Privacy policy

Last updated 29 October 2026 · applies to the Stockkeep Shopify app and to stockkeep.app

Who we are, and who is responsible

Stockkeep is built and operated by Jaroslav Bílek, a sole trader (osoba samostatně výdělečně činná) registered in the Czech Republic, trading as Stockroom Labs.

• Place of business: Italská 615/7, Vinohrady, 120 00 Praha 2, Czech Republic
• Company identification number (IČO): 24436780
• Registered in the Czech Trade Licensing Register (živnostenský rejstřík), kept by the municipal trade licensing office at that address.
• Contact: support@stockkeep.app

That person is the data controller for the purposes described below. For anything in this policy, including a request to see or delete your data, use the address above.

Which hat we are wearing

Two different relationships are covered by this policy, and the law treats them differently.

• Your store’s data — we are a processor. Products, inventory, costs, suppliers, purchase orders and stocktakes belong to you, the merchant. You decide why they are processed; we only act on your instructions, given through the app. If one of your own staff or suppliers asks to exercise a data-protection right over that data, the request belongs to you as controller, and we will help you answer it.
• The installer’s name and email, and the form on this website — we are the controller. Those we hold for our own purpose, which is running and supporting the app.

Why we are allowed to hold it

• Performance of a contract (GDPR Article 6(1)(b)) — everything needed to provide the app to the shop that installed it, including the access token, your app records and the installer’s contact details.
• Consent (Article 6(1)(a)) — the install-request form on this website. You typed your address in to ask us something; withdraw it at any time and it is deleted.
• Legitimate interests (Article 6(1)(f)) — keeping the service secure and working, which is why refused cross-shop attempts and application errors are recorded. We have weighed this against your interests and it is limited to operational records, never profiling.

What the app reads from your store

Stockkeep requests five Shopify access scopes and no others. They are shown to you on the install screen before you grant anything.

• read_productsProducts and variants: title, SKU, barcode, price, weight. Used to build purchase-order lines, print barcode labels and price the stock you count.
• read_locationsYour locations, so a purchase order or stocktake can be attached to one.
• read_inventoryOn-hand quantity and unit cost per variant per location. This is the figure Stockkeep re-averages when you receive a delivery.
• read_ordersOrders from the last 60 days, read once when you first grant this scope. Stockkeep adds up how many of each product sold and keeps only that total per product, not the orders themselves. It never sees who placed an order, because it doesn’t ask Shopify for customer names, emails, addresses or phone numbers.
• write_inventoryAdjusting inventory quantities and unit cost. If a product you are receiving or counting is not yet stocked at that location, Stockkeep also tells Shopify to stock it there, because otherwise the quantity has nowhere to land. Those are the only three things it writes. It writes when you receive a purchase order or post a stocktake and, if you have linked two stores, when a count changes in one of them and the other has to follow. Stockkeep doesn’t change your stock any other way.

Customer records, payments, checkout, discounts, marketing and staff accounts are not in that list, which means Shopify will not serve them to Stockkeep even if it asked.

What is stored on our server

• Your shop domain and the Shopify access token that lets the app act on your behalf.
• Suppliers you enter, including any supplier contact email you choose to type in.
• Purchase orders and their line items, including costs, freight and receiving history.
• Stocktakes and the counts recorded against them, including the reason given for any difference between the count and the system figure.
• One inventory snapshot per location per day: variant, quantity, unit cost.
• A sales total for each product over the 60 days before you installed: the product and a quantity, nothing about who bought it.
• A log of cost changes, so a cost can be traced back to the delivery that caused it.
• Closed accounting periods: the opening and closing stock values you filed for a date range, the movements behind them, any note you added, and the Shopify staff user id of whoever closed or reopened the period.
• Write-downs to net realisable value and their reversals: variant, quantity, cost, the value you recorded, the reason, and the staff user id who recorded it.
• Your settings, such as whether you cost by weighted average or last cost, your ledger account codes for the journal export, and your accountant’s email address if you enter one.
• Store links you set up: the other store’s domain, the products you chose to sync and the counts the two stores last agreed on. Stock counts move between the stores you linked, and only those.
• The email address Shopify holds for your shop, used to tell you when a link needs your attention. It is used for sync alerts and nothing else.
• The date the daily snapshot last ran for each of your locations, so it runs once a day and not twice.
• Where Shopify includes it with the session, the name and email address of the store owner or staff member who installed the app.

Personal data, specifically

The only personal data Stockkeep holds is the name and email of the person who installed it, and any supplier contact details you enter yourself. No data about your customers passes through the app at any point. Nothing is used for profiling, advertising, or training any model.

The install request form on this site

The form on the front page sends two things: your email address, and optionally your Shopify store name. They are stored on the same server described below and emailed to us as a notification, so that we can reply to you. That is the whole purpose — there is no mailing list, no sequence, and the address is never passed to anyone else or used to advertise to you. Ask and it is deleted.

How long it is kept

• Store data and the access token — for as long as the app is installed, then deleted as described under Deletion below. Shopify’s API Terms require every copy to be gone within 30 days of uninstall, and ours are gone within 48 hours.
• Install-request emails from the form on this site — kept until we have answered you and for no more than 12 months after that, then deleted.
• Operational records (application errors, refused cross-shop attempts) — kept no longer than 90 days. They never contain access tokens.
• Backups — we keep no scheduled backups of the application database. If a copy is ever taken to move or repair the server, it is deleted as soon as that work is finished and never outlives the data it came from.

Where it is stored

On a single server in Helsinki, Finland, rented from Hetzner Online GmbH. Traffic to it is encrypted with TLS. The database file is readable only by the application account on that machine.

Who else touches it

• ShopifyThe platform the app runs inside. Shopify's own privacy terms cover your store data.
• HetznerHosting, in Finland. They hold the disk, not the keys to your Shopify account.
• OpenRouterOnly if you use Stockkeep AI, the chat inside the app. It passes your question to the company running the AI model and brings the answer back.

That is the complete list. There is no analytics provider, no error-tracking service, no email marketing platform and no advertising network. Apart from OpenRouter and the model behind it for Stockkeep AI, no AI provider is in the path unless you connect one yourself, as described next.

If you connect an AI assistant

Stockkeep has an AI assistants page where you can connect ChatGPT (made by OpenAI) or Claude (made by Anthropic) to your store. Nothing goes to either of them until you approve the connection inside your Shopify admin, and only staff signed in to your store can do that, so someone who gets hold of the connector address still can’t get in with it. Once it’s approved, the assistant can ask Stockkeep about your stock, reorder suggestions, purchase orders, suppliers and inventory value, and it can create draft purchase orders. Stockkeep answers for your store alone and sends back only what was asked for.

The assistant is your service, not ours. OpenAI or Anthropic handle what it receives under your own account and agreement with them, so their privacy terms apply to it, and they may process it outside Europe. We don’t run an AI model of our own and we never use your data to train one.

On our side we keep a short record of each connection: which assistant it is, when you connected it and when it last asked for something. Its access keys are stored only as fingerprints that can’t be turned back into keys. You can disconnect an assistant on the same page whenever you like, and its access ends with its next request. Uninstall Stockkeep and every connection goes with it.

If you use Stockkeep AI

Stockkeep AI is the chat inside the app. Nothing’s sent anywhere until you ask it something. When you do, Stockkeep sends your question and the store data needed to answer it, such as stock levels, reorder figures, purchase orders, suppliers and costs, to OpenRouter, a service that passes it to the company running the AI model and brings the reply back. Today the answers come from OpenAI’s gpt-oss model, run by a company OpenRouter works with.

Our OpenRouter account is set to skip any model provider whose policy lets it train on what we send. Their servers may be outside Europe, for example in the United States. We keep your conversations on our server so you can go back to them, and each one opens only for the staff member who had it. You can delete any of them from the chat list whenever you like, and the rest go when you uninstall, as described under Deletion. We also store how many answers your store has used this month, so we can count the credits you’ve got left.

Logs

The web server keeps no access log, so your IP address is not recorded when you browse this site or use the app. The application writes operational records only: an error if something fails, and a line if a request tries to reach another shop’s records so that we can see it was refused. Shopify access tokens are never written to any log, and that is enforced by an automated test.

Transfers outside Europe

None. The server is in Finland and the data stays there. Hetzner processes it only as our hosting provider, under their data processing agreement and the GDPR, and has no right to use it for anything else. Shopify holds your store data under its own terms with you, which is a separate relationship from this one. The exceptions are an AI assistant you connect yourself, since what it asks for goes to OpenAI or Anthropic as described above, and Stockkeep AI, whose questions go to OpenRouter and the company running the model.

Cookies

Stockkeep sets no cookies. It authenticates every request with a short-lived session token handed to it by the Shopify admin, so there is nothing to store on your machine — the running app returns no Set-Cookie header on any route. The Shopify admin page around the app sets its own cookies; those are Shopify's, under Shopify's terms, and Stockkeep cannot read them. This website — the pages you are reading now — sets no cookies either, and makes no requests to any other domain, including for its fonts.

Deletion

Three things happen, without you having to ask:

• When you uninstall, Shopify notifies the app and the access token and session are deleted at once. The app can no longer reach your store from that moment.
• Shopify then sends a shop-redact request 48 hours later. On receiving it, Stockkeep deletes your suppliers, purchase orders, line items, stocktakes, counts, inventory snapshots, sales totals, cost-change history, closed accounting periods, write-downs, store links, snapshot timestamps, Stockkeep AI conversations and settings for that shop. Your filed period figures go with everything else — they are your record, not ours to keep, and you can export them at any time before you uninstall.
• Shopify's customer data-request and customer-redact notifications are answered with the fact that no customer data is held, because none is.

You can also ask for deletion at any time, installed or not, at support@stockkeep.app.

Your rights

Under the GDPR you may ask for a copy of your data, ask for it to be corrected, ask for it to be deleted, ask for it in a portable format, object to how it is handled, or withdraw consent where that is what we relied on. Write to support@stockkeep.app and you will get an answer without undue delay and within one month, which the law lets us extend by two further months for a complicated request — we will tell you if that happens.

Where we hold something as your processor rather than as controller — your store’s products, costs, suppliers and counts — send the request to the merchant who owns that store, and we will help them answer it.

You may also complain to a supervisory authority: yours where you live or work, or ours, the Office for Personal Data Protection of the Czech Republic (Úřad pro ochranu osobních údajů, uoou.cz).

Security

• Every database query is scoped to the shop that made the request. The app carries automated tests that fail the build if a route can be made to read another shop's records, and any attempt to reach across shops is refused and logged.
• Shopify access tokens are never written to logs. That is enforced by a test, not by a convention.
• Webhooks from Shopify are rejected unless their signature verifies.
• The database file holding access tokens is not readable by other accounts on the server.

If you need a data processing agreement

Because we process your store’s data on your behalf, Article 28 of the GDPR expects a written agreement between us. This policy sets out the subject matter, duration, nature and purpose of the processing, the kinds of data and the obligations above, and installing the app accepts it as those terms. If your own compliance process needs a separate signed document, ask at support@stockkeep.app and you will get one.

Children

Stockkeep is a tool for running a business and is not directed at children. We do not knowingly hold data about anyone under 16.

Changes to this policy

If this policy changes, the date at the top changes with it. Material changes affecting installed shops will be sent by email to the address on the install.