VerifiedHive CRM
Privacy Policy
This policy explains what VerifiedHive CRM (“the App”, “we”, “us”) collects when a Shopify merchant installs it, why we collect it, how long we keep it, and the rights you have over it. It covers both the merchants who install the App and the people whose details reach it through them: shoppers who fill in a form, the businesses and people the merchant sells to, and the vendors the merchant buys from.
1. Who is responsible for your data
VerifiedHive, 5319 Broadview Rd, Cleveland, Ohio 44134, United States, operates the App.
Our role depends on whose data it is. For information about the merchant and their staff, meaning account details, billing status and support correspondence, we are the controller. For information about a merchant’s customers and shoppers that reaches us through the App, the merchant is the controller and we are their processor: we act on the merchant’s instructions and do not decide what that data is used for.
Privacy questions and rights requests: verifiedhive.us@gmail.com. General support: verifiedhive.us@gmail.com.
2. What the App accesses from the Shopify API
The App requests only the permissions it needs to function. Each is listed with the reason it is requested; we do not use these permissions for any other purpose.
| Permission | Why it is requested |
|---|---|
write_app_proxy | Serve your storefront forms, your customer’s order page and your vendor’s purchase order page through your own domain, so their details never cross to a third-party website. |
read_files, write_files | Store files in your own Shopify Files, not on our servers: what a shopper attaches to a form, the mockups you add to order items, and your logo. |
read_products | Let you pick your own products and variants as order items and purchase order lines, with their titles, images and prices, and start a purchase order line from the cost per item you set in Shopify. Read only: the App never creates, edits or deletes anything in your catalog. |
read_themes | List your themes so the App can link you straight to the right page of the theme editor when you place a form. |
write_companies | Keep your business customers as Shopify B2B companies, with their locations and contacts: bring in the companies you already have, and create or update them when you add or edit them in the App. |
write_customers | Find the Shopify customer behind a company contact or a lead, and create one when a contact is new, so orders are placed for the right person. This is protected customer data and is treated as such. |
write_draft_orders | Have Shopify price an order (tax and shipping) before it is sent for approval, and create the Shopify order once your customer approves it, or the checkout where they pay a deposit. |
write_orders, write_order_edits, write_payment_terms, write_merchant_managed_fulfillment_orders | Run the Shopify orders the App places, and your existing B2B orders, from the App: read their payment and shipping status, apply changes your customer approves, set payment terms, mark payments you received as paid, mark an order shipped with its tracking, and cancel it when you ask. The App reads in full only orders placed for your B2B companies. To find them when you import, it reads each order’s ID and whether it was placed for a company, and nothing else. |
read_all_orders | Keep reading the B2B orders the App runs once they are more than 60 days old (Shopify’s default limit): payment terms run up to 90 days, so an order can still be paid, shipped or changed after that, and the import brings in your existing B2B orders, older ones included. It reads only orders placed for your B2B companies. |
read_metaobject_definitions, read_metaobjects (optional) | Asked for only if you choose to fill a form question’s options from your Shopify custom data. |
The App does not request access to inventory levels, your financial reports or analytics, and it does not read the details of orders from customers who are not your B2B companies. The notifications Shopify sends the App about orders and refunds carry only IDs, never a customer’s details.
3. What we store
Merchant data
- Your
.myshopify.comdomain and shop identifier, and your store’s currency, time zone and storefront domain. - Your Shopify access token, held in an encrypted-at-rest database and used to make API calls on your behalf.
- Your App settings: forms and their fields, your business details for the order page and invoice (name, address, email, phone, website, logo address, color, footer and payment instructions), your order defaults and terms, your shipping packages and handling fee, team members (name, email, role), which training lessons each team member has ticked off, and subscription status.
Your customers’ data
- Leads. Whatever your form asks for. Typically a name, email address and message; it may include a telephone number, postal address, company or uploaded files, depending entirely on the fields you configure. Where a lead matches an existing Shopify customer, the identifier of that customer. Where your form includes a consent question, the exact wording the shopper was shown, what it covered and when they agreed.
- Companies and people. For each business customer: its name, website, tax ID and locations (name, Location ID, phone, notes, shipping and billing addresses, payment terms, checkout and tax settings, tax ID and exemptions, and the carrier account the location ships on, if it gives one), and its people (name, email, phone, job title, and what each may do at each location: Ordering only or Location admin), with the Shopify identifiers that link them to the same company and customers in your store. These come from your Shopify B2B companies, from a business account application sent through a form on your store, from a lead you convert, or from you. A new company stays in the App, with no permission to order in Shopify, until you approve it: the App then records who approved it and when, and sets it up in Shopify. If you reject it, it is removed.
- Orders. The items (product, quantity, price and your customization notes), the mockup file for each item where you add one, the shipping and billing addresses, how it ships and the details that go with it (for freight: the carrier, cost, pallets, freight class and BOL and PRO numbers; when it ships on your customer’s own carrier account: the carrier, the account number and the ZIP or postal code and country it bills; when your customer’s own shipping company handles it: that company’s name and its contact’s name, email and phone), delivery details (a ship-by date, liftgate, delivery appointment, residential address and delivery instructions), how tax is charged (calculated by Shopify, at a rate you set, or not charged), any handling fee, the purchase order number, payment terms, terms and instructions, notes (shared with your customer or kept internal), and a copy of every version you send for approval, so it stays clear what was approved. Payment and shipping details are copied from the Shopify order: the amounts paid and refunded, how they were paid, and the carrier and tracking number. A payment you record yourself is stored as the amount, date, method, any reference you type and who recorded it. Orders you bring in from Shopify are stored the same way.
- Vendors. For each business you buy from: whatever your vendor application form asks for, typically its legal and trading name, website, business tax ID, what it supplies, its main contact and accounts contact (name, job title, email, phone), its business and payment addresses, its payment and shipping terms, minimum order and lead time, its insurance (company, policy number, coverage and expiry date) and certifications, and the files it uploads (like a catalog or a certificate of insurance). The same details for a vendor you add yourself or from one of your companies, and your decision on its application. The vendor form does not ask for bank details or a personal tax number.
- Purchase orders. The lines (product, the vendor’s part number, quantity, cost and notes), where the goods go and by when, the payment and shipping terms, terms and instructions, notes (shown to the vendor or kept internal), a copy of every version you send, what was received and when, and who recorded it. When a vendor confirms on its page, the name it typed, its reference number, the date and time, and a salted hash of the network address the confirmation came from.
- Approvals. When your customer approves an order, the name they typed, their email address, the date and time, and a salted hash of the network address the approval came from, kept as evidence of the approval. When you record an approval you received by phone, email or in person, the same details and who recorded it.
- Order and purchase order links. Each order’s page, and each purchase order’s page for the vendor, has an unguessable link and, if you turn it on, a 4-digit access code. The code is stored as you see it in the App, because you have to be able to read it to your customer or vendor, and it is only useful together with the link.
- Communication. The notes, calls and messages you log on a lead, company, order, vendor or purchase order, the messages your customer writes on their order page, and the messages and problems a vendor writes on its purchase order page.
- Reference numbers for each lead, company, order, vendor and purchase order (L-000042, C-000042, O-000042, V-000042, PO-000042). They are counters unique within your shop, carry no information about the person, and are deleted with the record.
- Form metadata: the page the form was on, the browser’s language setting and user-agent string, and a salted hash of the shopper’s network address. The hash cannot be reversed to the address and is used only to limit how many submissions one source can make in an hour. The address itself is never stored.
- Where you fill a form question’s options from your Shopify custom data, a copy of those entries (each entry’s display name and handle), kept with the form and deleted with it.
- Data requests. When Shopify passes on a customer’s request for their data, their email address and Shopify customer ID, kept until you mark the request answered.
The App never sees or stores a card number, a bank account number or any other payment credential. A card payment happens in your own Shopify checkout, and anything paid another way is recorded here only as a figure and a note.
We do not sell personal information, and we do not share it with advertisers or data brokers. We do not use your customers’ data to train machine-learning models. We do not use tracking cookies or third-party analytics on the storefront form or the order page.
The App sets no cookies: the admin signs in with Shopify’s session tokens. It keeps two small things in your browser: the team member name you choose on that device (in local storage), so notes are signed with it and it is picked for you next time, and, while an order or purchase order is open in a tab, who is working on it (in session storage, cleared when the tab closes). The pages your customers open set no cookies at all. Training videos are the one exception in the admin: see “Training videos” in section 4.
When an order or purchase order page is protected with an access code and the correct code is entered, the App adds a short-lived parameter to that page’s address confirming the code was answered. It holds an expiry time and a signature, nothing else: no name, no identifier, and nothing that can be read on any other page. It stops working after twelve hours.
4. Where it is processed
The App and its database run on Google Cloud, us-central1 (Iowa, United States). Files (form uploads, mockups and your logo) are kept in your own Shopify Files and are never copied to our infrastructure; we store only a reference to them.
Our sub-processors are Google Cloud Platform (application hosting and database) and Shopify Inc. (the platform itself). Companies, customers and orders the App creates in your store live there under Shopify’s terms. The App sends no email itself: when you ask, Shopify emails your customer from your store (a payment request, or a shipping notice), and everything else you send from your own email. If you use the App’s Shopify Flow triggers, the details of the lead, order, vendor application or vendor’s reply are passed to Shopify Flow in your store. We will give notice before adding a sub-processor that handles personal data.
Address suggestions. When someone types a street address into an address box, in the App or on your form, the App asks Google Maps Platform (Places API, a Google Cloud service) for matching addresses: what was typed so far, the chosen country and the page’s language are sent to Google, and the address picked comes back to fill in the box. The App does not log or store what was typed or the suggestions; only the address finally saved is kept, like any address typed by hand. Google processes these requests under the Google Maps Platform terms and its privacy policy. You can turn suggestions off for any address question on your forms.
Training videos. The Training page in the App can play short how-to videos hosted on YouTube, a Google service. A video is loaded only when you press play, in YouTube’s privacy-enhanced mode (youtube-nocookie.com). From then on YouTube receives the request from your browser, including your network address and browser details, and may store information in your browser, under Google’s privacy policy. The App sends YouTube nothing about your shop, your team or your customers, and the videos are never shown to your customers.
If you or your customers are in the European Economic Area, the United Kingdom or Switzerland, this means personal data is transferred to the United States. Those transfers rely on the European Commission’s Standard Contractual Clauses together with our sub-processors’ own transfer frameworks.
5. How long we keep it
| Data | Retention |
|---|---|
| Leads, companies, people, orders, vendors and purchase orders | Kept while the App is installed, so that you can work with them. Deleted when you delete them, or on uninstall as described below. |
| Everything belonging to your shop | Erased when Shopify sends the shop/redact webhook, which it does 48 hours after you uninstall. This is a full deletion, not an archive. |
| An individual customer’s data | Erased on receipt of Shopify’s customers/redact webhook: their leads, their person record, the notes about them and any files they uploaded are deleted. Orders survive, because they are the merchant’s record of work done and money taken, but they are stripped of the person: their name and contact details on the order and on every version of it, the name, email and network address hash recorded with an approval, and anything they wrote on the order page. A vendor they are the contact for stays your supplier, without their name, email and phone, on its purchase orders and their versions too. |
| Access tokens and sessions | Deleted immediately on uninstall. |
| Server logs | Retained for up to 30 days for security and debugging, then discarded. |
6. Data subject rights
If you are a shopper or a vendor
Your relationship is with the merchant whose form you filled in, whose order you approved or who buys from you, and they decide what happens to your data. Contact that merchant first. When they raise a request through Shopify, Shopify sends us a customers/data_request or customers/redact webhook and we act on it. You may also write to verifiedhive.us@gmail.com and we will route your request to the correct merchant.
Under the GDPR and UK GDPR
You have the right to access your data, to have inaccurate data corrected, to have it erased, to restrict or object to processing, to data portability, and to lodge a complaint with your national supervisory authority. Our lawful bases are performance of a contract (operating the App you installed), legitimate interests (securing and improving the App), and consent where you have given it.
Under the CCPA/CPRA and comparable US state laws
You have the right to know what personal information is collected and for what purpose, to request deletion, to request correction, and not to be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined by the CPRA, so there is no opt-out to offer, but you may still contact us to confirm this.
We respond to verified requests within 30 days, and without charge unless a request is manifestly unfounded or excessive.
7. Security
- All traffic is served over TLS.
- Credentials and database connection strings are held in a dedicated secrets manager, not in application configuration or source control.
- Every request from Shopify, including admin session tokens, webhooks and storefront app-proxy calls, is cryptographically verified before it is processed, so one shop cannot read another’s data.
- Databases are encrypted at rest and backed up daily.
No system is perfectly secure. If a breach affects your data we will notify you and, where required, the relevant supervisory authority, without undue delay and within 72 hours of becoming aware of it.
8. Children
The App is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child’s information has reached us through a form, write to verifiedhive.us@gmail.com and we will delete it.
9. Changes
We may update this policy. The “last updated” date at the top always reflects the current version, and we will notify merchants in the App before any change that materially reduces their rights takes effect.
10. Contact
VerifiedHive
5319 Broadview Rd, Cleveland, Ohio 44134, United States
Privacy: verifiedhive.us@gmail.com
Support: verifiedhive.us@gmail.com