Data processing agreement

Parties and roles

This data processing agreement is part of the terms of service between your business (the controller) and Agochar Tech LLP, of 415 Decora Square, Sadhu Vasvani Road, Rajkot 360005, Gujarat, India (the processor), and applies to personal data your customers send to your shop through SendToShop. It is written to meet Article 28 of the UK and EU GDPR and the Digital Personal Data Protection Act, 2023 (India).

We process that data only on your documented instructions: these terms, and the settings you choose in SendToShop. If we think an instruction breaks data protection law, we will tell you.

What we process

Purpose and nature: receiving customers’ files and details, holding them until your shop’s PC has them, showing orders to you and your staff, and deleting them.

Data: files (photos, documents, videos and audio, which may show or record people), the customer’s name, phone number, email and note if you ask for them, your staff’s note on the order, file names and sizes, and a keyed hash of the connection each order came from. Data subjects: your customers, and people shown in their files.

Duration: files until your PC confirms the download (7 days at most); details and notes until you erase them, or for the retention period you set (30 days to 5 years), after which the Shop app on your PCs keeps its own copy unless you choose to erase it there too; connection hashes of blocked senders for 7 days.

Confidentiality

Only people who need to, to run and support the service, can reach the systems that hold your data, and each is bound by confidentiality. Our staff cannot open customer files; support’s read-only view of a dashboard hides customer notes and is logged.

Security measures

Files travel over encrypted connections and wait in the storage region nearest your shop (Cloudflare R2; the EU region for shops in the UK and Europe), where they are encrypted at rest and reached only through short-lived signed links. They are deleted once your PC has them.

Location data is removed from photos: on the phone for JPEG, TIFF and most camera RAW files, and on your PC for other photos (HEIC, PNG, WebP) before they are saved. Where a video or recording was made is removed on the phone for MP4 and QuickTime files.

Access is limited by role, admin accounts use two-step sign-in, every admin action is written to an audit log, passwords are hashed, and database backups are encrypted and kept for 14 days. We review these measures as the service changes.

Sub-processors

You authorise the sub-processors on our sub-processors page. We hold each to data protection terms at least as protective as these, and remain responsible for them. We will email you at least 30 days before adding or replacing one; if you object on reasonable grounds and we cannot resolve it, you may close your account and we will refund any period paid in advance.

Helping you

We help you, as far as we reasonably can, to answer customers’ requests to see, correct or delete their data, to keep data secure, and with data protection impact assessments and consultations with authorities. If a customer contacts us directly, we pass the request to you.

Personal data breaches

We tell you without undue delay, and within 48 hours, after becoming aware of a breach affecting your data, with what we know about it, its likely effects and what we are doing, and we keep you updated.

International transfers

Your customers’ files stay in your shop’s storage region. Where personal data is processed outside the UK or the EU, we rely on adequacy decisions or the Standard Contractual Clauses (with the UK Addendum), and on the rules of the Digital Personal Data Protection Act, 2023 for data from India.

End of processing

When your account closes we delete the personal data we process for you at once, and it leaves our backups within 15 days. We keep only invoices and billing records the law requires, which contain no customer data.

Information and audits

We will give you the information you reasonably need to show that we meet this agreement, and answer reasonable audit questions in writing. Write to support@sendtoshop.com.