Privacy Policy

Last updated: August 2026

Proofstage (“we”, “our”, “the app”) is a Shopify application that helps merchants manage proof approval workflows for their orders. This policy explains what data we collect, how we use it, and how we protect it.

Data We Collect

Merchant store domain — your myshopify.com address, used to identify your account.
Order data — order number, customer name, and customer email address, synced from Shopify when an order is created.
Proof files — images and documents uploaded by the merchant for customer review.
Activity logs — timestamps and events related to proof approvals, reminders, and stage changes.
Settings — your app configuration preferences (branding, reminder timing, stage definitions).

How We Use Your Data

All collected data is used solely to operate the proof approval workflow: sending proofs to customers, tracking approvals, sending reminders, and managing production stages. We do not sell, share, or use your data for advertising or any purpose unrelated to the app’s functionality.

Data Storage

Database — order data, settings, and activity logs are stored in PostgreSQL hosted on Railway.
File storage — proof files and thumbnails are stored on Cloudflare R2 object storage.
Email — transactional emails (proof notifications, reminders) are sent via Resend.

Data Retention

While Proofstage is installed, proof files remain available for 24 months after the order they belong to is archived or cancelled. We keep them that long deliberately: a proof approval is the record that a customer accepted a specific design on a specific date, and for custom-made goods that record needs to outlast any dispute it might have to settle.

After 24 months, a scheduled job removes that order’s files and the customer’s personal data — their name, email address, any note or feedback they wrote, and any messages they exchanged with you. The order itself, its proof history and its activity log are kept as your business record; once swept, they identify nobody. Orders that are still open are never touched, however old.

When you uninstall Proofstage, all shop data — including orders, proofs, stages, settings, and activity logs — is permanently deleted via Shopify’s mandatory shop/redact webhook, which Shopify dispatches approximately 48 hours after uninstall.

Customer Data

Customer names and email addresses are collected only as part of the merchant’s Shopify orders. We do not independently collect, profile, or contact customers outside of the proof approval workflow initiated by the merchant. When Shopify sends a customer data deletion request, we redact all identifying information from our records.

Contact

If you have questions about this privacy policy or your data, contact us at support@proofstage.app.