (or, for merchants, to provide the service under our contract). We keep support emails for up to 24 months after your last message, unless we need them longer for a legal claim.
Our apps: who is responsible for what
- Your customers' data (merchants' customers). When a store uses the app, the merchant is the controller of their customers' personal data and Tekstak Ltd is a processor, acting only on the merchant's instructions (the app's settings) and under Shopify's terms. If you're a customer of a store, the store's own privacy policy applies to your data, and the store is who to ask first.
- Merchant account data (the store's contact and alert email, and the app's connection to the store):Tekstak Ltd is the controller.
What data the app uses, and why
The app asks Shopify for the customer's name, email, phone and address, together with the order, for two purposes only: letting a customer change their own order, and letting the merchant see what changed and be alerted. Nothing is used for marketing or profiling, no automated decisions are made about people, and nothing is sold or shared.
| Data | Why the app needs it | Kept? |
|---|---|---|
| Shipping address (name, company, street, city, region, postcode, country, phone) | The customer changes it. The app shows the current one, saves the new one to the order in Shopify, and keeps the previous one so a combined edit that fails part-way can be undone. The merchant's edit log shows before and after. | Yes, encrypted; removed after the retention period below |
| Order email | To check the signed "Edit your order" email link, and to find a customer's records when Shopify sends a privacy request. | No. Only a keyed one-way hash is kept, to find the records |
| Phone (order contact) | Shown back to the customer with the order's details on the edit screen. | No, read from Shopify when needed |
| Order contents and totals | The edit itself, the price difference, the refund or invoice, and the merchant's log. | Yes, encrypted in the log |
| Merchant's alert email | Where alerts go (optional; otherwise the store's email). | Yes (merchant data) |
| Shopify access tokens | To act for the store in Shopify. | Yes, encrypted; deleted on uninstall |
Alert emails to merchants include the order number, amounts and a summary of the change, but not the customer's address.
What we don't collect
The app doesn't collect or store customers' IP addresses, order notes, billing addresses, payment details, account passwords or browsing data. The sign-in token Shopify gives the "Edit order" button is checked on each request and not stored. Our application logs contain IDs only: no customer data and no secrets.
Legal basis
- Customer data: we process it as the merchant's processor, on their instructions (UK GDPR Article 28). The merchant decides their own lawful basis for it, typically performing their contract with the customer.
- Merchant account data: to provide the service the merchant signed up for (contract, Article 6(1)(b)), and our legitimate interests in keeping the service secure and supporting merchants (Article 6(1)(f)).
- Records we must keep by law, such as accounts: legal obligation (Article 6(1)(c)).
Where it's stored, and security
- Storage: a PostgreSQL database on a virtual private server hosted by IONOS, in United Kingdom. The database is on a private network inside the server, with no port open to the internet.
- In transit: HTTPS only, for the app, its calls to Shopify and this website. Emails are sent over an encrypted connection (TLS).
- At rest: every column holding personal data, and the Shopify access tokens, is encrypted with AES-256-GCM. The key is kept only on the server and in our password manager.
- Backups: nightly, encrypted before they're written (the key that opens them is not on the server), and kept for 14 days.
- Access: only our sole operator can reach the server, the database and the keys, using SSH keys. Two-factor authentication is required on every account that can reach customer data (hosting, code repository, Shopify Partner account, email). Each time customer data is decrypted for display, exported or deleted, the app records it in an access log (IDs only).
- Separate test data: development uses a separate app, credentials and database; production data is never used for testing.
How long we keep it
| Data | Kept for | Then |
|---|---|---|
| Addresses and the email hash in edit records | 120 days after the edit (90 days after the latest the order could still be edited; the edit window is at most 30 days) | Removed. The rest of the merchant's log (items, totals, status) stays while the app is installed |
| Alert emails, buyer request records, order locks, released payment holds, resolved alerts | 120 days | Deleted |
| Records of privacy requests | While the app is installed | Order IDs removed 30 days after the request is completed |
| Everything for a customer's orders | Until Shopify sends a customer deletion request | Deleted at once |
| Everything for a store | Until 48 hours after the app is uninstalled | Deleted (the app's access to the store is deleted at uninstall) |
| Backups | 14 days | Deleted |
| Web server and reverse proxy technical logs (may include IP addresses; no customer data) | Up to 14 days | Deleted automatically |
Sub-processors
| Who | What for | Where |
|---|---|---|
| IONOS | Hosting: the server, database and backups | United Kingdom |
| IONOS | Email for briefra.com: alert emails to merchants and privacy request reports | IONOS (UK/EEA) |
Shopify is the platform the app runs on, not our sub-processor; Shopify's own privacy policy covers the data it holds. We'll update this list, and tell merchants by email, before adding or replacing a sub-processor.
International transfers
The app's data, including its database and backups, is stored in the United Kingdom. Email for briefra.com is handled by IONOS in the UK or the European Economic Area (EEA); where it's held in the EEA, the transfer is covered by the UK's adequacy regulations for the EEA. If we ever use a provider in another country, we'll use a lawful transfer mechanism (such as the UK International Data Transfer Agreement) and update this policy first.
Deletion and Shopify's privacy requests
- Customers ask the store. The merchant uses Shopify's Request customer data or Erase personal data, and Shopify sends the request to the app. For a data request, the app emails everything it holds for that customer's orders to the store's email address, for the merchant to pass on; the report isn't stored. For an erasure request, the app deletes its records for those orders at once.
- Merchants uninstall the app: its access to the store is deleted at once and everything else 48 hours later, when Shopify sends the store deletion request. Email support@briefra.com to have it deleted sooner.
- Requests are carried out as soon as they arrive, well inside Shopify's 30 days, and each one is recorded (IDs only).
Your rights
Under UK data protection law (UK GDPR and the Data Protection Act 2018) you have the right to:
- access the personal data held about you;
- have it corrected if it's wrong;
- have it erased;
- restrict or object to how it's used;
- receive it in a portable format;
- complain to the Information Commissioner's Office (see below).
If you're a customer of a store that uses our app, the store is the controller of your data: ask the store first, and we'll help them answer. If you contact us directly, we'll pass your request to the store (with your permission) or tell you how to reach them. For data we control (merchant account data, emails to us), contact us and we'll reply within one month.
Security incidents
If personal data is ever exposed, changed or lost, we'll tell affected merchants without undue delay and within 72 hours of becoming aware, with what happened, what data, what we've done and what they should do, so they can meet their own obligations. We'll also notify Shopify and, where we're the controller and the law requires it, the ICO.
Changes to this policy
We'll update the date at the top when this policy changes, and email merchants about any change to what data we process or who processes it before it takes effect.
Contact and complaints
Questions or requests: support@briefra.com, or write to Tekstak Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113. We'd appreciate the chance to put things right first.