Privacy Policy

1. About this policy

WarrantyOS helps Shopify merchants manage product warranty registrations, claims and replacement drafts. This policy describes how Mosfam LLC handles information through WarrantyOS and its customer portal. Merchants decide warranty coverage and claim outcomes. Their own privacy policies also apply to information they collect and to their Shopify store records.

2. Information we process

• Shopify information: store identifiers, product and collection identifiers and titles, product variants, order identifiers and numbers, checkout email, purchase date, payment and cancellation status, and purchased item quantities. With authorized access, order lookups can include purchases older than 60 days. We use this information to verify purchases, determine warranty eligibility, review claims and prepare replacement drafts.
• Merchant information: warranty rules, portal settings, claim decisions and messages, replacement references and application authentication/session information. Session storage includes credentials needed to access the installed Shopify app and may include account details supplied by Shopify.
• Customer submissions: order number and checkout email for verification; product serial number when provided or required; claim reason, description and uploaded photographs. Registration records contain a keyed email hash for matching rather than the plain email address. We still process the email address during verification and notification delivery.
• Operational records: verification tokens, temporary attempt counters, claim history, notification status and provider identifiers, and privacy-request records. Hosting and service providers may process connection information such as IP addresses and technical request logs to deliver and operate their services.
• Support correspondence: your email address, message and any information you choose to send to our support address. Please avoid sending passwords, payment card details or unrelated sensitive information.

3. How information is used

We use information to verify a purchase, record warranty coverage and serials, prevent duplicate or ineligible submissions, let the merchant review evidence and decide claims, create an explicitly requested replacement draft, send transactional claim updates, provide support, handle privacy requests and maintain service security and recoverability.

Replacement drafts use the original order email and product variant. The merchant adds or verifies the delivery address in Shopify. WarrantyOS does not automatically complete or fulfill the draft, and does not collect payment card details through the warranty portal.

The current application does not use warranty information for targeted advertising or sell it. Claim notifications are transactional, not marketing subscriptions.

4. Who receives information

• The merchant and Shopify: the merchant can view its warranty records, claims and photographs. Shopify provides purchase/product information and stores replacement drafts created at the merchant’s request.
• Render: hosts the application and its persistent database, including application records and encrypted claim photographs.
• Resend: processes recipient email addresses and transactional message contents to send claim updates. Delivery status and related provider records may remain with Resend.
• Cloudflare R2: stores encrypted database backups and a privacy-deletion journal containing keyed receipt identifiers and event types, without raw customer selectors.
• Support email providers: Namecheap Email Forwarding routes messages sent to support@getwarrantyos.com to our support inbox; the forwarding and receiving email services process that correspondence.

These services have their own data-handling practices. Our current application hosting is in the United States and backup storage is in eastern North America. Processing may therefore occur outside your country. This policy does not promise that all service-provider processing is restricted to one location.

5. Photographs, security and cookies

Claim photographs are validated, resized and re-encoded, with embedded image metadata removed. They are stored using authenticated encryption, and viewing links expire after a short period. Entire exported database backups are encrypted. The live database, including session credentials and claim text, is stored on a Render persistent disk, which Render documents as encrypted at rest. This does not mean every database field is individually encrypted or protect against an authorized account misusing access. No storage or transmission method can guarantee absolute security.

Application access logs record the time, access category and keyed identifiers, without copying customer submissions, email addresses or credentials into those logs. They are retained for approximately 90 days, with expired daily files removed when logging next runs. Provider infrastructure logs have separate retention.

The portal uses a short-lived, secure verification cookie to maintain claim verification, and the merchant application uses authentication/session mechanisms. Claim verification expires after approximately 15 minutes. The public privacy page itself does not set cookies or include analytics or advertising scripts.

6. Retention and backups

Our retention schedule calls for review and removal of warranty and claim records 24 months after the later of warranty expiry or the most recent claim activity. Coverage can last up to 1200 months; we do not apply a shorter fixed period that would remove an active warranty. Documented unresolved disputes or legal obligations require a dated exception and review every 30 days. This is an operator-managed schedule, not an automatic deletion job, and warranty expiry alone does not delete records. Deletion requests are handled through the process below. Temporary verification records expire and are cleaned up during subsequent requests, so expiration is not necessarily immediate physical deletion.

Queued email contents are encrypted in the application and cleared after provider acceptance; notification status records remain until removed through the applicable deletion workflow. Provider-held copies and delivered messages are separate from the application queue.

Scheduled encrypted R2 backups have a seven-day retention window. Cleanup runs after a successful fresh backup. Older backup generations are blocked from recovery by the deletion-journal check and removed after a successful fresh copy; a storage outage can delay physical removal.

The seven-day window does not apply to every copy. Operator-created backups, Render snapshots, downloaded data exports, support correspondence and records retained by email or other providers are handled separately. Our operator schedule sets downloaded exports to seven days after confirmed delivery, temporary recovery copies to removal after verification, operator encrypted copies to seven days, and support correspondence to 12 months after resolution unless a documented exception applies. Provider retention depends on the provider settings; these copies do not share one automated deletion mechanism. Deleting an application record does not instantly remove all of those copies. Keyed privacy receipts and the deletion journal are retained to help prevent duplicate processing and restoration of deleted records.

7. Access, correction and deletion requests

Contact support@getwarrantyos.com with questions or requests to access, correct or delete information. Customers may also contact the merchant where they purchased the product. Include the store and enough information to identify the request; we may need to verify identity and coordinate with the merchant before disclosing or changing records. Available rights and any exceptions depend on applicable law and the circumstances.

WarrantyOS processes Shopify customer-data requests and customer/shop deletion notifications. Data exports are prepared for secure delivery by the merchant or operator; they are not automatically emailed. Matching application records, including claims, photographs and queued notifications, are removed when a deletion is processed. The production deletion handler records a privacy marker in R2 before committing the database deletion; if that step fails, processing must retry.

This process does not delete orders or replacement drafts held by Shopify, recall delivered email or automatically erase every provider/operator copy described above. Removing the app is not an immediate deletion of all business records; Shopify’s shop-deletion notification is a separate process. Contact us about remaining copies and the status of a request.

8. Changes and contact

We may update this policy as the service or its data practices change. The current version and update date will be available at this URL.