Privacy Notice
Last updated 15 October 2026
1. About this notice
Seilfi is an inventory app for retailers who sell through Shopify. It counts stock by weight, runs stock audits and stock takes, shows live stock levels by location, forecasts when each location will run low, and helps staff move stock between locations, receive goods in, raise purchase orders and pick orders for dispatch. To do this it reads and updates information in the retailer's Shopify store.
This notice explains what personal data Seilfi handles, why, where it is stored, how long it is kept and what rights you have. It is written for retailers who install Seilfi (we call them Merchants), for their staff, and for anyone else whose personal data may pass through the app.
Seilfi is operated by Hygge Tygge Ventures Limited, an Irish company (company number 822196) with its registered office at The Studio, Upper Cliff Road, Howth, Co. Dublin, Ireland. In this notice, "Seilfi", "we", "us" and "our" mean Hygge Tygge Ventures Limited.
If you have any question about this notice or want to exercise a right described in it, email us at hello@seilfi.com or write to us at the address above.
2. Two roles: when we act for the merchant and when we act for ourselves
Under data protection law, the organisation that decides why and how personal data is used is the controller. An organisation that handles personal data on the controller's instructions is the processor. We act in both roles, and it matters which one applies.
2.1 Merchant data: we are the processor
When a merchant installs Seilfi, the merchant decides what the app does with its store data and its staff's data. The merchant is the controller of that data, and we process it on the merchant's behalf under our Terms of Service and Data Processing Addendum. This covers everything Seilfi reads from the merchant's Shopify store, everything the merchant and its staff enter into the app, and the reports and alerts the app produces.
If you are a member of a merchant's staff, or you have any other question about data that Seilfi handles for a merchant, please contact the merchant first. The merchant is responsible for telling you how your data is used and for dealing with your requests. We will help the merchant to do so.
2.2 Our own records: we are the controller
We are the controller of a small amount of personal data that we use for our own purposes: to run each merchant's account and subscription, to answer support requests, to keep our systems secure and to meet our legal obligations. Section 4 describes this data.
We are also the controller of the account records that let people sign in to Seilfi directly: the name, email address and password of each person who holds an account. Passwords are never stored in a form that can be read.
3. Personal data we process for merchants
The public version of Seilfi is designed to work without shoppers' personal details. It does not read customer names, email addresses, postal addresses, phone numbers, IP addresses or order notes from the merchant's store, and it does not request access to customer records. Pick lists show only the order number, the items and where they are shelved, and are read live from the merchant's Shopify store rather than stored by Seilfi. The personal data the app does handle is set out below.
Where a merchant uses Seilfi without Shopify, Seilfi holds that merchant's catalogue and stock records itself rather than reading them from another system. The same restriction applies in both editions: Seilfi does not hold shoppers' names, addresses, email addresses or phone numbers.
| What | Whose data | Where it comes from | What it is used for |
|---|---|---|---|
| The name a staff member types when signing in to the app | Merchant's staff | The app's sign-in screen | Showing who is signed in and recording who carried out each count. Held in a signed session cookie for 12 hours (store staff) or 7 days (head office users). |
| Names of staff who run audits and stock takes, and any comments they type | Merchant's staff | Audit and stock-take forms in the app | Audit and stock-take records and reports. Included in the report emails sent to the recipients the merchant chooses. |
| Email addresses of the people the merchant chooses to receive reports and alerts; the merchant's reply-to address and business name | Merchant's staff and the merchant | Entered by the merchant during set-up and in the app's settings | Sending the merchant's stock reports and alerts. |
| Store details: shop name, Shopify domain, currency, Shopify plan and store locations | The merchant (business information) | Shopify | Setting up and running the app for that store. We do not request the name or email address of the store owner. |
| Product data: products, variants, SKUs, barcodes, unit weights, stock levels by location and costs | The merchant (business information) | Shopify, and files the merchant uploads | The core function of the app: counting stock by weight, audits, stock takes and live stock levels. |
| Order data: order number, date, totals, refunds, shipping price, sales channel, location and line items (product, SKU, quantity, price) | The merchant (business information). Orders relate to the merchant's customers, but no customer details are read. | Shopify | Two purposes. First, working out how quickly each product sells so the app can forecast when stock will run low. Sales velocity is measured over a rolling 13-week window, which is why the app reads orders older than 60 days; for this the app keeps only per-product sales counts. Second, producing pick lists so staff can gather the items for an order; a pick list shows the order number, the items and their bin location only, and is read live from Shopify rather than stored by Seilfi. |
| Fulfilment orders, stock transfers, goods-in and purchase orders | The merchant (business information). Purchase orders contain the supplier's name (taken from the product's vendor field in Shopify), products, SKUs, barcodes and quantities. They contain no contact names, email addresses or phone numbers. | Shopify, and entered by the merchant's staff | Moving stock between locations, receiving deliveries, preparing purchase orders for the merchant to send to its suppliers, and marking orders as picked and fulfilled. Pick lists, goods-in and store-to-store transfers are read live from the merchant's Shopify store and are not stored by Seilfi. The only record Seilfi keeps is a weekly transfer plan (products, stores, quantities and timestamps), which contains no personal data. |
| Account details: name, email address and password | The merchant's owner and staff | Entered when an account is created at my.seilfi.com | Signing in to Seilfi. Passwords are stored only as a salted scrypt hash and cannot be read or recovered by us. |
| Files the merchant uploads: stock and catalogue spreadsheets | The merchant (business information) | Uploaded by the merchant | Importing stock. The file is kept as uploaded so that a stock figure can later be traced to the file it came from. |
| Stock movement history: every change to a stock figure, with the name of the person who made it and when | The merchant's staff | Entered in the app | Showing who counted or adjusted what. This record is added to rather than edited: a mistake is corrected by recording the opposite entry, so the history always explains the figure. |
| Subscription status: plan name, status, trial end and billing period end | The merchant | Stripe, for subscriptions taken out directly; Shopify Billing for merchants who subscribed through the Shopify App Store | Checking which Seilfi plan the merchant is on. We never see card or bank details in either case. |
| Shopify privacy requests | The merchant's customers | Shopify's mandatory privacy webhooks | Responding to requests to access or delete customer data (see section 8). We record only the type of request, the store and the identifiers Shopify sends. |
Where a merchant connects a Shopify store, the app asks Shopify for these thirteen permissions only: read and write products; read and write inventory; read locations; read orders, including orders older than 60 days; read and write inventory transfers; read and write merchant-managed fulfilment orders; and read and write fulfilments. It does not ask for any customer permission. Because the app reads orders, it holds Level 1 access under Shopify's protected customer data programme, which requires us to keep data to a minimum, to explain what we do with it, to keep it only as long as needed and to encrypt it.
The app does not process payment card data or any special category data (such as health or biometric data). It contains no advertising, analytics or tracking scripts.
4. Personal data we process for ourselves
| What | Why | Legal basis |
|---|---|---|
| The merchant's store identity and subscription status received from Shopify | To provide the app under our Terms of Service and to know which plan applies | Performance of our contract with the merchant (Article 6(1)(b) GDPR) |
| Names, email addresses and the content of messages from anyone who contacts us for support or with a question | To answer the question and keep a record of what was said | Our legitimate interest in running the service and supporting our customers (Article 6(1)(f)) |
| Technical logs of activity on the app, kept for one day, which may include an email address where an email fails to send | To keep the app secure, to find and fix faults and to prevent misuse | Our legitimate interest in the security and reliability of the app (Article 6(1)(f)) |
| Records showing that we received and handled each Shopify privacy request | To demonstrate compliance with Shopify's requirements and data protection law | Our legal obligations, including under Article 5(2) GDPR (Article 6(1)(c)), and our legitimate interest in demonstrating compliance (Article 6(1)(f)) |
Where we rely on legitimate interests we have considered the impact on the individuals concerned and concluded that it is limited and expected. You can object to processing based on legitimate interests (see section 10).
5. Who we share data with
We do not sell personal data, share it with anyone for their own purposes, use it for advertising, or use it to train machine learning models. We share personal data only with the service providers below, who act on our instructions, and where the law requires.
5.1 Service providers (sub-processors)
Seilfi runs on infrastructure provided by the companies below. Each has a written contract with us that meets the requirements of the GDPR, including the European Commission's Standard Contractual Clauses where data is transferred outside the EEA.
| Provider | What it does for Seilfi | Where data is held |
|---|---|---|
| Vercel Inc. | Hosts and runs the app, including scheduled jobs, and keeps the app's technical logs | The app runs in Vercel's Dublin, Ireland region. Requests are routed through Vercel's global network. Technical logs are kept for one day. Vercel keeps backups that may be replicated outside the EEA. Vercel is certified under the EU-US Data Privacy Framework. |
| Neon Inc. | Provides the Postgres database in which Seilfi stores the records described in section 3, including the catalogue, stock ledger and account records | A database in Amazon Web Services' Frankfurt, Germany region (eu-central-1), provisioned through Vercel. Support and operations may be carried out from the United States under the Standard Contractual Clauses in Neon's Data Processing Addendum. |
| Plus Five Five, Inc. (trading as Resend) | Sends the report and alert emails the merchant asks for | Resend stores the content of every email the app sends, the addresses it was sent to and the delivery logs on servers in the United States for 30 days, with backups held for a further 7 days. This applies whichever region the email is sent from. Transfers to Resend are covered by the EU Standard Contractual Clauses and by Resend's certification under the EU-US Data Privacy Framework. |
Our current list of service providers, with their locations, is published at my.seilfi.com/subprocessors. We will update that page at least 10 days before adding or replacing a provider, and merchants can subscribe to be notified of changes.
5.2 Shopify
Where a merchant connects a Shopify store, Shopify is that merchant's own platform provider, and for merchants who subscribed through the Shopify App Store it is also their billing agent. It is not our service provider in either case. Shopify's handling of the merchant's store data and of subscription payments is governed by the merchant's own agreements with Shopify and by Shopify's privacy policy. Merchants who use Seilfi without Shopify have no relationship with Shopify through us.
5.3 Stripe
Subscriptions taken out directly with us are paid through Stripe Payments Europe, Limited, an Irish company. Seilfi uses Stripe's hosted payment page, so card details pass straight from the payer to Stripe and never reach Seilfi. Stripe is not our sub-processor: it acts as a separate controller of the payment data it collects, under Stripe's own privacy policy. We receive only the subscription's plan and status, the billing period, and the billing name, address and any VAT number needed to issue an invoice and to apply the correct rate of VAT.
5.4 Legal requirements and business changes
We may disclose personal data where the law requires it, for example in response to a court order or a request from a regulator, and we may share it with our professional advisers under a duty of confidence. If our business is sold or reorganised, personal data may be transferred to the new owner on the same terms as this notice.
6. International transfers
Merchants in the United Kingdom and Switzerland. If you are a merchant established in the United Kingdom, your data is transferred to us in Ireland, which the UK recognises as providing adequate protection, and we act as your processor under the UK GDPR as well as the EU GDPR. If you are in Switzerland, the same applies under the Swiss Federal Act on Data Protection. Our onward transfers to the providers in section 5 are covered for UK and Swiss data by the UK International Data Transfer Addendum and the Swiss modifications to the Standard Contractual Clauses built into our providers' contracts.
Transfers outside the EEA. We are based in Ireland. The Shopify edition's database is in Ireland and the direct platform's database is in Germany; both are within the EEA. Because our service providers are United States companies, some personal data may be accessed from the United States for support, and every report or alert email is stored in the United States by Resend for 30 days as described in section 5. Where that happens we rely on the European Commission's Standard Contractual Clauses (Implementing Decision (EU) 2021/914) built into our contracts with each provider, and on each provider's certification under the EU-US Data Privacy Framework where it holds one. You can ask us for a copy of the relevant clauses by emailing hello@seilfi.com.
7. How long we keep data
We keep personal data only for as long as the app needs it. The periods below are built into the app.
| Data | How long |
|---|---|
| Signed-in session (including the staff member's name) | 12 hours for store staff; 7 days for head office users |
| Stock audit sessions and results, including auditor names and comments | 90 to 120 days. Audit flags are kept for 180 days and daily scores for 8 days. |
| Stock-take sessions, including submitter names and comments | 90 days. Weight error records are kept for 180 days. |
| Forecasts of minimum and maximum stock | 90 days |
| Manual overrides and product weight maps | 365 days |
| Weekly transfer plan (products, stores, quantities and timestamps; no personal data) | 90 days, and deleted in full when the app is uninstalled |
| Stock-level snapshots | 400 days |
| Merchant settings (report recipients, business name, reply-to address, unit weights) and the Shopify access token | While the app is installed, then deleted as described in section 8 |
| Account records: name, email address and password hash | While the account exists, and deleted when the account or the workspace is closed |
| Files uploaded to import stock | While the subscription is in place, so that a figure can be traced to its source file, and deleted with the rest of the merchant's data |
| Stock movement history, including the name of the person who made each change | While the subscription is in place. The record is added to rather than edited: a correction is recorded as a further entry, so the history of what happened is preserved. |
| Support correspondence | 24 months after the query is closed |
| Technical logs | One day |
| Records that a Shopify privacy request was received and handled | Six years from the date of the request. When a store's data is deleted under section 8, the record is reduced to the request type, the store, the date and the action taken, with no customer or order identifiers. |
8. Closing an account, uninstalling, and deletion requests
For merchants who use Seilfi directly, a merchant may ask us at any time to close their workspace by emailing hello@seilfi.com. We delete the workspace, its catalogue, its stock ledger, its uploaded files and all account records within 30 days, keeping only what we must for our own legal and accounting obligations, such as invoices. The merchant may ask for an export of their stock data before we do so.
For merchants who installed through the Shopify App Store:
- When a merchant uninstalls Seilfi, we delete the store's Shopify access token immediately, so the app can no longer reach the store.
- 48 hours after uninstall, Shopify sends us a "shop redact" request. When we receive it we delete all data we hold for that store, including staff passcode records and any settings.
- Customer data requests and customer deletion requests from Shopify are acknowledged and logged. Because the app does not store customer personal data, there is nothing to disclose or delete in response to them.
- We check that every request comes from Shopify before acting on it, and we keep a record that each request was received and handled.
9. Security
We protect personal data with measures that include: encryption of all traffic to and from the app; encryption of Shopify access tokens before they are stored; encryption of stored data at rest by our hosting and database providers; storage of each merchant's data under its own store identifier so that it is never read across stores; cryptographically signed sessions; staff passcodes stored only as salted hashes; verification of every request from Shopify by signature; and a secret key for administrative and scheduled functions. Account passwords are stored only as a salted hash using scrypt, with parameters chosen to make large-scale cracking expensive; they cannot be read or recovered by us, and resetting a password sets a new one rather than revealing the old. We do not receive, store or process card details: payment is taken on Stripe's own hosted page and card details pass directly from the payer to Stripe. Our providers hold independent security certifications, including SOC 2.
No system is completely secure. If we become aware of a personal data breach affecting a merchant's data we will tell the merchant without undue delay so that it can meet its own obligations.
10. Your rights
Under the GDPR you have the right to ask for access to your personal data, to have it corrected or erased, to restrict or object to its processing, and in some cases to receive it in a portable form. Where we process data on a merchant's behalf, please send your request to the merchant; we will help the merchant respond. Where we are the controller (section 4), email hello@seilfi.com and we will respond within one month.
One point on correction. The stock movement history described in section 3 is added to rather than overwritten: where an entry is wrong, the correction is recorded as a further entry showing what was changed, by whom and when. We take the view that this satisfies the right to rectification while keeping the record of what actually happened, which is what makes a stock figure auditable. If you would prefer an entry about you to be removed rather than corrected, contact us and we will consider the request.
You also have the right to lodge a complaint with a supervisory authority. Our supervisory authority is the Data Protection Commission, 6 Pembroke Row, Dublin 2, D02 X963, Ireland (www.dataprotection.ie). If you are in the United Kingdom you may also complain to the Information Commissioner's Office (ico.org.uk), and if you are in Switzerland to the Federal Data Protection and Information Commissioner. We would however ask that you contact us first so that we can try to resolve your concern.
11. Cookies
The app uses the cookies below, all of which are strictly necessary for it to work. No consent is required for them and no other cookies or tracking technologies are used in the app.
| Cookie | Purpose | Lifetime |
|---|---|---|
| seilfi_session | Keeps an account holder signed in | 12 hours |
| seilfi_count_by, seilfi_count_location | Remember the name and location entered for counting, so a scanner does not have to retype them | One year |
| shopify_oauth_state | Security check during installation of the Shopify edition | 10 minutes |
Our marketing website at seilfi.com is separate from the app and is hosted by Squarespace. Cookies on that site are described in the website's own cookie notice.
12. Children
Seilfi is a business tool. It is not directed at, and we do not knowingly collect personal data from, anyone under 16.
13. Changes to this notice
We will update this notice if the way the app handles data changes, and we will change the date at the top when we do. Where a change is material we will tell merchants by email before it takes effect.
14. Contact
Hygge Tygge Ventures Limited, The Studio, Upper Cliff Road, Howth, Co. Dublin, Ireland. Email: hello@seilfi.com.