Stockbeam Privacy Policy

Stockbeam is an inventory replenishment app for Shopify merchants. This policy describes what data the app accesses, what it stores, for how long, and how to get it deleted.

Who is responsible

The data controller for merchant data processed by Stockbeam is Sam McNulty, trading as Stockbeam (sole trader, United Kingdom). You can reach us at support@stockbeam.app for any question about this policy or any request about your data.

PLACEHOLDER: postal address to be added. We are required to publish a geographic postal address here and it is not settled yet. Until it is, email support@stockbeam.app and we will give you the address in writing on request.

Our legal basis for this processing is performance of our contract with you (UK GDPR Article 6(1)(b)), because the app cannot produce reorder suggestions without your catalogue and sales history. We also rely on our legitimate interests in keeping the service running securely, diagnosing errors and measuring the app's performance, which covers the operational logs our hosting provider keeps, and in keeping evidence of the agreement between us, which covers the acceptance record described below.

For data you enter or import yourself (supplier names and contact email addresses, lead times, notes and purchase orders) and the customer delivery addresses kept for suppliers you mark as Dropship, you are the controller and we process it on your instructions. For your store record, your settings, your billing plan and email between you and our support address, and messages you send us from the app's Message the developer form, we are the controller. Where a supplier contact is an individual, those details are used only so that you can produce and send purchase orders. We email a supplier only when you tell us to send that supplier a specific purchase order: the message goes out from our address, names you as the sender, and replies go to you. We never contact your suppliers on our own initiative, and we never send them anything of our own: no marketing, no newsletters, no notices about Stockbeam.

What we access and store

To run Stockbeam and generate reorder suggestions, the app stores:

• your product and variant catalogue: titles, SKUs, product tags, prices, unit costs and inventory levels;
• suppliers and purchase orders, including supplier invoicing currency and exchange rates, invoices, credits and returns to suppliers, as you create, import or enter them;
• aggregated daily totals per product, derived from your order history: the units sold, their sales value, and the location for in-store sales. Alongside them we keep, for up to 400 days, each order's Shopify ID, its date and, if it was cancelled, when, and the Shopify ID of each refund we count. For each order line that had units refunded or removed, we also keep the Shopify IDs of the order, the order line, and any refund and refund line, the product variant, the quantity, and the restock details Shopify reports (its restock type, whether the items were restocked, and whether the refund was part of a return). We keep these so that no order is counted twice, a later refund or cancellation comes off the right day, and we can tell which refunded items went back on your shelf;
• For products where you have recorded a batch (lot code) on a delivery, we also keep a record of each sale of that product from the first recorded batch onward: the Shopify order ID and order number (such as #1001), the order line ID, the product variant, the quantity, the time of the sale, the location it sold from or was fulfilled from, whether the order was cancelled, and any batch correction you make. We keep these so Stockbeam can attribute each sale to a batch and you can look up which orders a batch was attributed to. After 400 days we remove the order ID, order number and order line ID and keep only the quantities, times and locations, and we delete those after two years. These records hold no customer names, contact details or addresses, and they are deleted with the rest of your store's data when you uninstall.
• your app settings, and a record of your current Shopify billing plan;
• the record that your store accepted our merchant terms: your store's domain and Shopify store ID, the date and time in UTC, and a version identifier for the exact documents you accepted. This record survives deletion of your store's data, for the reason given under “How long we keep it”;
• if you switch on alert emails (the weekly digest, daily alerts or alerts for a single product), the address they go to: one you type in, or your store's contact email from Shopify if you leave it blank. They contain your product titles, quantities, supplier names and money figures;
• if you schedule a report, the email addresses you enter for it (up to five), how often it is sent, and when it last went and whether the email service took it. Each email carries the report as a spreadsheet with your product titles, SKUs, quantities, supplier names and money figures. You choose who receives it and you are the controller of those addresses. The stop link in each email pauses that report. Saving a schedule writes its addresses to your activity log. The addresses are deleted with the schedule or when you uninstall;
• if you connect Slack, the incoming-webhook address Slack gives you, stored encrypted and never shown again. We use it only to post the one-line notes you switch on: an alert or digest heading, or the name of a scheduled report and how many addresses it was emailed to. We never post email addresses. Disconnecting Slack deletes the address;
• if you switch on the note for Draft purchase orders automatically, the address it goes to. The note lists draft order numbers, supplier names and line and unit counts;
• if you turn on Approvals for purchase orders, the Shopify user ID of each staff member who asks for or gives an approval, opens a purchase order, or creates draft purchase orders on Shopify POS while Approvals are on (a draft created on POS that needs approval is put up for approval in that person's name), the optional name they type to show on orders, and when. We use these only to show who created, asked for and approved an order, including in your activity log, and to stop people approving their own orders;
• when a staff member adds a note or attaches a file to a purchase order, their Shopify user ID, the name set for them under Approvals (or a general staff label if none is set), and when. For a file we also keep its name, type, size, Shopify's file ID and Shopify's link to it. The file itself is uploaded to your own store's Shopify Files, not to our servers, and Stockbeam keeps only that reference. Removing an attachment deletes our reference, and deletes the file from your Shopify Files only if you confirm that too. We use these only to show who wrote or added what, and so that only a note's author can delete it;
• if a committed stock count is undone and Shopify tells Stockbeam which staff member is signed in, that person's name and when they undid it. The app currently uses store-level access, under which Shopify does not tell us, so today no name is recorded;
• if you turn on staff roles, the Shopify user ID of each staff member who opens Stockbeam, their role, the locations where they may change stock, an optional name typed by them or an Owner, when they were first and last seen, and whether Shopify confirmed they own the store. Stockbeam uses these only to decide what each person can change. If a staff member saves an email address for mentions, it is used only to tell them they were mentioned on a purchase order;
• if you make a counting link, the name you give it and each figure entered through it, with when. Stockbeam keeps only a scrambled form of the link and does not store the counter's IP address;
• if you switch on picking and packing, Stockbeam reads open orders from Shopify each time, including the delivery name, company and address and the billing name, to show pick lists and print packing slips. It does not store those details. It keeps each order's Shopify ID and number, tracking numbers, items marked short with your note, and who packed. These are deleted 90 days after the pick list closes or the send is settled. Anyone you give a packer link can see those orders and their packing slips and can send them. You decide who gets a link and you are the controller of that sharing. If you tick Email the customer, Shopify sends its own shipping email;
• if you add people to alert rules, their name, email address and phone number, which ways they agreed to be told, when you recorded that, the wording you confirmed, and any request to stop. You confirm they agreed, and you are the controller of these details;
• if you link stores, every store in the group sees this store's product names, SKUs, supplier names, stock, units on order, days of stock and quantities to order, plus money figures if you turn that on. Nothing is copied: access ends as soon as a store unlinks or uninstalls. Stockbeam keeps the group, who approved and when, and the version of the wording accepted;
• if you connect with a supplier who also uses Stockbeam, each purchase order you send them is copied into their Stockbeam as its PDF shows it, with your store's name. What they send back (quantities, dates, tracking, notes) is kept with your order. Their copy is their business record and they are its controller. It stays after either store disconnects or uninstalls;
• if you switch on the Shopify admin options, Stockbeam writes into your Shopify store: transfers showing units on order as incoming, an "On order" product tag, and incoming quantity and date fields on variants. Your theme may show tags to shoppers;
• large exports: the file stays in Reports, Exports for 7 days and its record for 30 days. If email is set up, the file is emailed to your store's contact email from Shopify.
• if you switch on the supplier link, the email we send a supplier includes a private link to that one order. Anyone with the link can see what the emailed PDF shows and send you a confirmation, delivery date, tracking or a note; we store what they send with the order and record when the link was first opened. We keep only a scrambled form of the link, it stops working after 60 days or when the order is received or cancelled, you can revoke it, and we do not keep the supplier's IP address with the order or in our database. For what a supplier sends through the link, you are the controller and we process it on your instructions;
• if you create a purchase order from a Shopify order, or mark a supplier as Dropship, the Shopify order ID and order number (such as #1001) are noted on the purchase orders made from that order;
• if you mark a supplier as Dropship, then for each new Shopify order that includes that supplier's products, Stockbeam drafts a purchase order to that supplier and keeps the customer's delivery name, company and postal address with it (never their email address or phone number). The address is printed only on that purchase order's document, so your supplier can deliver to your customer; your supplier receives it when you send or share that document. It is not shown on the supplier link page. We delete it 30 days after that purchase order is received or cancelled, or 90 days after the order was drafted, whichever is sooner, when Shopify asks us to erase that customer's data, or when your store's data is erased. Each time that document is printed, downloaded or emailed, your activity log records it. You are the controller of this data and we process it on your instructions;
• page-speed measurements from your browser as you use the app: how quickly each Stockbeam page loads and responds, and which page it was, recorded against your store and used only to find and fix slow parts of Stockbeam. They are collected unless you turn them off under Settings, Privacy and support (“Send page-speed timings to help improve Stockbeam”), and Stockbeam stops collecting them from then on. No third party receives them, and they contain nothing about your products, orders or customers.
• if you send us a message from the app (Message the developer), that message, the email address you choose to give so we can reply, the page you were on, the app version, your browser, your plan and a request id, with the names and times of your last 20 actions in Stockbeam added to the copy emailed to us. We use these only to answer you and fix what you reported, on the basis of our legitimate interest in supporting the app (UK GDPR Article 6(1)(f)); the email address is optional and used only to reply.

To estimate sales for a new product, Stockbeam turns your product titles, product types, vendors and tags into numeric text representations on Stockbeam's own server, and compares them to find similar products in your store. This product information is not sent to any third party. The model files Stockbeam uses for this are downloaded from Hugging Face; no store or merchant data is sent to Hugging Face.

What we do not store

When an order is placed, Shopify sends us the full order, including any customer details on it. Stockbeam keeps only what is listed above: the order's contribution to the daily totals, its Shopify ID and date, and the refund line details listed above, the batch sale-line details listed above, and, for a supplier you mark as Dropship, the delivery details listed above. Customer email addresses, phone numbers and payment details are never written to our database or to our logs, and customer names and postal addresses only for those dropship purchase orders.

Your Shopify session record holds access and refresh tokens for your store. The app currently uses store-level (offline) access only, so that record holds no staff names or email addresses; if we later enable Shopify's user-level sign-in, it would also hold your name, email address and locale as supplied by Shopify. The staff user IDs and names kept for Approvals, purchase order notes and files, and undone stock counts, listed above, are held with those records, not in the session record. That is merchant data about you and your staff, not about your customers. Packing slips read names and addresses from Shopify when they are shown and do not store them.

Who processes it for us

Your data is never sold, and never shared for anyone else's purposes; no analytics or advertising service receives it. Apart from the optional AI assistant connection described below, which you create and control, it is processed on our behalf by:

• Render (Render Services, Inc., United States), which hosts the application and the PostgreSQL database in Render's Frankfurt, Germany region;
• Cloudflare (Cloudflare, Inc., United States), which provides DNS and network protection in front of our domain;
• Resend (Resend, Inc., United States), which sends email on our behalf: the weekly digest, the alert emails and the automatic-draft note, any scheduled report (the addresses you enter and the attached spreadsheet), if you switch them on, and any purchase order you choose to email to a supplier, and any message you send us from the app, which Resend receives with the details listed above. For a digest, Resend receives the address it goes to and its contents: product titles, quantities, supplier names and money figures. For a purchase order, Resend receives your supplier's email address, your own reply-to address, the message text, and the purchase order PDF, which contains your product titles, quantities and costs, and, on a dropship purchase order, your customer's delivery name and address.
• Email you send to support@stockbeam.app is forwarded by Porkbun (Porkbun LLC, United States) to an inbox hosted by Google (Google LLC, United States). Both receive whatever that email contains, including your email address.
• Anthropic (Anthropic, PBC, United States), only for Read a document, Assistant and Draft the email when you switch them on. It receives the file you upload, your question, and the product, supplier, stock, reorder and purchase order figures needed to answer it. Anthropic deletes these within 30 days. Stockbeam does not keep the file or the conversation;
• Twilio (Twilio Inc., United States), only for text and WhatsApp alerts you switch on. It receives the person's phone number and the alert text.

Slack is not our processor. When you connect Slack, we send each note to your own Slack workspace on your instruction. From then on Slack (Slack Technologies, LLC, United States) handles it under your own agreement with Slack, not ours.

Shopify is not our processor either. If you set up a Shopify Flow workflow that uses a Stockbeam trigger, Stockbeam sends the details of each event, such as the product, its stock figures and the supplier, to Shopify Flow in your store. If you ask Shopify Sidekick a question that Stockbeam answers, Stockbeam returns your own stock, reorder and purchase order figures to Sidekick. Both happen only on your instruction, and Shopify handles that data under your own agreement with Shopify.

Every provider named above is a company established in the United States. The application and your database run in Render's Frankfurt, Germany region, and the United Kingdom treats the European Economic Area as giving adequate protection, so your data being stored and processed there is not a transfer that needs extra safeguards. What can reach the United States is narrower: a provider's own staff accessing data from there while supporting the service, the email Resend sends on our behalf, which is the weekly digest, the alert emails and the automatic-draft note, any scheduled report (the addresses you enter and the attached spreadsheet), if you switch them on, and any purchase order you email to a supplier, and email or in-app messages you send to our support address.

For transfers by Render, Cloudflare, Resend, Anthropic and Twilio we rely on the data protection terms that form part of our agreement with each of them, which cover transfers out of the United Kingdom. Anthropic's and Twilio's data processing terms form part of our agreement with each; Twilio's use the UK International Data Transfer Agreement. Cloudflare's terms do this through the UK International Data Transfer Addendum to the EU standard contractual clauses. Render and Resend each publish the terms and the transfer route they rely on; we check that what they publish is still in place before we rely on it. Porkbun and Google handle support email under their own published terms and privacy policies. If you need to name the mechanism for any of these transfers in your own transfer records, email us and we will tell you in writing what is in force when you ask.

Data is encrypted in transit (TLS) and at rest: Render encrypts its managed PostgreSQL databases, and their backups, with AES-256.

Visitors to our website

If you only visit stockbeam.app, our hosting and network providers record your IP address and browser details in their operational logs, for security and to keep the site running.

Connecting an AI assistant (optional)

Stockbeam can issue you a connection address that lets an AI assistant you choose, for example Claude, read your Stockbeam figures and create draft purchase orders. Nothing is issued and nothing can be read until you create a connection under Settings. Stockbeam is not affiliated with, endorsed by or partnered with Anthropic, or with the provider of any other assistant you choose.

While a connection is live, the assistant you chose can request: your product titles, SKUs, unit costs, retail prices and stock levels; your reorder figures and the explanations behind them; your suppliers' names and performance figures; your purchase orders, budgets and the money committed to them. It cannot request customer, order, address or payment data. Stockbeam holds no customer payment details, and customer names and addresses only on dropship purchase orders; those addresses, and the order IDs and dates it keeps for counting, are not available to an assistant. Where a supplier is an individual or a sole trader, their name is personal data.

You direct that transfer and you choose who receives it. What the assistant's provider does with what it receives, including how long it keeps your conversations and whether they are used to improve its models, is governed by your agreement with that provider, not by this policy. This connection is separate from Stockbeam's own Read a document, Assistant and Draft the email features, which send data to Anthropic as described under Who processes it for us, only when you switch them on. Revoking a connection under Settings stops any further reading immediately; it cannot remove anything the assistant has already received.

Cookies and local storage

• Stockbeam sets no third-party, analytics or advertising cookies at all. No tracking pixel, no session recorder, no ad network. The page-speed measurements described above are our own and are not collected with cookies.
• Signing in is handled by Shopify session tokens, not by cookies. The one exception is the fallback route Shopify uses if token authentication is unavailable, which sets a short-lived cookie to carry the security value that proves the sign-in came from us.
• Inside the app, a few first-party values are kept in your browser's sessionStorage: the position of pages you have scrolled, so going back to a long list returns you to where you were, and a short-lived flag that stops the app reloading in a loop while it reconnects to Shopify. Those never leave your browser and your browser clears them when you close the tab.
• Everything above except the page-speed measurements is strictly necessary to make the app work or to keep it secure. The page-speed measurements are used only to improve Stockbeam, so instead of asking first we collect them unless you switch them off in Settings. That is why there is no consent banner. If we ever add anything else that is not strictly necessary, we will ask first.

How long we keep it

We keep your data for as long as Stockbeam is installed on your store, because the app needs your sales history to work. The rate each product sells at is worked out from your most recent 90 days of sales; where your store has more history, up to the last two years of daily totals are also used to learn its seasonal pattern. Daily sales and refund totals older than two years are deleted automatically. Batch sale records lose their order identifiers after 400 days and are deleted after two years. A dropship delivery address is deleted 30 days after its purchase order is received or cancelled, or 90 days after the order was drafted, whichever is sooner.

Page-speed measurements are deleted automatically after 60 days.

We keep email and in-app messages sent to or from our support address for up to six years, the usual time limit for a contract claim, and then delete it.

When you uninstall, Shopify sends us a store deletion request, normally about 48 hours later. On receiving it we permanently delete everything belonging to your store (catalogue, suppliers, purchase orders, receiving records, batch and lot records, returns to suppliers, cost-change history, saved views, approval records and the staff user IDs and names kept for them, purchase order notes and our references to attached files (the files themselves stay in your Shopify Files, where you can delete them), stock counts and their undo records, stock transfers, bin locations, staff roles, alert people and their consent records, counting links and what counters entered, pick lists, sends and packer links, linked-store membership, supplier network connections and the customer orders received through them (copies of your orders held by a connected supplier stay with them, as above), export files, the history of barcodes Stockbeam wrote (the barcodes stay on your products in Shopify), Shopify Flow events, scheduled reports, Slack and AI assistant connections, page-speed measurements, dropship delivery addresses, supplier links and what suppliers sent through them, daily sales and refund totals, the Shopify order and refund identifiers, the numeric text representations of your products used to estimate sales for new products, your audit log and settings, your in-app messages to us (the emailed copies are kept as above), and your session including the access and refresh tokens), apart from the acceptance record described below. If you have reinstalled the app by the time that request reaches us, we keep your data so the app keeps working, and uninstalling again starts the 48 hours over. In every case, unless you have reinstalled Stockbeam by then, deletion is completed within 30 days of your uninstalling.

One thing survives that deletion: the record that your store accepted our merchant terms, which holds your store's domain and Shopify store ID, the date and time, and which version you accepted. We keep it because it is the only evidence of the agreement between us, and UK GDPR Article 17(3)(e) allows us to keep what we need to establish or defend a legal claim. It says nothing about your products, your suppliers, your orders or your customers.

We delete that record six years after your store's data is erased, because six years is the usual time limit for bringing a claim about a contract in England and Wales.

If you want your data deleted sooner, email us and we will do it.

Your rights

If you are in the UK or the EU you have the right to access, correct, export, restrict or delete your personal data, and to object to its processing. Email support@stockbeam.app and we will respond within one month. You may also complain to the UK Information Commissioner's Office (ico.org.uk) or your local supervisory authority.

If one of your suppliers contacts us about the details you hold for them, we will tell them that the record is yours, pass their request to you, and not change or delete a supplier record in your account on a third party's instruction without telling you first.

Shopify's privacy webhooks

We implement Shopify's mandatory privacy webhooks. shop/redact erases your store's data as described above. customers/redact deletes the Shopify order IDs of that customer's orders and every refund line we recorded for those orders, and removes the order ID, order number and line ID from that customer's batch sale lines, keeping only the product, quantity, time and location, which are deleted after two years. It also deletes the delivery address on any dropship purchase order made from those orders, and removes the order ID and order number from any purchase order made from them; the purchase order itself stays, as your record of what you bought. It also deletes the pick list, send and short-pick records for those orders. customers/data_request needs no export: what Stockbeam holds about a customer is the IDs, order numbers, order line IDs and dates of their orders and the refund line details described above and the batch sale-line details described above (product, quantity, time, location and any batch correction), and, for a dropship order, the delivery details on its purchase order, all copied from your own Shopify records, and Shopify's request already lists the order IDs. When a request names an order that has a dropship delivery address, we note that in your Activity list so you can find it on that purchase order's document.

Changes

If this policy changes materially we will update the date below and, for anything that affects how we use your data, tell installed merchants by email.

Contact

support@stockbeam.app

Last updated: 11 October 2026