Privacy policy

BatchTrail is a Shopify app that helps merchants track materials, production batches and recalls. This policy explains what information the app collects when a merchant installs it, how that information is used, and how it is deleted.

Information we collect

About the store

• The store's Shopify domain and the access token Shopify issues when the app is installed.
• Where Shopify provides them, the name and email address of the staff member using the app, used only to keep them signed in.
• The store's locations and the products and variants chosen for recipes.

Information the merchant enters

• Materials, suppliers (name and an optional email), supplier lot numbers, quantities, costs and expiry dates.
• Recipes, production runs, batch numbers and app settings.
• CSV files and supplier documents uploaded for import. CSV files are read once to create lots and are not stored. Supplier documents are covered below.

Order and customer information

When a merchant fulfils an order that contains a product with a BatchTrail recipe, the app records which batch was shipped. For each shipped line it stores the order ID and order number, the fulfilment and line item IDs, the quantity, and the customer's Shopify ID, name and email address. This is what lets the merchant find affected customers during a recall. The app also saves the batch numbers on the order in Shopify.

BatchTrail does not collect payment details, addresses or phone numbers.

How we use it

• To provide the app's features: stock and cost updates in Shopify, traceability, expiry alerts and recalls.
• To enforce the limits of the merchant's plan, which counts production runs and document reads.
• To answer support requests from the merchant.

We do not sell data, use it for advertising, or contact a merchant's customers. Customer lists are only ever exported by the merchant.

Service providers

• Shopify: the platform the app runs on. Subscriptions are billed through Shopify, and we only see which plan is active.
• Railway: hosts the app and its database in the United States.
• Anthropic: only if the merchant uses “Read a supplier document”. The uploaded PDF or image is sent to Anthropic's API to extract lot details, under Anthropic's commercial terms. BatchTrail does not store the document itself.

Retention and deletion

• Data is kept while the app is installed so that batches stay traceable.
• When the app is uninstalled, its sign-in sessions are deleted straight away. About 48 hours later Shopify asks us to erase the store's data, and we delete everything BatchTrail holds for that store.
• When a customer asks the merchant to erase their data, Shopify tells us and we remove that customer's ID, name and email from our records. We keep only which batch went into which order, without personal details, so the merchant's recall records stay complete.
• When a customer asks the merchant for their data, we can report what BatchTrail holds about them: the order numbers, batch numbers, and the name and email shown above.

Security

All traffic is encrypted with HTTPS. The database is only reachable by the app, and each store can only access its own data. We keep a log of when a customer list is viewed or exported, and we have a written process for responding to security incidents.

Cookies

The BatchTrail website does not use analytics or advertising cookies. Only the cookies Shopify needs to sign merchants in are used.

Changes and contact

If this policy changes, we will update the date at the top of this page. Questions or requests: support@batchassured.com.