Checkout Note Pro Privacy Policy

1. Scope

This policy applies when a merchant installs or uses Checkout Note Pro and when a customer submits or views an order note through the app’s cart, checkout, or thank-you page components. Shopify’s own privacy policy separately governs Shopify’s processing of data on its platform.

2. Data we process

• Store and merchant data: store domain, store name and description, Shopify store identifier, and the name, email, user identifier, locale, role, and granted permissions that Shopify makes available in an authorized session. Shopify’s App Store data-access disclosure also identifies store-owner phone and address and device, activity, and geolocation data as viewable by the app; we do not build separate customer profiles from those fields.
• App settings: enabled status, prompts and quick-note templates created by the merchant, onboarding status, and the enabled status of theme or checkout components.
• Product and store content: the app reads necessary current-theme configuration to check component status. Only when a merchant selects “Analyze store,” the app reads the store name and description, product types, titles, handles and descriptions for up to 20 collections, and titles, descriptions, types, vendors, tags and categories for up to 30 recently updated products.
• Order notes: delivery instructions, gift messages, packaging requests, or other notes entered by a customer are written to or displayed from the Shopify cart, checkout, and order context. The app does not copy order-note content into Whalebud’s own database.
• Technical data: Shopify and our hosting provider may process limited technical data such as IP address, request time, browser or device information, error logs, and webhook events for authentication, reliability, and security.

3. How we use data

• Authenticate the store and maintain an authorized app session.
• Save and provide merchant-configured quick-note options to cart, checkout, and thank-you page components.
• Allow customers to add, edit, and view order notes within Shopify.
• Check whether the app’s theme component is enabled and provide setup guidance.
• Analyze store content and generate product-relevant quick-note suggestions only when requested by the merchant.
• Troubleshoot, prevent abuse, secure the app, and meet legal and Shopify platform obligations.

4. Service providers and disclosures

We do not sell personal data or use it for cross-context behavioral advertising. We use the following providers only as needed to operate the app:

• Shopify provides authentication, the Admin API, cart and checkout capabilities, order-note storage, app components, and compliance webhooks. Shopify stores customer order notes on the merchant’s behalf.
• Google Cloud hosts the application and related infrastructure and may process store sessions, app settings, and limited operational logs.
• DeepSeek receives the store domain and the store, collection, and product summary described above only when the merchant selects “Analyze store,” in order to generate quick-note recommendations. Customer order notes and customer contact details are not sent to DeepSeek. The app does not create a conversation history with DeepSeek; DeepSeek may perform short-term security processing or caching under its API terms.

5. Retention and uninstall

• While installed: authorization sessions and app settings are retained only while needed to provide the service. Operational and security logs are generally retained for no more than 30 days unless a longer period is required for law, security, or dispute resolution.
• At uninstall: after Shopify sends an app/uninstalled notice, the app deletes access tokens and session records from Whalebud’s database and can no longer access the store through the Shopify Admin API.
• Approximately 48 hours after uninstall: Shopify sends a shop/redact request. After receiving and verifying it, we delete remaining store identifiers, configuration, and settings status from our database.
• Data in Shopify: orders and order notes remain under the merchant’s control in Shopify and follow the merchant’s and Shopify’s retention rules. Shopify-hosted app metafields, app blocks, and other platform records are handled through Shopify’s uninstall process; merchants can also inspect and remove residual configuration in Shopify Admin.
• Backups and legal holds: data in restricted backups is removed through backup rotation and is not returned to ordinary use. Any minimum data that must be kept by law is retained only for the legally required period.

6. Access, correction, and deletion requests

Merchants and customers may request access to, correction of, or deletion of data associated with the app by emailing us below. A customer may also contact the store where the order was placed; the store can submit a customers/data_request or customers/redact request through Shopify. Because order notes are stored in Shopify, deletion of an order or its note will normally need to be completed by the relevant merchant in Shopify.

Please include the store’s .myshopify.com domain, the email associated with the request, and enough information for us to verify identity and locate relevant records. Do not email passwords, payment-card numbers, or complete identity documents. We will respond within the period required by applicable law.

7. International transfers and security

The app serves Shopify merchants worldwide. Data may be processed outside the merchant’s country, including in regions where Shopify, Google Cloud, and DeepSeek provide services. We use reasonable safeguards such as access restrictions, encryption in transit, verified Shopify webhooks, and access controls, but no online service can guarantee absolute security.

8. Changes to this policy

We may update this policy when the app, service providers, or legal requirements change. Material changes will be posted on this page with a revised effective date.