Privacy Policy

Your account. The name and email address of each person who signs in, and a password if you do not sign in with Google. If you turn on two-factor sign-in, we also keep the key your authenticator app shares with us and the name you give each device, so we can check your codes. When you create your account we also ask for your business name, industry, approximate annual revenue, number of employees and how you sell. We use these to set up your model and to understand who uses Gumboots.

Your Shopify store. When you connect Shopify, we read your orders, products, variants, inventory levels and locations. From each order we keep the amounts, dates, line items, discounts, refunds, shipping cost, sales channel, the country it shipped to, and Shopify’s numeric customer identifier, so that repeat purchases can be counted. We do not read or store your customers’ names, email addresses, phone numbers or postal addresses.

Your Xero account. When you connect Xero, we read your chart of accounts, journals, invoices, bank transactions and payments. These are your business’s financial records and include the names of your suppliers and customers as they appear in your accounting system.

Your QuickBooks account. If you use QuickBooks Online instead, connecting it lets us read, through Intuit’s API, your company profile (business name, currency and financial year), chart of accounts, balance sheet, sales and purchase transactions (invoices, sales receipts, credit memos, refunds, bills, supplier credits, expenses, deposits and journal entries) and payments. Like your Xero records, these include the names of your suppliers and customers. Gumboots only reads from QuickBooks: it never creates, changes or deletes anything in your QuickBooks company.

Google, if you choose to connect it. You can optionally connect Google Drive so Gumboots can read documents you place in a folder you choose, such as supplier invoices and cost sheets. You can optionally connect Gmail so Gumboots can send purchase orders from your address and read supplier correspondence you direct to it. These connections are per person, off by default, and revocable at any time in Settings or from your Google account.

Figures you enter. Landed costs, product groups, supplier terms, forecasts, scenario assumptions and anything else you type into Gumboots.

How you use Gumboots. Pages viewed, features used, and errors encountered, collected through PostHog and Sentry. We use this to improve the product. It is tied to your account, not sold, and not used for advertising.

Billing. Payment is handled by Stripe. We never see your full card number. We hold your subscription status and invoices.

Our main use of your data is to run Gumboots for you. That means reconciling your commerce and accounting data, building and updating your financial model, forecasting, identifying risks such as stockouts or cash shortfalls, drafting recommendations and, where you have asked it to, carrying out actions such as sending a purchase order.

We also use it to:

• set up and support your account, and respond to your questions and complaints
• bill you and collect what you owe us
• tell you about changes to Gumboots and, if you have joined our waitlist or asked to hear from us, about new features. You can opt out of those emails at any time
• understand who uses Gumboots and improve it, using aggregated or anonymised figures wherever we can
• protect and enforce our legal rights, including defending a claim

Some of that work uses AI: classifying your cost lines, reading the supplier documents you give Gumboots, drafting supplier emails and recommendations, and answering the questions you ask it. For that we send financial figures, account names, descriptions and those documents to Claude models, made by Anthropic and run for us by Amazon Bedrock in Sydney, Australia, so the AI processing stays in Australia. Amazon does not use what we send to train any model, does not share it with Anthropic, and does not keep it once the answer is returned. We do not send your shoppers’ identifiers.

We do not sell your data, share it with advertisers, or use it to build products for anyone else. We do not make automated decisions about your customers, and any action Gumboots takes on your behalf is within limits you have set.

We rely on the following providers. Each processes data only on our instructions and only for the purpose stated.

• Supabase: database, authentication and file storage, hosted in [Tokyo, Japan]
• Vercel: application hosting, in the same region
• Amazon Web Services: Amazon Bedrock, in Sydney, Australia, which runs the Claude AI models (made by Anthropic) that Gumboots uses
• Stripe: subscription billing
• Resend: sending transactional and briefing email
• PostHog: product analytics on how the app is used
• Sentry: error monitoring
• Google: sign-in with Google, and the optional Gmail and Google Drive connections

Your data is stored in [Tokyo, Japan]. If you are in the European Union, the United Kingdom, Australia or New Zealand, that means your data leaves your country. We rely on the providers above holding recognised certifications and on contractual safeguards for those transfers.

We may also disclose your data where the law requires or permits it: to a regulator, court or law enforcement agency entitled to require it, to our professional advisers under a duty of confidence, or to anyone else you authorise.

If Gumboots is sold, merged or reorganised, or its assets are acquired, your data may pass to the new owner. It stays subject to this policy, and we will tell you before the transfer takes effect.

Data is encrypted in transit and at rest. Access tokens for Shopify, Xero, QuickBooks and Google are stored in an encrypted vault separate from the rest of your data. Each business is isolated from every other at the database level, so a person signed in to one business cannot read another’s data. Access by our staff is limited to what is needed to operate and support the service.

Two-factor sign-in is required for the owner and co-owners of every business and for our own staff, and every other account can turn it on: signing in then needs a six-digit code from an authenticator app as well as a password or Google account. A password alone opens nothing: until the code is entered, the database itself refuses to return any of your business’s data. We email you whenever an authenticator is added to or removed from your account.

We keep an audit log of security events: sign-ins, two-factor changes, systems connected or disconnected, people given or removed access, ownership changes, and any time our staff open or act on your business. The log is append-only: the database refuses any change to an entry, and refuses to delete one until it is a year old.

Gumboots links to other services, such as Shopify, Xero, Intuit QuickBooks and Google. Each has its own privacy policy, which governs what you share with it directly.

While you use Gumboots. We keep your data for as long as your account is active, because the model depends on history.

If you disconnect a system. Disconnecting Shopify, Xero, QuickBooks or Google stops us reading from it. The data already synced stays in your model. You can disconnect QuickBooks from within Gumboots or from inside QuickBooks; either one ends our access.

If you uninstall Gumboots from Shopify. Forty-eight hours after you remove Gumboots from your store, Shopify notifies us and we erase the orders, inventory levels and locations we pulled from that store, and the customer counts derived from them. Your product catalogue and the settings you configured in Gumboots, such as product groups and landed costs, stay with your Gumboots account so that your model keeps working. They are deleted with the account.

If you close your account. We delete your data within thirty days, apart from invoices and records we are required to keep by law.

The security audit log. Each entry is kept for one year and then deleted, including after your account is closed, so that a security incident can still be investigated. An entry holds who acted (their account and email), what they did, when, and the IP address and browser they used. It never holds your financial figures.

You can see and correct your account and business details in Settings. You can ask us for a copy of everything we hold about your business, and you can close your account at any time. To exercise any of these, email us at the address below.

Before we act on a request we will need enough evidence to confirm you are who you say you are. If you ask us to correct something and we do not agree the correction is right, we will attach a note to the record saying what correction you asked for. We do not charge for access or correction requests.

If you are a shopper. Gumboots holds no information that identifies you directly. If you ask a store that uses Gumboots to delete your data and they pass that request to Shopify, Shopify tells us and we remove the identifier that linked your orders together. If you ask what we hold, the store can request it from us on your behalf and we will provide it within thirty days.

If you are in the European Union or United Kingdom you also have the rights set out in the GDPR, including to object to processing and to complain to your data protection authority. If you are in New Zealand, the Privacy Act 2020 applies and you may complain to the Office of the Privacy Commissioner. Where we act as a processor for your business, your business is the controller and requests should go to them first.

We use cookies to keep you signed in and to remember settings such as the section you were on. PostHog sets a cookie to tell one visit from the next. We do not use advertising cookies.

When this policy changes we update the date at the top and, for changes that affect what we collect or how we use it, email account holders before they take effect.

Questions and requests: hello@gumboots.ai