Privacy Policy
ProductPorter handles other businesses’ buying records, which is about as sensitive as back-office data gets. This page says plainly what we store, where it lives, who else touches it, and how long we keep it.
Last updated 10 October 2026
What we store
Everything below belongs to your business. We hold it so the software can do its job.
- The documents you send us. Vendor invoices, purchase orders and packing slips, exactly as you sent them, whether that was a PDF, an email attachment or a photograph.
- What we read out of them. Line items, styles, colours, sizes, pack quantities, unit costs, freight, barcodes and the purchase orders they reconcile against.
- Your inventory and sales figures, synced from your store: stock levels by location, movements, and units sold per week for sell-through reporting.
- Your vendors’ business contact details, such as company name and the email address an invoice arrived from, so documents can be matched to the right supplier.
- Accounts for the people you give access to. Name, email address, a hashed password, role, and session records.
- Where to reach you. The intake address documents may be sent to, and whichever notification channels you switch on.
- Operational logs. Which alerts were sent, which edits were made and by whom, and questions asked of the in-product help.
What we do not store
Nothing about your retail customers. ProductPorter never receives shopper names, email addresses, shipping addresses or order histories. It works on the buying side of your business, not the selling side. There is no table in our database for customer records because the software has no use for one.
We also never see payment card details. Your store handles those, and they do not pass through us.
How your documents are read
Reading a vendor invoice is done with AI. The documents you send us, including their images, are transmitted to a third-party AI provider for processing. We think that is worth stating plainly rather than burying, because it is the part of the system most people would want to know about.
Anthropic’s Claude API currently extracts information from your documents. We also use AI tools from Anthropic and OpenAI for reviewing results, evaluating document extraction and troubleshooting. Relevant document content, messages or diagnostic information may be processed through those tools, including subscription services as well as APIs.
Our rules for using customer information with AI are:
- We do not train general-purpose AI models using customer records. For AI services that process those records, we use no-training terms or disable optional model-improvement sharing.
- We do not opt customer records into training or submit customer-containing conversations as model feedback. Internal quality testing is distinct from model training.
AI providers may retain information to deliver their services, maintain saved conversations, investigate abuse or meet legal requirements. Their separate safety processes may include training systems that detect abuse. Turning off model improvement does not delete existing conversations or files. Retention and deletion processes differ by service; we include support conversations, uploaded files and local diagnostic copies in our cleanup process rather than promising one deletion period for every provider.
Where it lives
On private servers in Virginia, and in Cloudflare R2 object storage placed in Eastern North America. Documents are stored in R2; structured records live in a PostgreSQL database on our main server in Manassas, Virginia. Everything travels over TLS.
Your store’s API credentials are encrypted at rest with AES-256-GCM. Passwords are hashed, never stored in a readable form. Each business’s data is walled off from every other business’s at the query level, and that isolation is verified by an automated test suite rather than by good intentions.
Who else touches it
These are the services involved in running ProductPorter, current as of the date above. Some are optional and only apply if you switch them on. We keep this list accurate as the services change.
- Anthropic provides the AI used to extract information from your documents. We also use its tools for reviewing results and troubleshooting.
- OpenAI provides AI tools we use to evaluate document extraction, review results and troubleshoot issues. Relevant document content and diagnostic information may be processed for those purposes.
- Sentry helps us identify technical failures in document processing. Reports contain limited technical details, such as the operation affected, software version and time. They exclude document contents, customer and store identifiers, and original error messages. We configure Sentry to remove IP addresses and redact location information from stored error reports.
- Cloudflare stores documents and backups, and serves this website.
- netcup provides the server the software runs on.
- Hetzner provides temporary servers in Virginia that we use to test recovery from backups.
- Resend delivers our email and receives documents sent to your intake address.
- Shopify is your own store, connected by you, using credentials you supply.
- Slack, Telegram, web push and Twilio deliver notifications, if you enable them.
We do not sell your data, share it with advertisers, or use it to train anything of our own.
Optional text messages
SMS amendment effective 6 October 2026
If you enroll in ProductPorter SMS, we retain your mobile number, the account or setup identity that enrolled it, the date and method of your consent, the exact disclosure and linked policy version, and changes such as withdrawal or STOP requests. We use these records to deliver the support and service messages you requested, honor your choices and demonstrate consent. Listing a phone number for intake or support does not itself enroll that number.
If you request a one-to-one business conversation, ProductPorter retains your number, the requested topic, the date and method of your request, and evidence of permission, such as your incoming text or the affirmative permission you gave in person or by phone. We use those records to respond to your request, honor withdrawal and demonstrate consent. Requested conversations do not enroll you in recurring service updates.
We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.
We do not sell mobile information or share mobile information, SMS opt-in data or consent with third parties or affiliates for marketing or promotional purposes. Twilio and mobile carriers process the mobile numbers and message content needed to provide messaging services. We may provide consent evidence to Twilio when required to verify the program.
Messages concern the business conversation you requested or support, document processing, invoices, purchase orders and restock status. Message frequency varies with the conversation, your activity and support requests. Message and data rates may apply. Reply STOP to unsubscribe or HELP for help, use Turn off SMS in your consent form, or contact support@productporter.com. See the SMS Terms for the program details.
Consent and suppression records are kept while needed to honor your choices and demonstrate consent. Turning off SMS or deleting a setup draft does not automatically erase these records. Account deletion requests include a review of those records; records needed for legal obligations or preventing unwanted texts may be retained separately from your business documents.
How long we keep it
Your business records and documents are kept for as long as your account is active, because they are the record of what you bought and what it cost. There is currently no automatic expiry on stored documents.
Backups are taken daily and deleted after thirty days. Copies restored to test recovery are deleted the same day they are created, including when a test fails or is abandoned.
Getting your data out, and getting it deleted
Your records are yours. Ask and we will export them for you, including the original documents. Ask us to delete your account and we will delete your records and documents, and deactivate the intake address so mail sent to it stops being accepted. The SMS consent and suppression record exceptions above apply. Backups containing your data age out within thirty days of deletion.
Asking us anything
Questions about any of this, or a request to see, export or delete what we hold, go to .