Data and privacy

Draft — pending legal review

This page describes how theopsroom handles data today. It is a draft and will be reviewed before it is used as a privacy policy.

theopsroom is used by a fulfilment warehouse (a 3PL) to store, pack and ship goods for its sellers. Sellers connect their Shopee, Lazada and TikTok Shop shops, and their own Shopify stores, so the warehouse can do that work. theopsroom only reads and changes what the work needs.

What theopsroom stores, and why

Data	Why
Shop access (the tokens a marketplace issues when the seller approves the connection)	To read the shop’s orders and update its listings and stock. Stored encrypted (AES-256-GCM).
Orders: order number, items, prices, status, courier, and the buyer’s name and delivery address as the marketplace sends them	To pick, pack and label each parcel and hand it to the right courier.
Products and listings: names, descriptions, photos, variations, prices, category details	So the seller can publish and update their products on their shops.
Stock: units on each shelf and what each listing shows	To keep every marketplace’s stock equal to what’s free to sell in the warehouse.
Returns and cancellations: the buyer’s reason, links to the buyer’s photos, refund amounts, the warehouse’s check and photos	To check what came back and send the seller’s decision to the marketplace.
Logins: names, email addresses, a hashed password (Argon2), sign-in sessions	To let sellers, warehouse staff and admins sign in.
Courier bookings and labels: the courier, tracking number and label of each parcel theopsroom books, and the shipping labels sellers upload (which show the buyer’s name, phone and postcode)	To print the right label and hand each parcel to its courier.
Sellers’ courier accounts: the login of a seller’s own J&T account	To book that seller’s parcels on their own account. Stored encrypted (AES-256-GCM).
Invoices: billing details, charges, the invoice PDFs and when each email was sent	To bill each seller and keep a record of what was sent.
Questions asked of Ask the guide: the question, who asked it, when, which guide pages answered it and which data lookup it used (not the answer or the results)	So admins can see what the guide is missing. Sellers’ questions are kept for analysis; staff and admin questions are deleted after 90 days.

theopsroom does not sell data and does not use buyers’ details for marketing. It shares data only with the service providers it runs on:

• Render hosts the application and its database.
• OpenRouter (an AI service) is used for two optional features:
  • Write with AI sends a product’s name, details and photos to draft a product description.
  • Reading a gift-list file sends up to 30 sample rows of a spreadsheet the seller uploads (for example their freebie list), which can include marketplace order numbers and whatever else the seller’s file contains, so theopsroom can tell which column holds what.
  • Ask the guide sends the person’s question (and the conversation so far) with the user guide’s text. For a question about their own data, theopsroom runs the lookup itself and sends only counts and totals (for example “23 orders: 12 Shopee, 8 Lazada”, or sales totals over two or more orders) and the names of the person’s shops — never orders, one order’s amount, SKUs, buyers’ names, cities or addresses.
  • Reading a seller’s gift rules sheet sends the sheet’s rows (product names, SKUs, freebies and dates) so theopsroom can turn them into gift rules.
• Google is used when someone chooses to sign in with Google, and to read a gift rules sheet the seller shares from Google Sheets.
• EasyParcel and J&T Express receive the buyer’s name, phone and delivery address, and the parcel’s weight and contents, when the warehouse books a courier for an order.
• Resend sends invoice and receipt emails: it receives the seller’s billing email address, any CC addresses, and the invoice PDF.

Who can see it

• A seller sees only their own shops, products, stock, orders, returns and invoices. Sellers never see each other’s data.
• The warehouse’s staff and admins see the data of the sellers they work for, to do the warehouse work.
• Nobody else. Data is stored in a managed PostgreSQL database in Singapore (Render), protected by credentials that only the theopsroom application holds.

How long it’s kept

• Data is kept while the seller works with the warehouse, so the warehouse has a record of what it shipped and received.
• Disconnecting a shop deletes theopsroom’s copy of the shop’s access tokens straight away and stops all syncing. The seller can also remove theopsroom’s access in their marketplace seller centre. Orders already in theopsroom stay for the warehouse’s records.
• When a seller leaves, the warehouse deletes the seller’s data on request.
• Shopify stores: removing the theopsroom app disconnects the store and deletes its access straight away. When Shopify asks theopsroom to erase a buyer’s data, theopsroom removes the buyer’s name and address from that buyer’s orders; when Shopify asks to erase a store’s data, it does the same for all of the store’s orders. Requests from Shopify to see a buyer’s data are answered by the warehouse.

Questions

Questions about this page, or a request to see or delete data: email contactus@theopsroom.io.