Who we are
This policy explains how SoyOperations, LLC ("Soy-Ops", "we", "us") collects and uses personal information through soy-ops.com and the services we provide. Questions about this policy can go to [email protected].
Our two roles
When you deal with us directly, for example by visiting our website, sending a Get started request or using our owner portal, we decide how your information is used, and this policy applies in full.
When we work for a business client, for example fulfilling orders from a brand's store or sending its buyers order updates, we handle personal information on that business's behalf and under its instructions. If you bought from a business that uses Soy-Ops, that business's own privacy policy also applies, and it is your first point of contact. You can still contact us at any time.
Information we collect
| Information | Where it comes from | Why we use it |
|---|---|---|
| Name, work email, company, website and notes | Our Get started form | To reply to you and prepare your discovery call |
| Your answers to the discovery questions | Our Get started form | To understand your business before we talk |
| Basic technical data, such as IP address, browser type and pages requested | Your browser, recorded by our hosting providers | To deliver and secure the website |
| Client staff name and Google email address | Google sign-in to the owner portal | To give invited people access to their business's portal |
| Buyer name, email, phone number and shipping address | A client's SoyShop checkout, or the client's own sales platform | To fulfil and ship the order |
| Order and payment status (never card numbers) | The storefront and Stripe | To record and fulfil orders |
| WhatsApp number and message delivery status | Buyers who opt in to order updates | To send the order updates the buyer asked for |
| Business data inside a client's vendor platforms | The client's vendor accounts | To set up and run those tools on the client's behalf |
Card details are entered directly with Stripe and never reach our systems.
How we use it
- To reply to enquiries and prepare discovery.
- To provide our services: running storefronts, fulfilling and shipping orders, sending opted-in order updates, operating the owner portal and invoicing our clients.
- To keep our systems and our clients' data secure, and to prevent fraud and misuse.
- To meet our legal, tax and accounting obligations.
Legal bases
Where the law asks us to name a legal basis, we rely on: performing a contract, or taking steps you asked for before one; our legitimate interest in running and securing our business; your consent, for example to be contacted after you send a Get started request or to receive WhatsApp updates; and compliance with legal obligations. You can withdraw consent at any time.
Who we share it with
We share personal information only with the providers who help us deliver the service, and only for that purpose:
| Provider | What they do for us |
|---|---|
| Stripe | Processes payments for our clients' stores, and our own invoices |
| Meta (WhatsApp Business Platform) | Delivers opted-in order updates |
| Provides sign-in to the owner portal | |
| Shippo, Easyship and shipping carriers | Rate and buy shipping labels, and deliver orders |
| Frappe Cloud | Hosts the platform that runs our services |
| jsDelivr | Serves the vendor logos shown on our website |
We also share information with the business client an order belongs to, with authorities when the law requires it, and with a successor if Soy-Ops is ever merged or sold, under this same policy.
Cookies and local storage
Our website uses no advertising or analytics cookies. The Get started form saves your answers in your own browser's local storage so you can pick up where you left off. They stay on your device until you send the form or clear your browser data. The owner portal uses essential cookies to keep you signed in.
How long we keep it
- Get started requests: as long as we need to respond and follow up, and no longer than 24 months after our last contact unless you become a client.
- Message and webhook records: cleared after 90 days. A short summary of each order update is kept with the order.
- Order, invoice and accounting records: for as long as tax and accounting law requires.
- Client data: for the length of our agreement, then returned or deleted as the agreement sets out.
Security
We use access controls, invite-only sign-in, encrypted connections and role-based permissions to protect personal information. Access to client data is limited to the people who need it to run the service. No system is perfectly secure, so if we learn of a breach that affects you, we will tell you as the law requires.
Your rights
Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to or restrict how we use it. To make a request, email [email protected]. We may need to confirm your identity first. If we hold your information on behalf of a business client, we will pass your request to that business and help it respond. You also have the right to complain to your local data protection authority.
Data deletion
To ask us to delete your information, including information received through WhatsApp or our Meta integration:
- Email [email protected] with the subject line "Data deletion request".
- Tell us who you are and how you dealt with us. If you were a buyer, include the business you bought from and your order number, if you have it.
- We will confirm your request and delete or anonymise your information within 30 days. The only exception is records the law requires us to keep, such as invoices, which we keep only for the required period.
To stop WhatsApp order updates, tell the business you bought from, or email us.
Children
Our website and services are for businesses. They are not directed to children under 16, and we do not knowingly collect their information.
International transfers
Soy-Ops is based in the United States, and our providers may process information in other countries. Where the law requires it, we rely on appropriate safeguards for these transfers.
Changes to this policy
We may update this policy as our services change. We will post the new version here with a new date and, for significant changes, tell our clients directly.
Contact
SoyOperations, LLC
[email protected]