In short
- We collect what we need to run your account and send your alerts: your email, sign-in and security records, and the addresses of the notification recipients you add.
- We do not store your buyers' names, addresses, phone numbers, emails or chat messages. For buyer data we act as your processor under the Data Processing Agreement.
- Servers are in the EU. Telegram and browser push services receive alerts only if you switch those channels on.
- No advertising or analytics cookies. You can export or delete your data, and complain to the Polish data protection authority (UODO).
Who is responsible for your data? #
The controller of the personal data described in this policy is Alexander Tsyrulnikau, running the business under the trading name Axcoda, ul. Wołyńska 144 lok. 26, 15-208 Białystok, Poland, NIP 7011109425 (“Axcoda”, “we”).
Contact for anything about personal data: [email protected] or by post to the address above. We have not appointed a data protection officer, because the law does not require one for our activities; the address above reaches the person responsible.
Who is this policy for? #
- Website visitors — people who visit axcoda.com.
- Dashboard users — the account owner and team members who sign in to Axcoda (the “dashboard”).
- Notification recipients — people and chats that receive alerts by Telegram, email or browser push.
- Buyers of our customers’ shops — we receive limited order data from TikTok Shop on behalf of the seller. For that data the seller is the controller and we are the processor; see Data about your buyers and the Data Processing Agreement.
What data do we collect and why? #
| Why | What data | Legal basis (GDPR) | How long |
|---|---|---|---|
| Showing the website axcoda.com | IP address, browser and request details, processed by our hosting provider Cloudflare to deliver the page and protect it from abuse. We set no cookies on the website and use no analytics. | Art. 6(1)(f) — our legitimate interest in a working, secure website | As set by Cloudflare for its technical logs; we do not keep website logs ourselves |
| Creating and running your account | Email address (required); name (optional); language and time zone; the account name, market and — if you give them — tax number (NIP) and invoice details; your role in the team | Art. 6(1)(b) — contract (our Terms) | As long as the account exists; after deletion see Deleting your data |
| Signing in securely | One-time sign-in links (your email, IP address, time); sessions (IP address, a hash of your browser’s user agent, device label); password hash if you set a password; two-factor secret (encrypted) and backup codes (hashed) | Art. 6(1)(b) — contract; Art. 6(1)(f) — protecting accounts | Sign-in links expire after 15 minutes; a session ends 30 days after you sign in. Expired links and sessions are deleted with the user, and at the latest 12 months after they expire. |
| Protecting the service and keeping records | Sign-in history (a hash of your email, IP address, browser hash, method, success or failure); audit log of important actions (who, when, from which IP, what); security events, such as a sign-in from a new device | Art. 6(1)(f) — security of the service and proof of what happened; Art. 6(1)(c) with Art. 32 GDPR | At least 1 year and at most 2 years |
| Connecting your shop | Shop name, ID, code and region; your seller name and TikTok account ID (open_id) as provided by TikTok; granted permissions; access tokens (encrypted) |
Art. 6(1)(b) — contract | Tokens: until you disconnect the shop or revoke access. Other connection data: up to 12 months after the shop is disconnected (so that a reconnection is recognised) |
| Team management | Invitations (email address, role); who added which recipient | Art. 6(1)(b) — contract with the account owner; Art. 6(1)(f) for invited team members | Until the invitation is used or the account is deleted |
| Sending alerts and digests | Recipient address — Telegram chat ID, email address or browser push subscription (all encrypted); the name of the Telegram user or group, or the device label; language, time zone, quiet hours, digest times; when someone taps “On it”, their Telegram name | Art. 6(1)(b) — contract; for recipients who are not the account owner, Art. 6(1)(f) — the customer’s interest in alerting its team | Until the recipient is removed; removed recipients stay in a trash for 30 days |
| Proving delivery and fixing delivery problems | Delivery log: masked address (for example 12***89), the full text of the message sent, channel response and status |
Art. 6(1)(f) — handling complaints and failures | 90 days |
| Service messages | Your email address; content of sign-in, invitation, new-device and data-deletion warning emails | Art. 6(1)(b) — contract | Text kept in the delivery log for 90 days |
| Product statistics | Which features are used: account ID, app ID, shop ID, event name. No buyer data and no TikTok order data. | Art. 6(1)(f) — improving the service | Up to 13 months |
| Answering your messages | Your email address and what you write to [email protected], [email protected] or [email protected] | Art. 6(1)(f) — replying to you; Art. 6(1)(c) when you exercise your rights | Up to 2 years after the matter is closed |
| Legal claims | Data needed to establish, exercise or defend claims | Art. 6(1)(f) | Until the limitation period ends (Polish Civil Code) |
Payments and invoices. Paid plans are sold through Paddle.com Market Ltd (London, United Kingdom), which acts as the reseller (Merchant of Record): it processes your payment and billing details as an independent controller under its own privacy policy, and we never see your card details. We keep your plan, payment status and invoice data under Art. 6(1)(b) (contract) and Art. 6(1)(c) GDPR (tax and accounting law) for 5 years from the end of the year in which the tax obligation arose.
Where the data comes from. You give it to us when you sign up, invite team members and add recipients. A team member’s email address comes from the person who invites them. Sign-in, session and log data are created by our systems. Your shop’s name and identifiers come from TikTok Shop when you connect a shop.
Do you have to give us data? Your email address is required to create an account and sign in; without it we cannot provide the service. Everything else is optional.
Data about your buyers #
When you connect a TikTok Shop, Axcoda reads order, return, cancellation, chat-status, product and stock data through the TikTok Shop API to create alerts. For this data you are the controller and we are your processor under Art. 28 GDPR and our Data Processing Agreement.
We do not store buyer names, delivery addresses, phone numbers or email addresses, or the text of chat messages. These fields are removed from incoming TikTok events before those are stored, and from all TikTok data the Guard app saves only an allow-list of fields that excludes them.
We store only what alerts need: order, package, return and cancellation IDs; statuses and their history; deadlines; amounts and currency; the first product of an order (ID and name) and the number of items; tracking number and carrier; return and cancellation reasons as provided by TikTok; product and stock levels; health-of-shop metrics calculated from these data.
Buyers who want to exercise their rights should contact the seller. We help sellers answer such requests: in the dashboard you can look up an order and delete the data stored for it.
What reaches your notification channels? #
Telegram, email providers and browser push services are separate companies that receive the alerts you choose to get. What they receive depends on the detail level in your settings:
| In the message | Anonymised (default) | Detailed |
|---|---|---|
| Type of event, time left, deadline | yes | yes |
| Shop name (only if the recipient follows more than one shop) | yes | yes |
| Waiting chat: “a buyer has been waiting N hours” — never the buyer’s name or message | yes | yes |
| Stock left (low-stock alert); product status and TikTok’s reason (product alerts) | yes | yes |
| Name of the team member who tapped “On it” (Telegram groups) | yes | yes |
| Order number and number of items | no | yes |
| Product name | no | yes |
| Return type and refund amount | no | yes |
| Link to the specific order or return in Seller Center (otherwise to the list) | no | yes |
| Digests | counts only | counts only |
Per channel:
- Telegram receives the chat ID and the message text. When someone taps a button, Telegram sends us that person’s Telegram ID and name.
- Email: our email provider receives the recipient’s address and the message text.
- Browser push (Google, Mozilla, Apple, Microsoft — depending on the browser): the push service receives the subscription address and an encrypted message that it cannot read. The message holds a title, a short text and a link to the dashboard.
You can only lower the detail level; it cannot be raised above the limit set for the service.
Who else receives data? #
- Our subprocessors — hosting, website delivery, email delivery, Telegram and browser push services. The current list, with countries and safeguards, is on the Subprocessors page.
- TikTok — when you connect a shop, you authorise Axcoda in TikTok Shop; our requests to the TikTok Shop API are made on your behalf. TikTok processes data under its own policies.
- Paddle — when you buy a paid plan, as described under Payments and invoices above.
- Authorities — only when the law requires us to disclose data.
We do not sell personal data and do not share it for advertising.
Is data transferred outside the EEA? #
Our servers and databases are in the European Union (Germany). Some recipients are outside the European Economic Area:
- Cloudflare, Inc., Google LLC and Microsoft Corporation (USA) — on the basis of the EU–US Data Privacy Framework (Commission Implementing Decision (EU) 2023/1795 of 10 July 2023), in which they are certified; Cloudflare’s DPA also includes Standard Contractual Clauses (Decision (EU) 2021/914).
- Apple Inc. and Mozilla Corporation (USA) — their push services are chosen by your browser (Safari, Firefox), not by us, and receive only an end-to-end encrypted message that they cannot read. These companies are not certified under the Data Privacy Framework; if you do not want this, use another browser or channel for alerts.
- Telegram — only if you connect Telegram. Telegram Messenger Inc. says it stores data of EEA users in data centres in the Netherlands, but the company and its group are outside the EEA and no adequacy decision covers them. You use Telegram under your own agreement with Telegram, and we send messages there only because you add a Telegram recipient. If you do not want data to go to Telegram, use email or browser push, or keep the anonymised detail level.
You can get a copy of the safeguards by writing to [email protected].
How long do we keep data? #
The periods for each purpose are in the table above. Data about your shop:
| Data | How long |
|---|---|
| Orders, returns and other tracked items | 30 days after they are closed |
| History of status changes; alerts | 90 days |
| Daily sales per product (for stock forecasts) | 60 days |
| Shop health metrics | up to 400 days (daily values), advice up to 180 days |
| Incoming TikTok events (after removing buyer data) | 30 days |
| Technical records of TikTok API calls (no content) | 180 days |
| Processing traces used to investigate errors | 90 days |
| Backups | up to 30 days |
How do you delete your data? #
- Disconnect a shop in Axcoda, or revoke access in TikTok Shop Seller Center: the TikTok tokens are deleted immediately (unless the same TikTok authorisation is still used by another of your connected shops) and the shop’s order, return and alert data within 24 hours. A minimal record of the connection (shop ID and name, seller name) is kept for up to 12 months so that a reconnection is recognised.
- Remove the Guard app from your account: the app’s data is kept for 60 days so that you can reinstall it without losing settings, then deleted; you get an email 7 days before. Removing the app does not revoke Axcoda’s access to TikTok — disconnect the shop first, or revoke access in Seller Center.
- Delete your account (in the dashboard’s account settings; you confirm with your second factor): the account is closed at once and can be restored for 30 days. After 30 days we delete team members, recipients, sign-in links, invitations and shop data, and remove the account name, tax number and invoice details. We keep the account record without its name and tax details, invoices, audit and sign-in logs (with hashed emails), security events and product statistics events for the periods given in the table above, and the delivery log until its 90 days run out. Deleting the account does not revoke Axcoda’s authorisation in TikTok: disconnect your shops before deleting the account, or revoke access in Seller Center.
- Delete data for one order (for example on a buyer’s request): in the dashboard you can look up an order number and delete the tracked items and alerts stored for it. Its status history, processing traces and sent messages are deleted when their own periods (90 days) run out.
- Export your data as JSON from the dashboard’s account settings (account owner): account settings, shops, recipients without addresses, alert settings and tracked items. Everything else — for example your sign-in history — we send on request to [email protected].
When you delete data, it disappears from backups when they rotate; deleted accounts are never restored from a backup.
What are your rights? #
Under Art. 15–22 GDPR you have the right to:
- access your data and get a copy;
- correct inaccurate data;
- erasure (“right to be forgotten”);
- restriction of processing;
- data portability (data you gave us, processed under the contract);
- object to processing based on our legitimate interest (Art. 6(1)(f)) — we then stop unless we have compelling grounds or need the data for legal claims.
Write to [email protected]. We reply within one month; in complex cases we may extend this by two more months and will tell you why. We may ask you to confirm your identity.
You can also lodge a complaint with the Polish supervisory authority: Prezes Urzędu Ochrony Danych Osobowych (UODO), ul. Stanisława Moniuszki 1A, 00-014 Warszawa, uodo.gov.pl, or with the authority in the EU country where you live or work.
Do we make automated decisions about you? #
No. Alerts are generated automatically from your shop’s data, but they only inform you; they have no legal or similarly significant effect on anyone, so they are not automated decisions under Art. 22 GDPR. We do not profile visitors or users for marketing.
Cookies and local storage #
The website axcoda.com sets no cookies and stores nothing in your browser.
The dashboard uses only what it needs to work. Because these are strictly necessary for a service you asked for, the law does not require consent (Art. 399(3) of the Polish Electronic Communications Law, Art. 5(3) of Directive 2002/58/EC), and we do not show a cookie banner.
| Name | Where | What for | How long |
|---|---|---|---|
__Secure-axc_rt |
dashboard (cookie) | keeps you signed in (refresh of the session) | until the session ends, at most 30 days after sign-in |
hub_sid |
shop connection page (cookie) | links the TikTok connection step to your browser to prevent forged requests | 30 days |
__Host-axc_op |
staff panel only (cookie) | staff session | 8 hours |
axcoda.console.theme, axcoda.sidebar, axcoda.shop |
dashboard (local storage) | your display preferences and selected shop | until you clear them |
axcoda.pending, axcoda.visits, axcoda.install.dismissed |
dashboard (session and local storage) | finishing a started action after sign-in; offering to install the app | session / until cleared |
axcoda.webpush.recipient |
dashboard (local storage) | which push recipient this device is, so we can unsubscribe it when you sign out | until you sign out or clear it |
| Service worker and its caches | dashboard | lets the dashboard open quickly and receive push notifications; caches only the app itself and the public app catalogue, never your account data | until you clear site data |
You can remove all of these at any time by signing out and clearing the site data for the dashboard in your browser settings.
All cookies are HttpOnly and Secure. We use no analytics, advertising or third-party cookies. If that changes, we will ask for your consent first.
How do we protect data? #
See the Security page.
Changes to this policy #
We publish every new version here with its date and a summary of what changed, and keep previous versions in the archive. We email account owners about significant changes before they take effect.
Contact #
[email protected] · Alexander Tsyrulnikau, ul. Wołyńska 144 lok. 26, 15-208 Białystok, Poland
Questions about your data: [email protected]