Privacy Policy - InvoiceSync - Billit Connect

Who we are & purpose

InvoiceSync - Billit Connect is a Shopify embedded application that syncs paid (and optionally unpaid) Shopify orders to Billit as invoices. We act as a data processor on behalf of the merchant; the merchant remains the data controller. The app only accesses and uses data strictly necessary to create and send invoices in Billit.

Data we collect from Shopify

Store & session data

• Shop domain
• Shopify admin access tokens
• Session metadata (API scopes, expiry, user info when provided by Shopify)
• Stored securely in a session table to authenticate Shopify API requests

Merchant configuration

• App settings
• Billit connection status
• Weekly operational success counters

Billit connection data

• Billit OAuth access and refresh tokens (encrypted at rest)
• Token type and expiry
• Billit company/party name and VAT number
• Connection status and error metadata

Order sync logs (operational metadata only)

• Shopify order IDs and order names
• Billit invoice/order IDs and URLs
• Sync status, timestamps, environment
• Error details, retry flags, HTTP status codes
• Whether an invoice was auto-sent
• Logs do not contain customer names, addresses, emails, or phone numbers

Local storage (browser only)

• Setup guide progress flags
• No personal data is stored in the browser

Data we process transiently (not stored)

When syncing an order, we temporarily process Shopify order and customer data in memory only, including customer name, email, phone, addresses, Shopify customer tax ID/VAT number when available; line items, pricing, discounts; shipping details, tax status, payment terms, and locale. This data is used solely to construct the Billit invoice payload and is not persisted in our database.

How we use data

• Authenticate with Shopify and Billit
• Create invoices in Billit from Shopify orders
• Retry failed syncs and show operational activity logs
• Process unpaid orders if enabled
• Maintain minimal usage and success metrics

Sharing and data transfers

• Invoice payloads (order, customer, tax, customer tax ID/VAT, payment terms) are sent to Billit's HTTPS API endpoints configured or allow-listed by the merchant.
• We do not sell or share data with other third parties.
• Data transfers are limited to what is strictly necessary to provide the service.

Retention and deletion

• Merchant records, configuration, encrypted tokens, sessions, and sync logs are retained while the app is installed.
• Upon app uninstall or receipt of a shop/redact webhook: Billit tokens are revoked and all merchant data, settings, sessions, OAuth states, and sync logs are deleted. Deletion typically occurs immediately and no later than 30 days after uninstall.
• OAuth state records (e.g., for Billit) are short-lived (~10 minutes) and auto-pruned when used or expired.
• We do not retain full Shopify customer profiles, addresses, emails, phone numbers, customer tax IDs/VAT numbers, or order payloads after the sync operation. We retain limited order sync metadata as described above while the app is installed.

Security

• Billit OAuth tokens are encrypted at rest using AES-256-GCM.
• All Shopify and Billit API communication occurs over HTTPS.
• Billit API calls are restricted to an allowlist of Billit hosts.
• Application secrets and database credentials are protected using industry-standard practices.

Merchant & customer rights

• We honor Shopify compliance webhooks: customers/data_request, customers/redact, shop/redact.
• Because we do not store full customer profiles or customer contact details, customer data requests and redactions currently result in no customer profile data returned from our database. A shop redaction triggers full deletion of merchant-level data, connection data, sessions, and sync logs.
• Merchants may disconnect Billit at any time, which revokes tokens and removes all connection data.
• Merchants may contact us to request earlier deletion of sync logs if desired.

International data transfers

• Data sent to Billit is transferred to the Billit endpoints configured by the merchant and always over HTTPS.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the app listing or within the app interface.

Contact

For privacy questions or data requests:

• Email: support@billit-connect.com