Privacy Policy

1. Who we are

"ProEcommerce", "we", "us", and "our" refer to ProEcommerce, operating at proecommerce.com. The data controller for personal information processed through our service is ProEcommerce, and our contact for privacy matters is billing@proecommerce.com.

This Policy applies to visitors of our public website, prospective customers who contact us, and end-users of our billing platform (tenant administrators and their customers).

2. What data we collect

a. Account & billing data

• Name, business name, email address, phone number, postal address
• Authentication data (bcrypt-hashed passwords, TOTP secrets encrypted at rest, backup codes)
• Subscription plan, payment method reference (Stripe pm_xxx / cus_xxx — never full card numbers)
• Invoices, transactions, credit balances, and related billing records

b. Usage data

• IP address, user agent, login timestamps, session identifiers
• Audit log of actions you take inside the platform
• Support ticket content and email correspondence

c. Optional data

• Sub-account contacts you add to your account
• Marketing consent / email preferences
• Domains managed on your behalf (for customers using our domain registrar)

d. Data we never collect

• Full credit / debit card numbers — these go to Stripe directly via iframe
• Social-media tracking pixels — we don't run them on our site
• Advertising identifiers

3. How we use your data

We process personal data for these purposes only:

• Provide the service — authenticate you, run your billing, send invoices, process payments, provision hosting, register domains.
• Customer support — respond to tickets, troubleshoot issues.
• Security — detect abuse, rate-limit bots, maintain audit trails.
• Legal compliance — tax reporting, lawful requests, dispute resolution.
• Transactional email — invoices, password resets, service-status notices. These always go regardless of marketing preference.
• Marketing (opt-in only) — product announcements and occasional updates. You can opt out at any time from the client portal.

4. Legal basis (GDPR)

We process your data under one of these bases:

• Contract — to deliver the service you signed up for.
• Legitimate interest — security, fraud prevention, audit logging.
• Legal obligation — tax, accounting, court orders.
• Consent — marketing email, cookies beyond strictly necessary.

5. Who we share data with

We share only what each third party strictly needs. We never sell personal data.

We do not use Google Analytics, Facebook Pixel, or any third-party advertising network. Server-side request logs are kept for up to 30 days.

6. How long we keep data

• Active account data: for as long as you have an account with us.
• Closed-account billing records: retained for 7 years for tax and legal compliance.
• Audit logs: 2 years minimum (per our security standards).
• Request logs: 30 days.
• Encrypted backups: 365 days, then deleted from cold storage.
• Marketing consent records: retained indefinitely for GDPR audit.

7. How we protect your data

• TLS (HTTPS) for all traffic in and out.
• Passwords stored with bcrypt or Argon2id hashing — we cannot read them.
• Two-factor authentication (TOTP) available for all user tiers.
• Server credentials and API tokens AES-256 encrypted at rest; key in AWS Secrets Manager.
• Nightly database backups encrypted with AES-256 and uploaded to S3 with bucket-level SSE.
• Application-level audit log; every money-touching action recorded.
• fail2ban, rate limiting, and CSRF protection on all state-changing endpoints.
• Scoped IAM users with minimum-necessary permissions.

8. Your rights

Under GDPR, CCPA, and similar regulations, you have the right to:

• Access — see what data we hold on you.
• Correct — update inaccurate information.
• Delete — request removal of your personal data (subject to legal retention obligations).
• Port — receive your data in a portable format (CSV + SQL dump).
• Object — opt out of processing for marketing.
• Restrict — ask us to pause processing while a dispute is resolved.
• Withdraw consent — at any time, without affecting past lawful processing.
• Complain — to your local data protection authority if we've mishandled your data.

To exercise any of these, email billing@proecommerce.com from the address on file. We respond within 30 days (GDPR) or 45 days (CCPA).

9. California residents (CCPA)

If you're a California resident, you have the right to know what personal information we collect, the right to delete it, the right to opt out of its sale (we don't sell data, so this is moot), and the right to non-discrimination for exercising these rights. Email us with "CCPA request" in the subject to exercise any right.

10. International transfers

ProEcommerce is based in the United States. Our servers run in AWS us-east-1 (Northern Virginia). If you're accessing us from outside the US, your data is processed in the US under standard contractual clauses where applicable.

11. Children

Our service is intended for business customers. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us information, email us and we'll delete it.

12. Cookies & tracking

We use strictly necessary cookies only: a session cookie (PROE_SID) to keep you logged in, and a CSRF token cookie to protect form submissions. No advertising cookies. No analytics cookies.

13. Breach notification

If we discover a data breach that affects your personal information, we'll notify you by email within 72 hours and post a public notice on this site. Our incident response plan includes immediate credential rotation, audit-log review, and regulatory reporting where required.

14. Changes to this policy

We'll update this page when we change something material. The "Last updated" date at the top reflects the most recent change. For substantial changes (new data sharing, new retention policy, etc.) we'll email current customers at least 30 days before the change takes effect.

15. Contact us

Questions about this policy, or want to exercise any of your rights? Email billing@proecommerce.com. We respond to every privacy request personally — no ticket system, no form letters.