Privacy Policy

1. What personal information we collect and hold

We collect only what the Service needs to work. The kinds of personal information we hold are:

1.1 Account information

• Email address and a password (passwords are stored only as a salted hash by our authentication provider; we cannot read them).
• If you sign in with Google: your Google account email, display name and profile picture.
• Username, avatar and display preferences you set in your profile.
• Subscription plan, subscription status and trial dates.

1.2 Collection and inventory data

• The cards you add: catalogue card, condition, language, grading, quantity, prices you assign, notes and the storage or batch labels you use.
• Listing records for each marketplace: SKU, title, price, quantity, listing status and platform identifiers.
• Sales history: item sold, quantity, sale price, fees, sale date, the marketplace order reference and, for eBay sales, the buyer's marketplace username.

1.3 Card photographs

• When you scan a card, the photo is sent to our server and to a third-party image-recognition service located in the United States that reads the text on the card so we can identify it.
• Your photos are stored and shown on the matching cards in your collection.
• We keep de-identified copies of card photos (account details removed) to improve card recognition for all users.

1.4 Marketplace connection data

Only if you connect a marketplace account:

• eBay: your eBay username, OAuth access and refresh tokens (encrypted at rest), business policies (shipping, returns, payment), listing and order data for items you list through Sortle.
• Shopify: your store domain, an offline access token (encrypted at rest), the permissions you granted, and product, inventory, location and order data for items you list through Sortle.
• Buyer details for order fulfilment: when you open the Fulfilment view or print a shipping label, we retrieve the buyer's name and shipping address from eBay or Shopify and display it to you. We do not keep a copy of buyer names, addresses, phone numbers or emails in our database. Order webhooks we receive have those fields removed before they are logged, and the remaining webhook payload is deleted after 30 days.

1.5 Payment information

• Plans bought on sortle.io are processed by Stripe. We store your Stripe customer ID, subscription ID, plan, billing status and billing period. We never receive or store your full card number.
• Plans bought through the Shopify app are billed by Shopify. We store the plan Shopify reports for your store. We do not charge those accounts outside of Shopify.

1.6 Technical and security information

• IP address and browser user agent, recorded in server logs and when you take security-relevant actions such as requesting deletion of your account.
• Error and diagnostic logs needed to keep the Service running.
• First-party product analytics: when you are signed in, we record page views and in-app actions (for example connecting a store or listing a card) on our own servers so we can operate, secure and improve the Service. We do not use third-party advertising or cross-site analytics trackers.
• Records of privacy-related events (for example a data export or deletion request) so we can show we acted on them.

1.7 Support and beta enquiries

• If you email us or join the beta waitlist: your email address and the content of your message.

We do not collect sensitive information (such as health, racial or religious information) and we ask that you do not send it to us. We do not use third-party advertising or analytics trackers.

2. How we collect and hold personal information

We collect personal information:

• directly from you when you register, edit your profile, scan or add cards, list items, buy a subscription, or contact us;
• from Google when you choose to sign in with Google;
• from eBay and Shopify through the connection you authorise, including webhooks they send us about your listings and orders;
• from Stripe about the status of your subscription and payments;
• automatically from your browser (IP address, user agent) when you use the Service.

We hold personal information in a database, authentication service and file storage operated for us by a third-party cloud provider, and in server logs on our application server. Our application server is located in Australia. Data is encrypted in transit (TLS) and at rest; marketplace tokens are additionally encrypted at the application level. Access to production data is restricted to the people who operate the Service. Row-level security policies ensure each account can only read its own data.

3. Cookies

We use only cookies and browser storage that are necessary to run the Service: to keep you signed in, to protect against cross-site request forgery, to remember your theme and layout preferences, and to cache card data on your device for faster scanning. We do not use advertising or cross-site tracking cookies. If you block these cookies the Service will not work.

4. Why we collect, hold, use and disclose personal information

We use personal information to:

• create and secure your account and let you sign in;
• identify cards you scan, maintain your collection and stock, and value your cards using catalogue and market price data;
• create, update, end and keep in sync your listings on the marketplaces you connect, and show you orders to fulfil;
• process your subscription and give you access to the features included with your plan, including scanning;
• send you service emails, such as beta approval, account or billing notices (we do not send marketing email);
• respond to your questions and support requests;
• keep the Service secure, detect misuse, fix faults and meet our legal obligations, including record-keeping and responding to marketplace compliance requests;
• understand how signed-in users use the Service (first-party page views and in-app actions) so we can operate and improve it;
• improve card recognition using de-identified copies of card photos you scan;

We will not use or disclose your personal information for any other purpose unless you consent or the law requires or permits it.

5. Who we disclose personal information to

We disclose personal information only to the categories of service providers and platforms needed to run the Service:

Each provider is bound by contract to use your data only to provide its service to us. We will tell you which specific providers we use if you ask at nick@sortle.io.

We may also disclose personal information where required or authorised by Australian law, for example to a law enforcement agency or a court, or to a professional adviser or successor if the business is sold. We do not sell personal information.

6. Overseas disclosure

Our application server is in Australia, but the providers in section 5 store and process data outside Australia. We are therefore likely to disclose your personal information to recipients located in the the United States of America and Canada. Before doing so we take reasonable steps to ensure those recipients handle it in a way consistent with the APPs, including by using providers that encrypt data, restrict access and are bound by data-processing terms. By using the Service you consent to these disclosures.

7. Information about your buyers and store customers

When you connect eBay or Shopify, we act on your behalf to process information about your buyers so you can fulfil orders. We display buyer names and addresses to you from the marketplace but do not keep them (section 1.4). If a buyer wants to access, correct or delete their information they should contact you or the marketplace. We act on eBay account-deletion notices and Shopify customers/data_request, customers/redact and shop/redact requests automatically: we remove the affected order references and webhook payloads, and on store uninstall we revoke our stored tokens.

8. How long we keep personal information

• Account, collection and listing data: for as long as your account exists.
• Marketplace tokens: deleted when you disconnect the marketplace, uninstall the app, or delete your account.
• Card photos: for as long as they are attached to a card in your collection, or until you turn off the relevant setting and delete them. Photos shared for database improvement are retained in de-identified form.
• Webhook payloads: buyer fields are stripped on receipt; the remaining payload is deleted after 30 days.
• Data export files: until the expiry date shown in Settings, then deleted.
• Server and security logs: rotated on a rolling basis and kept for no longer than needed for security and troubleshooting.
• Billing records: kept for the period required by Australian tax law.

When you delete your account (section 9) we delete your profile, collection, listings, templates, exports and activity records and remove your login within minutes. Copies may persist in encrypted backups for up to 30 days before being overwritten.

9. How to access, correct or delete your personal information

• Access and correction: you can view and edit your profile at any time in Settings. You can download a complete copy of your data in JSON format from Settings → Data Management → Export Your Data.
• Deletion: Settings → Data Management → Delete All My Data permanently deletes your account and all associated data. You can also disconnect a marketplace or turn off image storage individually in Settings.
• By email: you can also ask us to access, correct or delete your information by emailing nick@sortle.io. We will verify your identity, respond within 30 days and not charge you for the request. If we refuse a request we will tell you why in writing and how to complain.

10. Security and data breaches

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, as described in section 2. If a data breach occurs that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

11. How to make a complaint

If you believe we have breached the Australian Privacy Principles, email nick@sortle.io with the subject line “Privacy complaint” and describe your concern. We will acknowledge your complaint within 7 days, investigate it, and give you a written response within 30 days. If you are not satisfied with our response, you may complain to the OAIC at oaic.gov.au or by phone on 1300 363 992.

12. Users outside Australia

Sortle is operated from Australia and this policy is written to Australian law. If you use the Service from the European Economic Area or the United Kingdom, the EU General Data Protection Regulation or UK GDPR also applies to you, and the following applies in addition to the rest of this policy.

• Controller: Sortle.io is the controller of your account and inventory data. For information about your buyers that we handle on your behalf (section 7) we act as your processor and on your instructions.
• Legal bases: we process your data to perform our contract with you (account, scanning, listings, billing); for our legitimate interests in keeping the Service secure, preventing misuse, fixing faults and sending service notices; with your consent where you sign in with Google or opt in to sharing card photos (you can withdraw consent at any time in Settings); and to comply with legal obligations such as keeping tax records.
• Your rights: you may access, rectify, erase, restrict or object to our processing of your data, receive it in a portable format, and withdraw consent. Use the Settings tools in section 9 or email nick@sortle.io; we respond within one month. We do not make automated decisions with legal or similarly significant effects about you.
• International transfers: your data is transferred to Australia and to the providers in section 5 in the United States and Canada. Australia is not covered by an EU or UK adequacy decision. Our providers are bound by Standard Contractual Clauses or an equivalent lawful transfer mechanism, and data is encrypted in transit and at rest.
• Complaints: you may lodge a complaint with the data protection authority in your country of residence, or with the UK Information Commissioner's Office (ico.org.uk), in addition to contacting us under section 11.

Canada: the Personal Information Protection and Electronic Documents Act applies to you. The privacy contact in section 15 is the person accountable for our compliance. You may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca). Your data is stored outside Canada as described in sections 5 and 6.

New Zealand: the Privacy Act 2020 applies to you. You may complain to the Office of the Privacy Commissioner (privacy.org.nz).

If you live in another country, you also have the benefit of any privacy rights under your local law that cannot be excluded. Contact us under section 15 to exercise them.

13. Children

The Service is for people aged 18 or over (see the Terms and Conditions). We do not knowingly collect personal information from anyone under 18. If you believe we have, contact us and we will delete it.

14. Changes to this policy

We may update this policy when the Service or the law changes. The effective date at the top shows the current version. If a change materially affects how we handle your personal information we will notify you by email or a notice in the Service before it takes effect.

15. Contact

Sortle.io, Australia
Privacy contact: nick@sortle.io