Last updated: 4th October 2024

1. Introduction

At CommBilling, a product of IT Place (TITP srl), we value your privacy and are committed to handling your personal data with care and transparency. This Privacy Policy outlines how we collect, use, store, and protect your personal data when you use our website, app, or services.

Designed primarily for Shopify store owners across Europe, CommBilling processes data within Europe in compliance with local regulations and the General Data Protection Regulation (GDPR).

By using CommBilling services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

2. Data Controller Information

For the purposes of GDPR and other applicable data protection laws, the data controller is:

IT Place (TITP srl)
Avenue Saint Hubert, 5
7090, Hennuyères, Belgium
Email: privacy@commbilling.com
Phone: 0032 2 361 09 70

3. What Data We Collect

We collect and process the following personal data to provide and improve our services:

• Personal Information: Name, email address, phone number, and billing information.
• Shopify Store Data: Store URL, order details, customer VAT information, and billing preferences.
• Financial Data: Bank details such as IBAN and BIC, used for generating invoices and processing refunds.
• Usage Data: Information about how you interact with our website or app (e.g., page views, feature usage).
• Technical Data: IP address, browser information, and device identifiers to ensure smooth app performance and security.

4. How We Collect Your Data

• Direct Interactions: Data you provide when creating an account, filling in forms, or contacting us directly.
• Automated Technologies: Data collected through cookies and similar tracking technologies when you use our website or app.
• Third-Party Sources: Data obtained from Shopify and other third-party service providers essential for providing our services.

5. Why We Collect Your Data

We collect your data to deliver, enhance, and secure the CommBilling service. This includes:

• Account Management: To create and manage your user account and store data.
• Invoicing & VAT Compliance: To generate accurate invoices, credit notes, VAT reports, and ensure compliance with European tax regulations.
• Service Improvement: To understand user behavior and improve the platform’s functionality and user experience.
• Communication: To send you notifications, updates, and relevant marketing materials, provided you have given consent.
• Legal Compliance: To comply with legal obligations and regulatory requirements.

6. How We Use Your Data

CommBilling processes your data to provide its services to Shopify store owners across Europe, ensuring compliance with EU VAT and tax regulations. We process data as follows:

• Service Provision: To generate invoices, manage VAT, and handle refunds.
• Third-Party Service Providers: We may share your data with trusted partners such as payment processors or email service providers to perform necessary functions (e.g., Stripe for payment processing). These third parties are contractually obligated to ensure GDPR compliance and protect your data.
• Analytics: We use anonymized data for analytics to improve service performance and ensure a smooth user experience.
• Marketing (if consented): We may send promotional emails regarding new features or offers, but only with your explicit consent. You can opt out at any time.
• Legal Obligations: To comply with legal obligations, respond to legal claims, or protect our rights.

7. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Performance of a Contract: Processing is necessary for the performance of the contract between you and us.
• Legitimate Interests: Processing is necessary for our legitimate interests in improving our services, ensuring security, and conducting business operations.
• Consent: Where you have provided consent, particularly for marketing communications.
• Legal Obligations: To comply with legal and regulatory requirements.

8. How Long We Store Your Data

We retain your data only as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations. Specifically:

• Active Users: Data is retained for the duration of your use of the CommBilling services.
• Uninstallation: If you uninstall the CommBilling application, your personal data will be retained for 30 days to allow for any final actions, such as generating reports or resolving support queries.
• Data Deletion: After this 30-day period, all your personal data, including sales documents, invoices, and reports, will be permanently deleted and cannot be recovered. This means all generated sales documents will be lost after data deletion.
• User Responsibility: Please ensure you export any important documents before uninstalling the app or within the 30-day window.

9. How We Protect Your Data

We implement stringent security measures to safeguard your personal data:

• Encryption: Data is encrypted both at rest and during transmission using industry-standard encryption protocols.
• Access Control: Only authorized personnel have access to your data, under strict confidentiality obligations.
• Regular Audits and Updates: We perform regular security audits and update our systems to protect against vulnerabilities.
• Data Minimization: We collect only the data that is necessary for the purposes stated in this policy.

10. Data Processing within Europe

As CommBilling is designed for European Shopify merchants, all data is processed within the European Economic Area (EEA). We comply with all relevant European data protection laws, ensuring that your data is processed securely and in line with GDPR requirements.

• No Data Transfers Outside EEA: We do not transfer your personal data outside the EEA unless required by law or necessary to fulfill our services. In such cases, appropriate safeguards will be in place to protect your data.

11. Your Rights Under GDPR

As a user in Europe, you have the following rights regarding your personal data:

• Access: You can request access to the personal data we hold about you.
• Rectification: You can request corrections to any incomplete or inaccurate data.
• Erasure ("Right to be Forgotten"): You can request the deletion of your data, provided it is no longer necessary for legal or business reasons.
• Restriction: You can request that we limit the processing of your personal data.
• Data Portability: You can request that we transfer your data to another service provider in a machine-readable format.
• Objection: You can object to the processing of your data for specific purposes, including direct marketing.
• Withdraw Consent: You can withdraw your consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at privacy@commbilling.com.

12. Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and improve service functionality. Cookies may collect information such as browser type, pages visited, and other usage data.

• Managing Cookies: You can manage your cookie preferences via your browser settings or through our cookie consent banner.
• Cookie Policy: For more information, please refer to our Cookie Policy.

13. Third-Party Links

CommBilling may contain links to third-party websites or services not controlled by us. We are not responsible for the privacy practices of these entities. We encourage you to review their privacy policies.

14. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected such data, please contact us for deletion.

15. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy as needed to reflect changes in our practices or legal obligations. When significant changes are made, we will notify you directly via email or a prominent notice on our platform. The updated policy will be effective from the date of publication.

16. How to Contact Us

If you have any questions, concerns, or requests regarding your personal data, you can contact our Data Protection Officer at:

IT Place (TITP srl)
Avenue Saint Hubert, 5
7090, Hennuyères, Belgium
Email: privacy@commbilling.com
Phone: 0032 2 361 09 70

17. Complaints

If you believe that we have violated your privacy rights, you have the right to file a complaint with your local data protection authority or seek a remedy through the courts.

18. Acceptance

By using CommBilling, you confirm that you have read, understood, and agree to this Privacy Policy. We are committed to keeping your data safe and respecting your privacy.