Data processing agreement

Effective date: 4 September 2026

This agreement sets out how MB Croppick, company code 308104331, registered office Krivių g. 5, LT-01204 Vilnius, Lithuania ("StatusClerk", "we", "us") processes personal data on behalf of the merchant that installs StatusClerk ("you"). It is the data processing agreement that Article 28 of the EU General Data Protection Regulation (GDPR) — and the UK GDPR, where that applies to you — requires between a controller and its processor. It forms part of the terms of service and should be read together with the privacy policy.

The short version

You are the controller of your customers' data; we are your processor.
It applies from the moment you install the app. There is nothing to sign.
We process only what the app needs, only on your instructions — the app's settings and your use of it — and only through the sub-processors listed in the privacy policy, and we tell you before that list changes.
If personal data is breached on our side, you hear from us without undue delay.
Uninstall, and everything is deleted.

1. Parties and roles

For the personal data described in section 3, you are the controller and StatusClerk is the processor. This agreement applies automatically when StatusClerk is installed on your Shopify store and needs no signature. If you install the app on behalf of a business you are authorised to act for, that business is the controller and this agreement binds it.

For your own account data — store domain, store name, your contact email, settings, plan and billing status — we are the controller, as the privacy policy explains; that data is outside this agreement.

2. Subject matter, duration, nature and purpose

Subject matter: providing the StatusClerk app as described in the terms of service — turning your open line items into production jobs, collecting your customers' approval of proofs where you ask for one, emailing customers about the stage and expected date of their items in your name, and showing each customer the state of their own items on their Shopify order page, a hosted status page and through a lookup form.
Duration: for as long as the app is installed on your store, plus the deletion period in section 7.
Nature: reading orders, line items, products, fulfilments and the customer's name and email from Shopify; storing the job, proof, approval and delivery data set out in the privacy policy; rendering proofs and run sheets; sending email; writing tags, metafields, fulfilment holds and fulfilments to your store as you configure. There is no profiling, no automated decision about any person, and no artificial-intelligence processing of any kind.
Purpose: running your production queue and telling your customers where their items are, in your name. Each email carries your store's name as the sender and your store's email address as the reply address, with a one-line "Sent with StatusClerk" note; the email and the status page are your communication to your customer, not ours.

3. Personal data and data subjects

Types of personal data: the customer's first name and the initial of their surname, and their Shopify customer identifier; the customer's email address, read from Shopify at the moment an email is sent and not stored, and a keyed hash of that address used only to check the lookup form; the personalisation the customer typed at checkout (an engraving text, a monogram, a name, an occasion date, the address of an artwork they uploaded) and the order note, which can identify a person; the customer's proof decisions, change-request notes and the files they attach to them; and the order number, dates and item details that describe their order with you.
Categories of data subjects: your customers — the people who ordered from your store — and anyone they name in the personalisation they typed.
Nothing more: no special categories of data (health, beliefs and the like) are processed by design; where a customer types such a thing into a personalisation field, we store it as typed, because that is the item you make. The app does not store customer postal addresses, phone numbers or payment card details, and reads none of them from Shopify.

4. Our obligations as processor

We will:

Process only on your documented instructions. Installing the app, configuring it (stages, lead times, proof rules, customer-facing sentences, the customer surfaces you switch on, branding, emails) and using it are your instructions; so is any written instruction you send to privacy@statusclerk.com. We do not process the data for any purpose of our own. If the law of the EU, of an EU member state or of the UK requires us to process it otherwise, we will tell you before doing so, unless that law forbids it.
Tell you if an instruction would break the law. If we believe an instruction infringes the GDPR or other data-protection law, we will say so before acting on it.
Keep it confidential. The only person with access to the data is the operator of MB Croppick, who is bound to confidentiality; there are no other staff or contractors with access.
Keep it secure. We apply the measures described in the "Security" section of the privacy policy — encrypted Shopify tokens, TLS everywhere, verified webhook signatures and session tokens, the narrowest Shopify permissions the app needs, files served only through signed links, two-factor authentication and access limited to the operator on every account behind the service — and review them regularly.
Use only the listed sub-processors. The sub-processors we use, and what each processes, are listed in the privacy policy; you authorise those. Before any new sub-processor starts processing your data we update that list and notify you in the app or by email, in advance and with time to object. If you object, you may uninstall before the change takes effect, and the deletion in section 7 follows. Each sub-processor that handles the data covered by this agreement is bound by a written agreement imposing data-protection obligations at least as protective as this one, and we remain responsible to you for their performance. Email you send us is read in Gmail (see the privacy policy); please keep your customers' personal data out of email where you can — the app and Shopify's privacy webhooks are the channels built for it.
Help you with data-subject requests — section 5.
Help you with security, breaches and impact assessments — sections 5 and 6.
Delete the data at the end — section 7.
Show you that we comply — section 8.

You, as controller, are responsible for having a lawful basis to email your customers about their orders, for the instructions you give us being lawful, and for telling your own customers what you do with their data where the law requires it.

5. Assistance with data-subject rights and your own obligations

Requests from your customers — access, correction, erasure, restriction, objection, portability — are yours to answer as the controller. We assist as follows:

Shopify's mandatory privacy webhooks are the automated path. When a customer asks your store for their data, Shopify sends us customers/data_request; we record it, and what we hold about the person — their initials, their order's items and the personalisation they typed, their proof decisions — is already visible to you in the app and, for the most part, in Shopify. When a customer asks for erasure, Shopify sends customers/redact and we remove their initials and identifier from their orders automatically.
For anything the webhooks do not cover, write to privacy@statusclerk.com; we will provide what we hold promptly and in any case in time for you to meet the one-month deadline the GDPR gives you.
On request, and taking into account what we know as your processor, we will help you meet your obligations on security, breach notification, data-protection impact assessments and prior consultation with a supervisory authority.

6. Personal data breach

If we become aware of a personal data breach affecting data processed under this agreement, we will notify you without undue delay after becoming aware, at your store's contact email. The notice describes what happened, which data and which customers are affected as far as we know, what we have done about it and what we recommend you do, and is updated as we learn more. Whether to notify your supervisory authority and your customers, where the law requires it, is your decision as controller; we give you what you need to make it.

7. Deletion at the end of the service

When you uninstall StatusClerk, our access to your store ends at once. About 48 hours later Shopify sends the standard deletion signal (shop/redact) and, on it, we delete every database record and every file for your store — the jobs, the proofs and their decisions, the photos, the run sheets, the delivery and audit logs, and any feedback you sent. Nothing is retained, except where the law requires us to keep a copy, in which case we keep only that copy, for only as long as required, and process it for no other purpose.

Tags and metafields already written to your orders remain in your store, where you control them, and so does any fulfilment hold the app placed for a pending proof: Shopify ends our access before we could release it, so release holds before you uninstall (Settings › Proof rules), or from the order in Shopify afterwards — we email you the list of orders still held. Emails already sent remain with the people who received them. If you want your own copy of a proof or a run sheet, download it from the app before you uninstall.

8. Information and audits

On request we make available the information needed to demonstrate that we meet the obligations in Article 28 of the GDPR: this agreement, the privacy policy, and the data-processing terms of our sub-processors. Where that is not enough, you — or an auditor you appoint who is not a competitor of ours and is bound to confidentiality — may audit our processing on at least 30 days' written notice, during business hours, at your own cost, no more than once in any 12-month period. The notice and frequency limits do not apply where a supervisory authority requires an audit or a personal data breach has occurred.

9. Where the data is processed and international transfers

The data is stored on Cloudflare's platform in Cloudflare's Eastern Europe region and is processed in transit by Cloudflare's global network, as with any Cloudflare-hosted service. In the running of the service, Cloudflare is the only sub-processor that handles the personal data covered by this agreement; its processing is covered by Cloudflare's data-processing addendum, which incorporates the EU standard contractual clauses for any transfer outside the EU/EEA. We do not transfer the data anywhere else, and we will not without a lawful transfer mechanism and the notice in section 4.

10. Term, precedence and law

This agreement applies for as long as the app is installed and until the deletion in section 7 is complete. Where it conflicts with the terms of service on a data-protection matter, this agreement prevails. It is governed by the law of the Republic of Lithuania, like the terms.

Changes to this agreement

If this agreement changes materially, we will note it here with a new effective date and flag it in the app.

Contact

privacy@statusclerk.com — or support@statusclerk.com for anything else.