Your information
Privacy policy
Stitchproof is operated by Derek Zhang, an individual based in China ("we", "us"). It helps Shopify merchants prepare item-specific embroidery proofs, collect customer decisions and organize written changes into AI-assisted drafts. For privacy questions, contact whitleylobalbo315@gmail.com.
Information we process
- Store and order information: the store domain and identifier, installation and subscription status, order identifiers and display numbers, update/cancellation status, order-item identifiers, names, quantities and custom attributes provided by the merchant's store.
- Proof records: embroidery text, thread color, placement, size, quantity, optional uploaded artwork, published versions, revision notes, approval/change-request decisions and timestamps. Personalization text or artwork may itself contain personal information, such as an embroidered name.
- Operational records: encrypted Shopify access credentials, usage/allowance counters, subscription cycle identifiers, optional pricing feedback, hashed review-link keys, and records needed to handle privacy requests and prevent erased orders from being re-imported.
- Support and technical information: information you send to our support email, and technical request information (such as IP addresses and request metadata) processed by our infrastructure providers to deliver and secure the service.
Our order query does not request customer name, email, phone, shipping address, billing address or payment-card fields. Nevertheless, merchants and customers may include personal information in custom attributes, proof content, artwork or messages. Please include only information needed for the proof and do not submit sensitive personal information or payment details.
Our data processing terms form part of the merchant agreement. We retain the accepted agreement version, database acceptance time and installation reference; AI requests require a separate optional confirmation.
How information is used
We use this information to authenticate the store, display order items, save and show proofs, record customer decisions, verify subscriptions and allowances, provide requested AI drafting, prevent unauthorized access and handle support and privacy requests. We do not sell proof or customer information, use it for advertising, or operate advertising trackers in the app.
Optional AI processing
When a merchant selects Organize with AI, we send the entered revision message, the five current proof fields (text, thread color, placement, size and quantity) and interface language to MiniMax to produce a draft. The current service uses the MiniMax-M3 model at api.minimax.cn, a China service endpoint. Images, Shopify access tokens, order identifiers and customer contact fields are not intentionally included in this AI request. Information typed into the message or proof fields is included.
AI is optional: merchants can edit and publish proofs manually. AI output must be checked before applying it; applying it does not publish a proof or approve production. Do not include unrelated personal information in AI input. MiniMax’s public terms permit input/output processing for service and algorithm or model improvement as well as providing the requested service. Before sending a request, merchants must separately authorize this optional processing in the app. We have no separate zero-retention or no-training commitment from MiniMax for this account.
Service providers and international processing
| Provider | Purpose |
|---|---|
| Shopify | Store authentication, authorized order access, billing status and privacy webhooks. |
| Neon | Hosted PostgreSQL database. The current app database is in a United States region. |
| Cloudflare | Application hosting and request delivery for the Cloudflare test deployment. |
| Vercel | Hosting and request delivery for the earlier closed-test deployment. |
| MiniMax | Optional text-based AI drafting through the China endpoint described above. |
| Google / Gmail | Support email when you contact us. |
The operator is based in China. Our providers may process information in the United States, China and other locations where they operate. These locations may have different data-protection rules from your location. Merchants should evaluate this processing for their business and provide any required notices or permissions before sending customer information. We may disclose information when legally required or to protect the security and rights of the service and its users.
Access and protection
Merchant requests require a verified Shopify session. Shopify access credentials are encrypted before being saved in the application database, and service connections use HTTPS. A private review link grants access to the corresponding item and version without a customer login. Anyone holding that link can view and respond to that proof; share it only with its intended recipient. We cannot guarantee absolute security.
Retention and deletion
For the current service, imported order proof content is kept for up to 180 days per order unless a supported erasure request or uninstall cleanup removes it earlier. The 180-day period is measured from the database time of the last actual saved change for that order, such as first import, a saved change to imported order details, proof publication, customer approval or customer change request. Browsing, refreshing, or copying a review link does not extend the period. Legacy records use the latest available saved server timestamp; we do not rely on a customer browser clock.
When an order reaches the retention limit, the live app record no longer returns that order or its proof links. Cleanup removes that order's proof versions, uploaded artwork, customer messages, review links, approval and change histories and matching privacy-request order references. Deletion is not reversible, and the app does not automatically re-import an expired order. Other orders are not affected. Limited installation records, usage and allowance counters, privacy-request handling records, and opaque anti-reimport/deletion hashes may be retained for necessary operational, billing, abuse-prevention and compliance purposes.
A bounded Cloudflare scheduled cleanup is intended to scan eligible records regularly; during the current small closed test this is expected to clear expired records daily, but provider outages or operational issues may delay cleanup. Verified Shopify customer-erasure requests remove the specified orders and associated proofs and links. A verified store-erasure request for an inactive installation removes its app record content, retaining an opaque lifecycle/deletion marker to prevent stale operations from restoring data. Requests that conflict with a currently active installation require verification. Provider backups and operational logs follow their own retention schedules and may not disappear at the same moment as live records; we do not promise that Shopify, Neon, Cloudflare, MiniMax, Google or other providers delete their independent logs or backups within 180 days.
Your choices and requests
If you are a customer, contact the merchant who sent your proof for order changes, access, correction or deletion. Merchants can use Shopify's privacy-request process and the app's customer-data-request section to download relevant records. Generating a download does not automatically deliver it to a customer. You may also contact us at the email above; we may need to verify identity and the relevant store before acting. We respond to requests as required by applicable law.
The app uses essential browser storage for preferences and review state. A review-link key is removed from the address bar and held for the open page; reopen the original private link if it is no longer available. We do not add analytics or advertising cookies.
Changes to this policy
We will update this page and its effective date when our practices change. Material changes will be communicated through the app or the contact information available to us where required.