Privacy Policy

1. Information We Collect

We collect personal information you provide to us such as your name, email address, and password. We also gather user content, which includes prompts, file uploads, feedback, and outputs, as well as communications you exchange with us via chatbot interactions or surveys. Additionally, we automatically collect device and application data, including your IP address, operating system, browser type, and usage activity through cookies and similar technologies.

2. How We Use Your Information

Your information is used to deliver and maintain our Services, enhance user experience, improve our platform and develop new features. We also use it to provide support, ensure platform security, send relevant communications, and comply with legal obligations. Data may also be used for analytics, fraud prevention, and research purposes to improve our Services.

We apply the principle of data minimization: we collect and process only the minimum personal data required to provide the requested functionality, and we limit our use of that data strictly to the purposes described in this Policy.

3. Sharing Your Information

We do not sell your personal information. We may share your information with service providers for infrastructure, analytics, and support. Legal disclosures may be made when required by law. If you use a corporate email, we may share account details with your employer. Information may be shared within our corporate group and in business transactions such as mergers or acquisitions. We may also share your data when you give us explicit consent to do so.

Shopify store and customer data is handled separately. We do not share, sell, or disclose any data obtained from a connected Shopify store — including order data and any associated customer information — with any third party, sub-processor, advertiser, or partner, for any purpose.

4. Shopify Store Data

When a merchant installs and connects HireNinja to their Shopify store, we act as a data processor on behalf of that merchant in accordance with Shopify's Protected Customer Data requirements.

Scope of access. We request only Level 1 (non-identifying) customer data from Shopify, limited to what is necessary for order tracking. This includes order identifiers, order status, fulfillment status, line items, and related order timestamps. We do not request, access, or store identifying customer data such as customer names, email addresses, phone numbers, shipping or billing addresses, or payment details.

Purpose limitation. Shopify order data is used solely for the purpose of providing order tracking functionality within the Services. It is not used for analytics, profiling, marketing, model training, or any purpose other than the order tracking feature requested by the merchant.

No third-party sharing. Shopify store data is never shared with third parties. It is processed only by HireNinja systems required to deliver the order tracking feature to the installing merchant.

5. Shopify GDPR Compliance Webhooks

As required by Shopify, HireNinja implements and responds to the mandatory compliance webhooks:

• customers/data_request — when a store customer requests their data, we provide any data we hold (or confirm we hold none, since we do not store identifying customer data).
• customers/redact — when a store customer requests erasure, we delete any related data we hold.
• shop/redact — 48 hours after a merchant uninstalls HireNinja, Shopify sends this webhook and we permanently delete all data associated with that store.

6. Security

We use industry-standard security measures to safeguard your personal data, including encryption in transit (TLS) and encryption at rest for stored data. While we strive to protect your information, no system can guarantee absolute security. By using our Services, you acknowledge and accept these risks.

7. Data Retention

We retain your personal data only as long as necessary for delivering our Services, meeting legal requirements, and supporting business operations. When data is no longer needed, it is securely deleted or anonymized.

Shopify store data is retained only while the app remains installed on the merchant's store. When a merchant uninstalls HireNinja, all associated Shopify store data is deleted within 48 hours of receiving the shop/redact webhook from Shopify, or sooner upon merchant request.

8. Children's Privacy

Our Services are intended for users aged 18 and over. We do not knowingly collect data from minors. If we become aware of such data collection, we will promptly delete the information.

9. International Data Transfers

To provide global Services, we may transfer your data to countries outside your own. Where necessary, we use legal frameworks such as Standard Contractual Clauses to ensure appropriate data protection.

10. Your Rights

You have the right to access, correct, or delete your personal data. You may also object to or restrict certain processing activities, withdraw consent, or request data portability. You may contact us at [email protected] to exercise your rights. We may verify your identity before fulfilling any requests.

If you are a customer of a Shopify store that uses HireNinja and you wish to exercise your rights regarding any data we process on the merchant's behalf, please submit your request through the merchant's store, who will forward it to us via Shopify's compliance webhooks. You may also contact us directly at the email above.

11. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at [email protected] .

12. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated via the Services. The most current version will always reflect the "Last Updated" date shown above.