Privacy Policy

This Privacy Policy explains how Scan2Tray Ltd ("Scan2Tray", "we", "us"; company no. 17096824, Hilton Hall, Hilton Lane, Essington, Wolverhampton WV11 2BQ, United Kingdom) collects, uses and protects personal data when you use the Scan2Tray website, web app, desktop app, mobile app and related services. We are the data controller for your account data. For the buyer data you bring into Scan2Tray from a marketplace, you (the seller) are the controller and we process it on your behalf.

What we collect

We collect only the information needed to run Scan2Tray for you:

• Account details — name, email, mobile number (optional), a hash of your password (never the password itself), how you heard about us, and your subscription status.
• Marketplace identity — the Whatnot, eBay or TikTok Shop usernames you tell us, and, when you connect TikTok Shop, the shop identifier and the access tokens TikTok issues so we can read your orders. Tokens are stored encrypted and never shown to anyone.
• Order data — the sales, items, buyers' marketplace usernames or identifiers, trays, boxes and shipping-label PDFs you capture, upload or connect. Shipping labels contain your buyers' names and addresses; we hold them only so you can print and reconcile them.
• Support and onboarding — messages you send us, onboarding-call bookings, and hardware orders.
• Technical data — IP address, device and OS type, app version, crash reports and anonymised usage analytics (Google Analytics on the website and web app) to keep the service reliable and understand which features are used.
• Billing data — handled entirely by Stripe. We never see or store your card details.

Marketplace data (Whatnot, eBay, TikTok Shop)

• When you connect a marketplace we receive only what is needed to pack and ship your orders: order identifiers and status, the items sold, prices, the buyer's platform username or identifier, and any masked contact details the marketplace provides.
• For TikTok Shop we request only the order and shop-authorisation scopes. TikTok notifies us when an order changes and we fetch that order's details with your authorisation. We do not request buyer addresses from the API.
• We use marketplace data solely to provide the service to you. We never use it for marketing, profiling or any purpose of our own, never share it with other sellers, and never sell it.
• You can disconnect a marketplace at any time from Settings. We then stop using the tokens immediately and delete them. If you or the marketplace ask us to delete a buyer's data, we do so within 30 days.
• Our use of marketplace data is also governed by each marketplace's developer and data policies, including the TikTok Shop Partner Center terms.

How we use it

• To operate Scan2Tray — capture your sales, assign trays, print labels, reorder shipping-label PDFs and sync across your devices.
• To bill you for your subscription (via Stripe) and to enforce plan limits.
• To keep the service secure — detect abuse, prevent duplicate or fraudulent accounts, and investigate incidents.
• To support you — answer questions, run onboarding calls and send essential account and service emails.
• To send occasional product news, if you have not opted out. Every marketing email has an unsubscribe link.
• To improve the app — crash reports and anonymised usage.

Our legal bases

We process your account and order data to perform our contract with you (UK GDPR Article 6(1)(b)); security, abuse prevention, service improvement and service emails rely on our legitimate interests (Article 6(1)(f)); marketing emails rely on your consent or the soft opt-in for existing customers, which you can withdraw at any time; and we keep billing records to meet our legal obligations (Article 6(1)(c)).

What we don't do

• We don't sell your data or your buyers' data. Ever.
• We don't share order or buyer data with anyone beyond the service providers needed to run Scan2Tray.
• We don't use your data or your buyers' data for advertising or profiling.
• We don't send marketplace tokens to your browser or devices; they stay encrypted on our servers.

Service providers (sub-processors)

We use a small number of providers to run Scan2Tray: Hetzner Online GmbH (hosting, EU data centres in Finland and Germany), Stripe (payments), Zoho ZeptoMail (transactional email), Google (optional Google sign-in, and Google Analytics for anonymised usage statistics), Microsoft Azure Speech (optional spoken scan feedback; no personal data is sent), and Apple and Google app stores (mobile app distribution). Each is bound by a data-processing agreement or equivalent terms. Where a provider processes data outside the UK or EEA, transfers are protected by UK adequacy regulations, the UK International Data Transfer Agreement or EU Standard Contractual Clauses.

How long we keep it

• Account, show, tray, item and label data — while your account is active, so you can review, reprint and reconcile past shows; deleted within 30 days of a deletion request or 12 months after your account closes.
• Marketplace access tokens — only while the connection is active; deleted when you disconnect or the marketplace revokes them.
• Billing records — 6 years, as UK tax law requires.
• Support conversations — 24 months after the last message.
• Diagnostic traces — 14 days. Server access logs — about 7 days.

Your rights

You can access, correct, export (in JSON or CSV), delete or restrict your data, or object to how we use it, at any time by emailing hello@scan2tray.com. We reply within 2 working days and complete requests within one month. If you are a buyer whose data a seller has brought into Scan2Tray, contact the seller or the marketplace first, or email us and we will pass your request to the seller who controls it. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk).

Cookies and analytics

The website and web app use a session cookie to keep you signed in and Google Analytics to measure anonymised page views and feature use. We do not use advertising cookies. You can block analytics with your browser's settings or an ad blocker without affecting the service.

Security

We protect your data with TLS encryption in transit, encrypted storage of marketplace tokens, hashed passwords, organisation-scoped access controls, a private administration network and continuous monitoring. Our published Information Security Policy and related standards are at scan2tray.com/security.

Changes to this policy

We review this policy at least once a year and whenever our services or providers change. The date at the top shows the latest version; material changes are announced by email or in the app.

Contact

Questions? Email hello@scan2tray.com. Our data protection contact is the Director, Paul Hinett.