Who provides StockroomPilot
StockroomPilot is provided by David Duff, trading as Studio8022, based in Cyprus. Our business and contact details identify the operator. This notice covers StockroomPilot and its related support, not the separate privacy practices of a merchant’s shop.
Contact support@studio8022.com about access, correction, export or deletion. Include your shop domain and the type of request, not passwords, verification codes, API keys or unnecessary customer information.
Your agreement and our roles
Our StockroomPilot service terms and data-processing agreement describe the offered merchant agreement. Publication of a document does not record your acceptance. Contact support to arrange written acceptance where no in-app acceptance control is available.
The merchant controls its staff, supplier and recipient records; we process those records on its lawful instructions. We are controller for our own merchant relationship, security and support records. We use contract performance where the individual is a party, legitimate interests in providing and securing the business service where appropriate, and legal obligations where applicable. Operational recipient verification is not blanket consent for marketing.
We use necessary authentication/security facilities, not advertising trackers. Inventory forecasts inform merchant decisions; they are not decisions about an individual’s legal rights. Providers and integrations explains the provider categories and how to request account-specific location and transfer information. A provider privacy link alone is not a transfer safeguard.
Information from Shopify
- Shop identity, timezone, currency, installation status, granted permissions and subscription/trial status.
- Product, variant, supplier/vendor and collection references; inventory quantities, costs, barcodes, locations and read-only transfer information.
- Limited recent order dates, status, product references and net quantities to calculate demand. Order and line identifiers are processed during import; the saved demand summary aggregates quantities by inventory item. We do not request customer names, email addresses, telephone numbers, delivery addresses or payment-card details for this import.
- Authentication sessions and access/refresh tokens. Shopify’s session information can include an authorised staff member’s identifier, name, email, locale and account-role information. Tokens are server credentials and must never be shared with support.
Information you add
We store your monitoring settings, thresholds, exclusions, suppliers and their contact details, purchasing documents, receipts, cost/payment-reference records, count entries and notes. Internal staff roles, assignments and action attribution support access controls and an audit trail. Recording a payment reference does not collect card details or transfer money.
Please do not put sensitive personal information, bank credentials or customer records in notes, supplier names or support messages. Support correspondence contains the contact details and message content you choose to provide.
Email, Slack and your API connections
Email records include recipients, verification status, consent confirmation through the owner’s verification request, delivery history and blocks for recipient rejection or reported complaints. Purchase-order messages retain the reviewed recipient and document snapshot. Emails are sent through OVHcloud. Verification proves inbox access for that shop; it is not Shopify login access. We do not read recipient inboxes.
An optional Slack connection stores the merchant-selected workspace/channel identity and an encrypted posting credential. Messages go only to that shop’s authorised destination; StockroomPilot does not read Slack conversations. Disconnecting removes the stored posting credential and cancels queued messages. Slack may retain messages already delivered under that workspace’s settings.
Optional merchant API keys are stored as hashes with their shop, name, scopes, expiry and usage metadata. Only owners can create or revoke keys. Your own connected tool receives the information its key permits; you are responsible for that tool’s handling of it. API keys cannot send supplier messages, make payments or change Shopify stock.
Why we use it and who receives it
We use this information to provide stock monitoring, forecasting, purchasing records and counts; authenticate staff; enforce plan access; deliver requested operational messages; prevent abuse; troubleshoot and answer support requests. We use information to provide the requested service and for proportionate security and support, and where necessary to meet legal obligations. We do not sell personal information, use it for advertising profiles or use merchant data to train AI models.
OVHcloud provides hosting and email. Shopify provides the commerce platform, authentication and app billing. Slack processes messages only when a merchant connects it. Recipients and tools selected by a merchant receive the information the merchant authorises. Provider processing may take place outside Cyprus or the European Economic Area; provider privacy information is available from Shopify, OVHcloud and Slack.
Retention and uninstalling
Operational records are retained while the app is installed to provide the service and preserve its audit history. Daily stock history keeps the latest 31 recorded snapshots, not an unlimited archive. Verification codes expire after 15 minutes; their hashes are cleared on use or by the hourly cleanup after expiry. Verification-attempt records older than 30 days are removed by that cleanup.
When an authenticated uninstall event is processed, background work stops, queued messages are cancelled, sessions are deleted, staff roles are removed, API keys are revoked, Slack posting credentials are cleared and email verification is revoked. Existing purchasing, count and other recovery records are not immediately erased merely by uninstalling.
When Shopify’s authenticated shop-redaction event is successfully processed for an uninstalled shop, its operational records are deleted from the active database. A delayed event does not erase an active reinstalled workspace. Failed delivery or processing can delay this; contact support to request deletion or check its progress. Shopify and other providers manage their own records separately. Restricted recovery copies can temporarily retain deleted records until rotation; applicable deletions must be reapplied before recovered data returns to service.
Support correspondence and operational diagnostic records are handled separately where needed for support, security or legal obligations. Contact us about their retention or deletion. Diagnostic HTTP records use route categories, status and timing rather than raw request URLs, headers or bodies; infrastructure still processes connection information to operate the service.
Your controls and requests
Owners can pause/revoke recipients, pause/disconnect Slack, revoke API keys and staff roles, export supported records and uninstall through Shopify. Pausing or revoking cancels queued messages, but cannot recall a message already being sent or delivered. Reinstalling does not automatically re-enable verified email recipients or Slack posting.
Contact us to request access, correction, deletion, restriction or a portable copy of personal information, or to object to its use where applicable. We may need to verify the requester and shop. A customer should normally contact the relevant merchant first. Shopify customer-data callbacks are authenticated; their customer payloads are not retained because the app does not maintain customer profiles. Information voluntarily included in support is handled separately.
You may raise privacy concerns with the appropriate data-protection authority, including the Commissioner for Personal Data Protection in Cyprus. We will update this notice when our handling changes and communicate material changes where required.