Privacy Policy

Draft for review. This Privacy Policy is a working draft and must be reviewed by qualified legal counsel before launch. Values shown in [brackets] and the contact addresses below are placeholders pending verification.

This Privacy Policy explains how DraftPilot Ltd (“we”, “us”, “Email Drafter”) handles information when a Shopify merchant installs and uses the Email Drafter application (the “App”). DraftPilot — AI Shopify support drafts.

1. Who this policy is for

Email Drafter is used by Shopify merchants to draft replies to their customers’ support emails. In most cases the merchant is the data controller for their customers’ personal data, and we act as a data processor on the merchant’s behalf. This policy describes the data we process so merchants can meet their own obligations to their customers.

2. Data we collect and process

• Customer email content. When you connect a Gmail or Outlook mailbox, the App reads incoming customer support emails — including the sender’s email address, subject, and message body — so it can generate a draft reply.
• AI-generated drafts. The draft replies the App produces and stores for your review, editing, and sending.
• Shopify order context. Order, fulfilment, refund, and line-item details retrieved from your Shopify store to ground each draft. Depending on the scopes you grant, this can include limited customer profile data associated with an order.
• Store settings. Your preferences such as tone, language, and signature, and your subscription/plan status.
• OAuth tokens & credentials. Access and refresh tokens for Shopify, Gmail, and Outlook that authorise the App to act on your behalf. These are stored encrypted at rest and are never shared with third parties except the respective provider they authenticate to.
• Operational logs. Limited technical logs (e.g. timestamps, request outcomes, error events) used to operate and troubleshoot the service.

3. How we use data

• To read incoming customer emails and generate draft replies grounded in order context.
• To save drafts to your connected mailbox and, where enabled, send replies.
• To apply your tone, language, and signature settings.
• To manage your subscription and provide support.
• To operate, secure, and improve the service.

4. AI processing by Anthropic (Claude)

To generate draft replies, Email Drafter sends the relevant customer email content and the associated Shopify order context to Anthropic, PBC (“Anthropic”), the provider of the Claude AI models. Anthropic processes this content solely to return a generated draft to the App. We do not use customer email content to train AI models, and we rely on Anthropic’s commercial terms, under which inputs and outputs submitted via the API are not used to train its models. For details of Anthropic’s practices, see Anthropic’s own privacy and commercial terms at https://www.anthropic.com/legal/privacy .

5. Sub-processors

We rely on the following sub-processors to provide the service:

Sub-processor	Purpose	Data shared
Shopify	App platform, billing, and order data source	Store identifiers, order/customer context, subscription data
Google (Gmail)	Reading incoming emails and saving/sending drafts	Mailbox email content, OAuth tokens
Microsoft (Outlook)	Reading incoming emails and saving/sending drafts	Mailbox email content, OAuth tokens
Anthropic (Claude)	Generating AI draft replies	Customer email content and order context for each draft
DigitalOcean	Application hosting and database storage	All stored data listed in section 2

We will keep an up-to-date list of sub-processors and notify merchants of material changes in line with our agreement with them.

6. Data retention

We retain customer emails, drafts, store settings, and tokens for as long as your store has the App installed and an active relationship with us, plus a limited period afterward as described below. We aim to apply a default retention window of 90 days for stored customer email and draft content, after which it is automatically deleted, unless you request earlier deletion or a longer period is required by law.

When a merchant uninstalls the App, Shopify sends us a shop/redact request (typically around 48 hours after uninstall). On receipt we purge the store’s data, including stored emails, drafts, connections, settings, subscription records, cached order context, and the store record.

7. Your rights and how to request deletion

Email Drafter implements Shopify’s mandatory compliance webhooks so merchants and their customers can exercise data rights:

• Customer data request (customers/data_request) — when a customer asks a merchant for their data, Shopify notifies us so the relevant data we hold for that customer can be provided.
• Customer redaction (customers/redact) — we delete or anonymise the stored emails and drafts associated with that customer for the store.
• Shop redaction (shop/redact) — we purge all data for the store after uninstall, as described in section 6.

Merchants and individuals may also contact us directly to request access, correction, or deletion of personal data at legal@draftpilot.store. We will respond within the timeframes required by applicable law.

8. Security

We protect data with encryption in transit and at rest for sensitive fields such as OAuth tokens, access controls, and least-privilege handling. No method of transmission or storage is completely secure, but we take reasonable measures appropriate to the sensitivity of the data.

9. International transfers

Our sub-processors may process data in countries other than where you or your customers are located. Where required, we rely on appropriate safeguards for such transfers. Specifics are available on request. This policy is governed by the laws of England and Wales .

10. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date above and, where appropriate, by notifying merchants.

11. Contact

DraftPilot Ltd
[ADDRESS TO BE CONFIRMED]
Privacy enquiries: legal@draftpilot.store
Support: support@draftpilot.store