How we protect your store's data
The app issues invoices on your behalf, so it stores buyer data and your KSeF certificate. Here is, in plain words, what we store, where, how we encrypt it and what you can do yourself at any time.
- AES-256encryption of certificates, orders, invoices and PDFs
- EUservers in Germany, data stays in the Union
- Your certificaterevoke it in KSeF in one click
- 90 daysthen orders without an invoice are deleted
- Dailyencrypted backup, kept for 14 days
- 48 hoursto tell you about an incident
What data we process and why
Only what a VAT invoice and sending it to KSeF require. No advertising, analytics or profiling of buyers, and we never sell data.
- Order data: company or person name, NIP, address, email, order lines and amounts. Without them there is no invoice.
- Your KSeF certificate or KSeF token: to send the invoice in the context of your NIP.
- We do not collect phone numbers or card details. Payments stay in Shopify.
Encryption
Everything that holds personal data or access to KSeF is stored encrypted with AES-256-GCM. The key is kept outside the database, so a copy of the database alone reveals nothing.
- Encrypted: the KSeF certificate and key or token, order copies, invoice XML files and PDFs.
- We never store the key password: it is used once to read the key during upload.
- Connections to KSeF, Shopify and your browser use HTTPS only.
- The invoice PDF link contains a random, unguessable key.
Your KSeF certificate stays under your control
You generate the certificate yourself in the KSeF Taxpayer App and decide how long it works.
- After upload we never show it in the browser again.
- Revoke it in KSeF at any time and click “Disconnect” in the app. From then on we send nothing on your behalf, and new invoices wait in the queue.
- When you uninstall the app we delete the certificate and token immediately.
- We remind you in the app 30 days before the certificate expires.
Where the data is and who can access it
The servers are in a Hetzner data centre in Germany, in the European Union. The app and database are not reachable from the internet directly, only through the HTTPS server.
- One person has server and database access: the company owner, with a personal SSH key.
- Support helps you in your own Shopify admin, not by looking into the database.
- Data goes only to KSeF (Ministry of Finance) and our server. We share it with no one.
Backups and resilience
Every day we make an encrypted copy of the database and invoice files and keep it for 14 days.
- Every invoice is also in KSeF, so after a failure it can be downloaded again from there.
- When KSeF does not answer, invoices wait in the queue and go out on their own once it is back.
- App errors reach our monitoring system right away.
How long we keep data
| Orders that got no invoice (for example no NIP) | 90 days |
|---|---|
| Your KSeF certificate or token | until you disconnect or uninstall the app |
| Issued invoices (XML and PDF) | for the period the VAT Act requires (art. 112) |
| Backups | 14 days |
When Shopify passes on a request to delete a customer's or a store's data, we delete the order copies. Issued invoices cannot be deleted earlier, because the VAT Act requires keeping them.
What we do if something goes wrong
We have a written procedure for security incidents.
- Within an hour: we stop sending invoices and change any keys that may have leaked.
- Within a day: we establish what and which stores are affected.
- Within 48 hours at the latest: we tell you what happened and what to do (for example revoke the certificate). We give you what you need to report to the data protection authority within 72 hours where required.
- We restore data from the last clean backup and inform Shopify.
Who is responsible for what (GDPR)
You are the controller of your buyers' data, and we process it on your behalf as a processor, under the terms (art. 28 GDPR). Details in the privacy policy. Privacy policy · Terms of service
Security questions: kontakt@ksefshop.pl