Privacy Policy

Last updated: 14 July 2026

RefundAudit ("we", "our", "the app") is operated by B4SED Ltd. This policy explains what data RefundAudit collects, why it is collected, and how it is handled.

1. What RefundAudit does

RefundAudit is a Shopify app that helps merchants see refund behavior. It builds a refund-focused audit view, shows Actor and Channel attribution, sends a weekly email summary when enabled, and exports audit fields on request.

2. Protected customer data

RefundAudit is designed for Shopify Level 1 protected customer data only. It stores Shopify order and refund references plus customer_id. It does not store customer names, emails, phone numbers, or addresses.

3. Data we collect

• Shop domain and access token - used to authenticate your store and read the refund and order data needed by the app.
• Refund records - refund ID, order ID, order number, timestamps, amount, currency, transaction status, refund note, limited line-item summary, customer_id, Actor, and Channel.
• Actor Labels - labels entered by the merchant for staff Actor IDs.
• Daily order counts - store-level counts used to evaluate refund-rate review flags.
• Raw webhook events - short-lived debugging data retained for 30 days.
• Weekly summary settings - whether the email is enabled, its recipients and language, and the unsubscribe token.

4. Personal data inventory

The personal data RefundAudit may hold is limited to Actor Labels, refund notes, and customer_id. Refund notes are free text entered by the merchant or staff and may contain personal data. Weekly emails may include Actor Labels, but never customer names, customer emails, phone numbers, addresses, refund notes, line-item details, or customer_id.

5. Data we do not store

• Customer names
• Customer email addresses
• Customer phone numbers
• Billing or shipping addresses
• Payment card data
• General customer profiles or customer analytics records

6. How we use data

• Display the Refund Feed and refund totals in Shopify Admin.
• Attribute refunds to Actor and Channel where Shopify provides reliable evidence.
• Run four explainable review-flag rules with history requirements and a weekly cap.
• Create weekly email summaries from the current audit data.
• Provide CSV exports of audit fields.
• Handle Shopify billing, app uninstall, and privacy webhooks.

7. Data retention

• Refund records - retained while the app is installed. If billing lapses, records remain read-only for 60 days and are then deleted if billing is not restored.
• Raw webhook events - automatically deleted after 30 days.
• Actor Labels and settings - retained while the app is installed and deleted when Shopify requests shop deletion.
• Historical import and review-flag records - retained while the app is installed and deleted on shop deletion or after the billing grace period.
• Weekly emails - created at send time and not stored as rendered business records.

8. Privacy webhooks

• Customer data request - RefundAudit records the collected refund records for that customer_id in the privacy request log for merchant export handling.
• Customer deletion - RefundAudit removes customer_id from matching refund records and deletes matching raw webhook data.
• Shop deletion - RefundAudit deletes all shop data from every app table, including Actor Labels.

9. Data storage and processors

RefundAudit runs on Cloudflare Workers and stores data in Cloudflare D1. Data is encrypted in transit with TLS and encrypted at rest by Cloudflare. Weekly email summaries are sent through Resend when enabled and a recipient is configured.

10. Your choices

You can disable the weekly email, change recipients or language, export audit data, or uninstall the app at any time. Each weekly email includes a one-click unsubscribe link.

11. Contact

Privacy questions or data requests: [email protected]

B4SED Ltd, United Kingdom.