Privacy policy
Effective date: 21 July 2026
POClerk (poclerk.com) is an app for Shopify stores that turns emailed purchase orders into draft orders. It is independently operated ("POClerk", "we", "us"). Questions and requests: privacy@poclerk.com.
The short version
- We store your purchase-order emails and files so you can review them, and we delete the originals automatically after a retention window you control (90 days unless you change it).
- PO content is sent to one AI provider (Anthropic) to read it. It is not used to train AI models.
- Everything lives on Cloudflare's platform; the database and file storage are located in Cloudflare's Eastern Europe region.
- We never sell personal data, never use buyer data for marketing, and show no ads.
- Uninstall the app and everything is deleted, automatically, on Shopify's standard schedule.
Who this policy covers
- Merchants — the store that installs POClerk. For your account data, we are the data controller.
- Buyers — your wholesale customers whose names and email addresses appear on purchase orders. For buyer data, you (the merchant) are the controller and POClerk is your processor: we handle it only to provide the service to you, on your instructions as expressed through the app.
What we collect, why, where, and for how long
| What | Why | Where it is stored | How long |
|---|---|---|---|
| Merchant account — store domain, store name, contact email, app settings, plan and billing status, encrypted Shopify API tokens | To run the app for your store and bill through Shopify | Cloudflare D1 database (Eastern Europe region) | While the app is installed; deleted after uninstall (see "Uninstalling") |
| Purchase-order documents — the raw emails your buyers send or you forward, their attachments (PDF, Excel, CSV, images), and files you upload | To read the order and show you the original beside what was entered | Cloudflare R2 file storage (Eastern Europe region) | Purged automatically after your retention window — default 90 days, adjustable 7–365 days in Settings; also deleted on buyer redaction and on uninstall |
| Extracted order data — buyer name and email, PO number and date, order lines (quantities, item codes, prices), match results and review notes | So you can review, fix, and create the draft order; per-customer alias memory | Cloudflare D1 (Eastern Europe region) | While the app is installed; buyer-identifying fields deleted on a buyer redaction request; everything deleted on uninstall |
| Product catalog snapshot — your products' SKUs, titles, options, barcodes, prices, inventory levels | To match PO lines to your products | Cloudflare D1 (Eastern Europe region) | Kept in sync while installed; deleted on uninstall |
| Usage metrics — counts of documents processed, per-line result classes, processing cost and latency, keyed to your store | Service quality, plan limits, and our published aggregate accuracy statistics | Cloudflare Analytics Engine | Retained for about three months (Cloudflare's Analytics Engine retention window), then expires automatically |
| Feedback — messages you send through the in-app or site feedback form, with an optional email address | To read and answer your feedback | Cloudflare D1 (Eastern Europe region) | Until handled; deleted on uninstall |
We do not collect payment card details (Shopify handles all billing) and we place no advertising or cross-site tracking cookies. The embedded app uses Shopify session tokens for sign-in; the website uses no analytics that identify you. The public feedback form is protected by Cloudflare Turnstile, a privacy-preserving check that blocks automated spam.
AI processing (how POClerk reads a PO)
To extract order lines and match uncertain lines to your catalog, POClerk sends the content of each purchase order — the document text or images, plus a shortlist of candidate products from your catalog — to Anthropic (the Claude API), our AI subprocessor. Under Anthropic's commercial API terms, this data is not used to train AI models. POClerk does not train any model of its own on your data either. What the AI produced is always visible: every entered line can be inspected next to the original document, and uncertain lines are held for your review rather than acted on.
Where your data lives
POClerk runs entirely on Cloudflare's platform. The database (Cloudflare D1) and file storage (Cloudflare R2) that hold the data above are located in Cloudflare's Eastern Europe region (verified 21 July 2026). Requests are processed by Cloudflare's global edge network in transit, as with any Cloudflare-hosted service. Inbound PO email is received by Cloudflare Email Routing at your store's dedicated address on in.poclerk.com; confirmation replies are sent through Cloudflare Email Sending from mail.poclerk.com.
Who we share data with (subprocessors)
| Subprocessor | What they process | Why |
|---|---|---|
| Cloudflare (hosting, storage, email) | All data in the table above, encrypted in transit | Runs the entire service |
| Anthropic (Claude API) | PO content and candidate catalog lines, per "AI processing" above | Reads and matches purchase orders |
| Shopify | Your store identity, subscription/billing events, draft orders the app creates in your store | The platform the app runs on |
That is the whole list. We do not sell personal data, share it with data brokers or advertisers, or use buyer data for any marketing.
How long we keep data (summary)
- Raw PO files (emails, attachments, uploads): deleted automatically by a nightly job once older than your retention setting — default 90 days, adjustable 7–365 days. Extraction results (the entered lines) stay so your order history remains reviewable.
- Buyer redaction: on a customer data-erasure request relayed by Shopify, we delete that buyer's identity records, learned aliases, their documents' identifying fields, and all their raw files.
- Uninstalling: uninstalling revokes our access token immediately. Shopify sends the shop-deletion signal about 48 hours later, and on it we delete everything — all files and every database record for the store. Draft orders already created live in your Shopify store and are yours.
Your rights
Merchants can access and change their data in the app (settings, aliases, buyers, documents) or write to privacy@poclerk.com to access, correct, export, or delete anything, or to object to or restrict processing. If you are in the EU/EEA or UK, you also have the right to complain to your supervisory authority.
Buyers should direct requests to the merchant they ordered from — the merchant is the controller of buyer data. POClerk supports the merchant's obligations automatically through Shopify's mandatory privacy webhooks:
customers/data_request— logged and surfaced so the merchant can provide the buyer's data; we assist on request.customers/redact— the buyer's personal data is erased as described above.shop/redact— the store's complete data is erased after uninstall.
Security
- Shopify access tokens are stored encrypted (AES-GCM) and never leave the server side.
- All traffic is TLS; webhooks are verified with Shopify's HMAC signatures before anything is processed.
- Inbound email is checked against sender authentication (DMARC); by default, mail that fails authentication for your address is rejected.
- Files are stored under per-store keys and served only through authenticated, signed URLs.
- The app requests only the Shopify permissions it needs, and holds Shopify's protected customer data approval for the customer fields it uses (name and email) — used solely to enter and review orders.
International transfers
Primary storage is in Cloudflare's Eastern Europe region. Anthropic is a US provider; transfers to it are covered by a data-processing agreement that incorporates the EU standard contractual clauses. Cloudflare processing is covered by Cloudflare's data-processing addendum.
Children
POClerk is a business tool for merchants and is not directed at children.
Changes to this policy
If this policy changes materially, we will note it here with a new effective date and flag it in the app.
Contact
privacy@poclerk.com — or support@poclerk.com for anything else.