Privacy Policy
Last updated: October 3, 2026
This policy explains how ProfitClerk ("we", "us") collects and uses personal data when you visit https://profitclerk.com, use ProfitClerk (the "Service") or contact us, and the rights you have. We follow the EU General Data Protection Regulation (GDPR), the UK GDPR and Data Protection Act 2018, and other privacy laws that apply, including the California Consumer Privacy Act (CCPA).
1. Who is responsible
ProfitClerk, ., is the controller of the personal data described in this policy, except for the data in your workspace that you bring to the Service (see section 3). Contact us about privacy at [email protected].
EU/UK representative (if applicable): —
2. What we collect and why
| Data | Why we use it | Legal basis |
|---|---|---|
| Account details: name, email, password (stored only as a secure hash), language, workspace name, role, two-step sign-in settings. | To create and run your account, sign you in and keep it secure. | Contract |
| Sign-in and security records: time, IP address, browser and device of sign-ins, and an activity log of important changes. | To protect your account, show you your sign-in history and investigate misuse. | Legitimate interests (security) |
| Billing details: plan, payments, discounts, tax and receipts. Card details are handled by our payment provider, Whop; we never see your full card number. | To take payment, issue receipts and keep accounting records. | Contract; legal obligation |
| Business data you add or sync: eBay orders and buyer details, fees, payouts, listings, stock, expenses, mileage, tax settings. | To provide the Service you asked for. | Contract (we act as your processor for buyer data, see section 3) |
| Connections: access tokens for eBay and any accounting software you connect, stored encrypted. | To read your eBay data and send summaries to your accounting software. | Contract |
| Messages: what you send us through the contact form or by email, and our replies. | To answer you, including sales enquiries. | Legitimate interests; steps before a contract |
| Device tokens for notifications (only if you allow push notifications). | To send the notifications you chose. | Consent |
| Cookies: see our Cookie Policy. | To keep you signed in and the site secure, and only with your consent for anything optional. | Necessary for the Service; consent for optional cookies |
We send emails that are part of the Service (sign-in alerts, receipts, plan and sync notices). We do not send marketing emails, sell personal data, or use it for advertising profiles. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
3. Your buyers' data
When you connect eBay, the Service receives your orders, which include your buyers' names, delivery addresses and what they bought, and their returns: the reason given and anything the buyer wrote about it. For this data you are the controller and we are your processor: we use it only to provide the Service to you, under our Data Processing Agreement. Buyers with questions about their data should contact the seller they bought from.
4. Who we share data with
We use trusted service providers ("sub-processors") who process data only on our instructions and under contracts that protect it:
- Hosting and storage: our hosting provider
- Payments: Whop, Inc. (USA) — checkout, payment processing and fraud prevention.
- Email delivery: our email service provider, to send account and billing emails.
- Push notifications: Google Firebase Cloud Messaging (Google LLC), only if you turn notifications on.
- eBay (eBay Inc. and its affiliates), to read the data you authorise. eBay may also send us notices to delete data of eBay users who closed their accounts, which we act on.
- Accounting software you choose to connect (Xero, Intuit QuickBooks, FreeAgent), to send your payout summaries.
We may also disclose data if the law requires it, to protect our rights or users' safety, or to a buyer of our business, who would have to respect this policy.
5. International transfers
Some providers are outside the UK and the European Economic Area (for example in the USA). Where this happens we rely on an adequacy decision (such as the EU–US Data Privacy Framework and the UK extension, for certified providers) or on the European Commission's Standard Contractual Clauses and the UK Addendum, with additional safeguards where needed. Ask us for a copy at [email protected].
6. How long we keep data
- Account and workspace data: while your account exists. When you delete your account (Profile › Delete account), it is deleted straight away from our live systems, and from backups within 30 days.
- Sign-in history: 12 months. Activity log: 24 months. Email and notification logs: 12 and 6 months.
- Contact messages: 24 months after we receive them.
- Cookie consent records: 24 months.
- Payment records (who paid, what for, amounts and tax): for as long as tax and accounting law requires, up to 10 years, even after you delete your account.
7. Security
We use encryption in transit (HTTPS), encrypt stored access tokens, hash passwords, offer two-step sign-in, limit staff access, and keep connections to eBay read-only. No system is perfectly secure; if a breach affects your data we will tell you and the authorities as the law requires.
8. Your rights
Depending on where you live, you can ask us to:
- give you a copy of your personal data (you can also download it any time from Profile › Download my data);
- correct it, or delete it (you can delete your account from Profile);
- restrict or object to how we use it, including objecting to processing based on legitimate interests;
- give it to you or another provider in a portable format;
- withdraw consent at any time (for example in Cookie settings or your notification settings), without affecting what happened before.
To make a request, email [email protected] or use our contact form. We will reply within one month and may need to confirm your identity. You also have the right to complain to a data protection authority, for example the Information Commissioner's Office (ico.org.uk) in the UK or the authority where you live or work in the EU.
California residents
We do not sell or share personal information for cross-context behavioural advertising. You have the right to know, delete and correct personal information, and not to be discriminated against for using these rights. The categories we collect are listed in section 2.
9. Children
The Service is for businesses and is not meant for anyone under 18. We do not knowingly collect data from children.
10. Changes
We will update this policy when our practices change and show the date at the top. If changes are significant we will tell you by email or in the app.
11. Contact
ProfitClerk
.
Privacy: [email protected] · General: [email protected]