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InventoryIntel

Sparande · E-commerce · InventoryIntel

Privacy Policy

Last updated: 25 October 2026 · Applies to: inventory-intel

This Privacy Policy explains what data InventoryIntel collects, how we use it, who processes it for us and where, how long we keep it and how it is deleted, and how merchants and customers can contact us. InventoryIntel is provided by Sparande Ltd (Company No. 16954958), a company within the Valo Astris group, operating as a division of Valo Astris Ltd (Company No. 16716075). Both are private limited companies registered in England and Wales, with their registered office at 2 Titchener Way, Hook, England, RG27 9GB (“Sparande”, “we”, “us”). Sparande Ltd is the party that contracts with you. For the store data we process on a merchant's behalf, the merchant is the controller and we are its processor; our processor commitments are in the Data Processing Agreement, which forms part of our Terms of Service. For the limited records described in section 5 (billing, fraud and abuse prevention, and proof that a deletion happened) we decide the purpose ourselves and act as controller.

1. What Data We Collect

InventoryIntel processes merchant, store, and operational commerce data from Shopify, plus the settings merchants add inside the app. This includes:

  • Store and account information: shop domain, Shopify store ID, plan and billing status, timezone and currency settings, and the store owner's contact email made available through Shopify, which we use for operational notices.
  • Merchant authentication and audit data: Shopify session records and app authentication data, which may include the merchant or staff user ID, name, email address, account-owner flag, locale, and access tokens (stored encrypted). We use this for secure access, operational notices, approvals, and to record who triggered certain actions in the app.
  • Product, inventory, and location data: product titles, variant titles, SKUs, barcodes, pricing, compare-at pricing, unit cost, inventory quantities, inventory item IDs, tags, product type, vendor, product images, and location-level inventory facts used to detect stagnant stock and choose recovery actions.
  • Order and campaign performance data: order-line facts and recovery performance records used to calculate sales velocity, slowing demand, risk, attribution, and recovery outcomes. This can include order IDs, product or variant IDs, quantities, prices, order timestamps, source channel, shipping country code, discount identifiers, and campaign outcome data. It does not include the customer's name, email address, phone number, street address or payment details.
  • Merchant-provided inputs: automation rules, AI context notes, storefront campaign settings, approval choices, marketplace connections, and other configuration data entered in the app.
  • Privacy requests forwarded by Shopify: when Shopify forwards a customer's data request, it includes the customer's Shopify ID, email address and the order IDs concerned. We use these only to handle that request (section 6).

Apart from privacy requests, InventoryIntel's workflows do not store customer names, email addresses, phone numbers, street addresses, or payment details. Merchant notes are free text: please do not put personal data in them.

2. How We Use Information

We use the information described above to provide and improve InventoryIntel.

  • Analyze product movement and sales velocity over time.
  • Calculate inventory velocity, risk scores, and recovery opportunities for your catalogue.
  • Generate AI-assisted recovery plans, recommendations, and campaign copy.
  • Create and track Shopify discount codes, bundles, tags, and storefront campaign assets when you launch a campaign.
  • Record merchant approvals, overrides, state transitions, sync attempts, and recovery outcomes for support, rollback, and audit purposes.
  • Send operational reminders, audit notices, and privacy-response emails when needed.
  • Process billing and subscription management through Shopify.
  • Maintain service reliability, troubleshoot issues, and improve recommendations.
  • Use infrastructure and application logs for security, fraud prevention, cost control, and service monitoring.
  • Record privacy-webhook handling and operational access events so privacy requests and security incidents can be audited.

Learning across stores. When InventoryIntel finds a bundle opportunity it records a bundle-performance signal: the two product types involved (as the merchant names them), the pairing and its scores. Signals from all stores are averaged to calibrate how confident bundle recommendations are for every store. Only the average is used, and only when it draws on signals from at least five stores, so no single store's results can be read from it. The signals contain no personal data, no product names and no sales figures. A store's signals are deleted with its data. Older signals that do not record which store they came from are never used and are deleted.

We never sell, rent, or share your store data with third parties for marketing or advertising purposes.

The embedded app and this website use no third-party advertising or analytics trackers. If we introduce product analytics tooling in the future, we will update this policy before using it.

3. AI Processing

InventoryIntel sends selected store-operational data to Microsoft's Azure OpenAI Service, in Microsoft Azure's East US region, through Sparande's own AI platform services, to generate recovery recommendations and merchant-facing copy. This may include product titles, variant titles, SKUs, prices, inventory levels, velocity metrics, campaign context, and merchant notes or preferences relevant to the recommendation. Merchant notes are also kept in a searchable copy so the AI can use them as context.

This AI input is not fully anonymised because product and SKU data can identify items in a merchant's catalogue. It is limited to business and operational data: we do not send customer names, contact details or payment details to the AI service.

4. Who Processes Data for Us, and Where

InventoryIntel runs on Microsoft Azure in the United States. We use these service providers (sub-processors) for merchant data:

  • Microsoft (Azure): application hosting, the PostgreSQL database and its backups, job queues, secret storage (Azure Key Vault), application logs, and the Azure OpenAI Service. Region: East US; database backups are replicated to Azure's paired region, West US.
  • Resend (Resend, Inc., United States): sending the app's emails.
  • Microsoft 365: the mailbox that receives support, privacy and legal email.
  • Valo Astris Ltd (our group company, United Kingdom): holds and administers the Microsoft Azure account the service runs on, for Sparande Ltd, under an intra-group arrangement between the two companies.

Sparande's own platform services (for finding and verifying recovery opportunities and running campaigns, for the store's Shopify connection, and for searching merchant notes) run on the same Microsoft Azure infrastructure and are operated by us, not by a third party.

Other recipients that are not our sub-processors. Shopify provides the platform the app runs on and bills you for it, under Shopify's own terms and privacy policy. Where market-price signals are enabled, product titles and barcodes are looked up on Amazon's and eBay's catalogue APIs; this contains no personal data. If you connect your own marketplace account (for example Faire, Amazon Business, eBay, Mable or RangeMe), the listing and order data needed for that channel is sent to it on your instruction, under your agreement with that marketplace.

Because our infrastructure is in the United States, data from merchants in the UK or the EEA is transferred there. Where UK or EU law requires a safeguard for such a transfer, we use a safeguard that law recognises for each provider, and merchants can ask us at support@sparande.co.uk which one applies.

5. Data Retention and Deletion

While the app is installed.

  • On install, InventoryIntel imports the last 90 days of orders (this is why it asks Shopify for access to all orders: without it Shopify gives only 60 days). Order lines are kept for 400 days from the date of the order, so that a full year of sales velocity and campaign attribution can be measured, and are then deleted.
  • Some records are deleted on a fixed schedule while you use the app: audit-log entries, sync records and recovery-action records after 90 days, daily velocity snapshots after 365 days, and webhook delivery records after 30 days.
  • Application logs are kept for 30 days. Tokens, API keys, passwords and secrets are redacted from them; customer identifiers in privacy-request logs are recorded only as one-way hashes. Logs can contain a store's domain and a staff member's email address where it is needed to trace an action.
  • Copies of the emails the app sends (including recipients' addresses) are kept in our email log for 90 days and then deleted, or sooner when the store's data is deleted.
  • Background-job messages that fail repeatedly are held in a holding (“dead-letter”) queue until an engineer reviews and clears them. Other queued messages expire after 14 days.

When you uninstall.

  • At once (a background job, normally within minutes of Shopify telling us): live campaigns are rolled back where Shopify still allows it, your Shopify sessions and access tokens are deleted, the app's Shopify credential is removed from Sparande's platform services, and the store is marked uninstalled.
  • The restore window. We keep the store's app data until the end of the billing period you have already paid for, or for 48 hours if there is none, and never for more than 30 days after the uninstall. If you reinstall in that time you can restore your previous settings, or choose Start Fresh to delete the preserved data at once.
  • Personal data during the window. Shopify says it sends its mandatory shop/redact request 48 hours after an uninstall; the timing is Shopify's, not ours. When that request arrives during the window, we remove the personal data at once: staff names and email addresses (in user, approval, role-request and single-sign-on records), merchant notes, emails waiting to be sent, and the cached store-owner email address. What remains until the window ends is non-personal operational data: settings, rules, role mappings without names, product, inventory and order-line facts, and campaign records. That is what a reinstall restores; staff identities are filled in again from Shopify when your team signs in.
  • When the window ends. A nightly job deletes the store record and all related app data, whether or not Shopify's request has arrived, normally within 24 hours of the window ending. A deletion that fails part-way is retried every night until it completes. If Shopify's request arrives after the window has ended, the store's data is deleted when it arrives. Either way the deletion completes well inside the 30 days Shopify allows from its request.
  • Sparande's platform services. Those services hold copies of some store data that InventoryIntel caused them to process: recommendation, campaign and rollback records, the store's Shopify connection, product and order facts, and the searchable copy of merchant notes. Whenever InventoryIntel deletes a store's data (when the restore window ends, when Shopify's shop/redact request arrives, or when a store is blocked), it first records a deletion request for each of those services, then asks each to delete what it holds for InventoryIntel, and retries until each confirms. A request not confirmed within 7 days is escalated to an engineer and is still retried every day. Data those services hold in common for all of Sparande's apps on the store, such as the shared catalogue and order records, is deleted when the last Sparande app is removed from the store; until then another Sparande app still uses it. Some campaign-result records may be kept up to 30 days longer, until that campaign's results are settled. Nothing is deleted for a store that has installed the app again.

What is kept after the store's data is deleted.

  • Proof of deletion: a record that a deletion request was received and carried out, including each platform service's confirmation (the store's domain, what was deleted and when, as counts), so that we can show we complied.
  • Billing records: for each uninstall, the store's domain and Shopify store ID, the dates the service ended, was paid through and (if it was) resumed, and any balance owed. These are needed for outstanding balances, tax, accounting and disputes. We retain billing records for as long as needed for accounting, tax and dispute purposes under our retention schedule, and then delete them. Free-text notes and uninstall reasons are removed when the store's data is deleted.
  • Backups: deleted data remains in our encrypted database backups until those backups expire, 30 days later (including the copy in the paired backup region). Backups are used only to recover from failure.
  • Stores blocked for abuse: the records described below.

Stores blocked for abuse. Sparande may block a store that abuses InventoryIntel, for example a fraudulent store. For a blocked store, InventoryIntel refuses its requests, uninstalls itself from the store (through Sparande's Integration Platform where that platform holds the store's Shopify credential) and deletes the store's app data. To stop the abuse recurring and to show that the block was carried out, we keep:

  • an enforcement record for the block: the store's myshopify domain, the block number, how and when the uninstall was confirmed (including Shopify's notification ID, the installation number and, where a credential was used, a one-way fingerprint of it, never the credential itself), a summary of what was deleted, and the status reports sent to Sparande;
  • the IDs of the Shopify uninstall notifications already processed, so none is acted on twice;
  • while a deletion is running, a short-lived lock row (the store's domain, the block number, a record version, two timestamps and a random owner ID) that stops the store being reinstalled part-way through. It is removed when the deletion finishes, or expires 65 minutes after it was taken if the deletion stops;
  • at Sparande's Integration Platform, a receipt of a successful uninstall, for seven days.

These records contain no customer personal data. The enforcement record and the notification IDs are kept with no end date, after the store's data is deleted, including after a shop/redact request, because we have a legitimate interest in preventing fraud and abuse of our apps.

6. Shopify Privacy Webhooks (GDPR & CCPA)

  • customers/data_request: we compile what InventoryIntel holds for the orders named in the request and send it, with the customer's email address, to our support inbox. We provide that information to the merchant within 30 days of the request, so that the merchant can answer its customer; we do not contact the customer ourselves. Our copy of that email is deleted after 90 days.
  • customers/redact: we delete the order-line, bundle-sale, revenue-attribution and wholesale-order records for the orders Shopify names, and remove related listings from connected marketplaces where the app placed them.
  • shop/redact: we remove personal data at once, and delete the store's app data and have our platform services delete their copies, as described in section 5.

7. Security & Infrastructure

  • Data is encrypted in transit (HTTPS) and at rest (Azure-managed database and backup encryption). Shopify access tokens are additionally encrypted by the application before they are stored.
  • The production database accepts no connections from the public internet, and production secrets are stored in Azure Key Vault, not in source code.
  • Two-factor authentication is required for every member of our source-code organisation on GitHub.
  • Production data is kept separate from development data; development uses test stores.
  • Access inside the app is role-based, and merchant approvals and state changes are recorded for audit.
  • We maintain a written security incident response process for containment, investigation, recovery and notification, owned by our CEO and CTO. Please report a suspected security incident to support@sparande.co.uk.

8. Privacy Rights

  • Merchants and customers may have rights under applicable privacy laws, including rights to access, correct or delete personal data.
  • Merchants can contact us directly about app data and can download an app-data export at any time while the app is installed. Customers should usually make privacy requests to the merchant or through Shopify; Shopify forwards them to us as described in section 6.
  • Uninstall and reinstall are self-serve: restore your previous settings if you reinstall within the restore window, or choose Start Fresh to delete the preserved data at once.
  • You can complain to the UK Information Commissioner's Office (ico.org.uk) or your local data-protection authority.

9. Contact Us

For privacy-related requests, data deletion, or questions about this policy:

  • Email: support@sparande.co.uk
  • Export: logged-in merchants can download an app-data export from the in-app Privacy page.
  • Response time: within 30 days for data-protection requests; other enquiries are answered as soon as we reasonably can.