Terms and data processing agreement

Part 1. Terms of use

1. Publisher and contact

ProofLivo is published by Expert Ecommerce (“we”). We are reached by email only: questions about these terms, the agreement in part 2, support and personal data all go to the same address.

Contact: prooflivo@gmail.com

2. The service

ProofLivo turns Shopify orders that need a custom artwork into dossiers. The workshop publishes numbered proof versions, sends the customer a private review link, records the decision on the exact version, then follows the job through its production steps. Review and reminder emails are sent to customers on the merchant's behalf.

The approval record shows which version was approved and when, with the fingerprint of the file. It is a record of the decision, not a certified electronic signature. The merchant remains responsible for checking proofs before production and for its relationship with its customers.

If the merchant turns on automatic approval at a deadline, a version left unanswered by that date is treated as approved. The deadline is announced to the customer beforehand, and the decision is recorded as automatic.

3. Account and access through Shopify

There is no separate ProofLivo account or password. The app is installed from the Shopify admin, and team members sign in through Shopify. The merchant decides who in its team uses the app and with which role, and is responsible for the Shopify accounts that have access.

Uninstalling the app from Shopify stops the import of orders and revokes review links. What then happens to the data is described in part 2, under “End of the service and deletion”.

4. Plans and billing

Plans, prices, included volumes and the free trial are those shown on the pricing page when the merchant subscribes. Subscription and payment go through Shopify's billing: charges appear on the merchant's Shopify invoice.

The merchant can change plan or cancel from the app at any time. When the dossier quota is reached, or without an active subscription, new orders wait in a waiting room instead of being lost; they are imported once room is available, or dismissed by the team. Existing dossiers remain available for viewing, production and export.

Plans and free trial on the pricing page

5. Acceptable use

The merchant uses ProofLivo for its own orders and customers, in line with applicable law and Shopify's terms. In particular, the merchant does not:

• upload files it has no right to use, or illegal content, including content that infringes the rights of others;
• use review links or emails to send customers anything other than messages about their order;
• try to access another shop's data, bypass access controls or quotas, or test the security of the service without our written agreement;
• disrupt the service, for example with automated mass requests or files designed to harm it;
• resell the app or give access to it to anyone outside its own team.

If a serious breach puts the service, other merchants or end customers at risk, we may suspend the access concerned, and we tell the merchant by email, with the reason.

6. Availability and support

We work to keep ProofLivo available and to fix problems quickly, but we do not guarantee an uninterrupted or error-free service. Maintenance, incidents at our providers or at Shopify, and network failures can make the app temporarily unavailable.

Support is provided by email, in English and French, without a contractual response time.

Features can change over time. If a change significantly affects how personal data is processed, the agreement in part 2 is updated before the change applies.

7. Your content

The merchant keeps all rights to the files, comments and order data it brings into ProofLivo. It grants us only the use needed to provide the service: storing the files, generating previews, showing them to the customer through the review link and to the team in the app, and producing the exports it asks for.

The merchant can export its dossiers at any time, including after a subscription ends.

8. Changes to these terms

The version in force is the one published on this page, dated at the top. When these terms or the agreement change, the new version is published here before it applies. A merchant who does not accept it can uninstall the app; continuing to use the app after that date means accepting the new version.

Part 2. Data processing agreement

This agreement sets out the terms required by Article 28 of the EU General Data Protection Regulation (GDPR), and by equivalent provisions of other data protection laws that apply to the merchant, for the personal data ProofLivo processes on the merchant's behalf.

9. Roles

For the personal data of its customers and team members processed in ProofLivo, the merchant is the controller: it decides why the data is processed and gives the instructions. Expert Ecommerce is the processor: it processes that data only on the merchant's behalf, to provide the service.

Shopify, where the merchant runs its store, processes the same data under its own agreement with the merchant.

10. Subject matter, nature and duration

Subject matter: providing the ProofLivo service described in part 1. Nature: receiving order data from Shopify, storing it with the files and decisions of each dossier, showing it to the team and, in part, to the customer on the review page, sending review and reminder emails, producing exports, and deleting data according to the retention rules.

Duration: from installation until the deletion that follows uninstallation, described under “End of the service and deletion”.

11. Data subjects and personal data

• The merchant's customers: name, email address and language; Shopify order references and the ordered items with their personalisation details; the files, comments and approval decisions (date, version, file fingerprint) exchanged about their order.
• The merchant's team members: Shopify user identifier, display name, email address when Shopify provides it, role and language in the app.
• Raw order data: the order data Shopify sends, which can include the shipping address and a phone number, is cleared as soon as it is processed; a receipt that could not be processed is deleted after 30 days, and an order in the waiting room keeps it only while it waits. Outside this raw data, ProofLivo keeps no address or phone number.

ProofLivo does not need payment card data or special categories of personal data (such as health data); the merchant should not place such data in files or comments.

12. Purposes

The data is processed only to create production dossiers from Shopify orders, share proofs with customers and record their decisions, send review, reminder and decision emails, track production, produce the exports the merchant requests, answer the merchant's support requests and meet legal obligations. It is never used for advertising or profiling, and never sold.

The only automated decision is the optional automatic approval at a deadline, a rule the merchant turns on; the customer is told the deadline and can approve or request changes before it.

13. Documented instructions

The merchant's documented instructions are these terms, the settings it chooses in the app and the actions of its team in the app. Expert Ecommerce processes the data only on those instructions, unless a law requires otherwise; in that case it informs the merchant beforehand, unless that law forbids it. If an instruction appears to infringe data protection law, Expert Ecommerce tells the merchant.

14. Confidentiality of staff

Only the two founders of Expert Ecommerce have access to the production environment. They are bound by confidentiality and access customer data only when needed to run the service, answer a support request from the merchant or handle an incident.

15. Security measures

Expert Ecommerce applies the following technical and organisational measures:

• application and MySQL database hosted by Infomaniak in Switzerland, encrypted at rest, with encrypted backups;
• HTTPS for every connection to the app, the review pages and the file storage, and an encrypted connection to Google for sending emails;
• files in private Cloudflare R2 storage, never public: every display goes through short-lived signed links;
• review links that are random, expire (30 days by default) and can be revoked at any time;
• Shopify access tokens encrypted in the database; Shopify webhooks verified by their signature; every call to the app authenticated by a Shopify session token, each shop reaching only its own data, and permissions by role within the team;
• an access log: every view or export of customer personal data in the app is recorded and kept 90 days;
• application logs and the audit trail kept free of customer emails, tokens and links;
• short retention: raw order data cleared once processed, export files deleted after 7 days, files of a closed dossier deleted after 12 months;
• testing and development on a Shopify simulator and separate databases, with no copy of production customer data on workstations;
• production access limited to the two founders, with individual accounts, unique passwords kept in a password manager and two-factor authentication on the provider accounts.

16. Sub-processors

The merchant gives a general authorisation to use the providers below. Before adding or replacing a sub-processor, Expert Ecommerce updates this list; the merchant can object by email and, if no solution is found, stop using the app. Expert Ecommerce remains responsible to the merchant for the processing its sub-processors carry out.

Shopify is listed for completeness: the merchant already uses it under its own agreement, and ProofLivo receives order data from it rather than entrusting data to it.

17. International transfers

The application and the database are hosted in Switzerland, which the European Commission recognises as providing an adequate level of data protection. Cloudflare and Google are used under their own terms and may process data outside Switzerland and the European Economic Area, as those terms describe. Shopify processes data under its own terms with the merchant.

18. Assistance with data subject requests

Requests from customers are handled by the merchant, with help from the app and from us:

• Access and portability: the customer data export gathers a customer's known orders, dossiers, decisions and comments in one file. When Shopify forwards a customers/data_request, we contact the merchant by email so that the export is produced in the app and the merchant has the data within 30 days.
• Erasure: when Shopify forwards a customers/redact, the customer's name, email and language are erased on orders, waiting orders and unprocessed webhooks, as well as the recipient address of the emails sent to them; approval decisions remain without identity.
• Rectification: customer details come from the Shopify order; the merchant corrects them in Shopify and can ask us by email to update the copy kept in ProofLivo.
• We forward to the merchant concerned any request a customer sends us directly, without answering it ourselves.

Expert Ecommerce also helps the merchant, with the information available to it, with security, data protection impact assessments and prior consultation of a supervisory authority.

19. Personal data breaches

If Expert Ecommerce becomes aware of a breach affecting the merchant's personal data, it informs the merchant by email without undue delay, with what is known at that point: the nature of the breach, the categories and approximate number of people and records concerned, the likely consequences and the measures taken or proposed. It completes this information as it becomes available, and also informs Shopify.

The merchant, as controller, decides whether to notify the supervisory authority and the people concerned; Expert Ecommerce gives it the information it needs to do so.

20. End of the service and deletion

When the merchant uninstalls the app, order imports stop and review links are revoked. The data is kept unchanged until Shopify sends the shop deletion request, 48 hours later; all of the shop's data and files, stored webhooks included, are then deleted. The merchant can export its dossiers before uninstalling.

While the app is installed, the files of a completed or cancelled dossier are deleted 12 months after it is closed, and export files after 7 days. Data deleted from the database can remain in the hosting provider's encrypted backups until those backups are replaced in their normal rotation.

Retention periods in detail in the privacy policy

21. Information and audits

Expert Ecommerce makes available the information needed to show that these obligations are met, starting with this page and the privacy policy, answers the merchant's questions by email, and contributes to audits by the merchant or an auditor it appoints, on reasonable notice and in a way that protects the data of other merchants.

22. Acceptance and precedence

This agreement is part of the terms of use in part 1. It applies when the merchant installs or uses ProofLivo, and remains in force as long as Expert Ecommerce processes personal data on the merchant's behalf. For personal data, this agreement prevails over part 1 if the two conflict.