1. Who we are and how to contact us
HireLine is a KingPoleApps product, operated by Joel Bondoux, trading as JoelBondoux.net, a sole trader in the United Kingdom. Business and correspondence address: 11B St George's Road, Farnham, United Kingdom, GU9 8NA. VAT registration number: GB101432773.
For privacy questions or requests, email hireline-support@kingpoleapps.com. We'll check who you are where we need to, and reply without undue delay and within one month.
2. When we are controller or processor
We're the controller for this website, merchant accounts, security, support, billing records and the running of our own service.
For the customer data a shop handles through HireLine, such as its hire customers' bookings, contact details, contracts and returns, the shop decides why and how that data is used. The shop is the controller, and HireLine processes the data for it. Customers should usually contact the shop first; we'll help the shop answer a valid request.
3. Information we process
Shop and staff
The shop's domain, Shopify session details, staff names, email addresses and roles from Shopify, the plan and billing references Shopify gives us, and the shop's settings. Shopify takes card payments; we never see card details.
Bookings and customers
The customer's name, email address and phone number, company and purchase order number where given, delivery or collection address and times, hire dates, the products and individual items hired, prices, deposits, refunds and notes.
Contracts and returns
Contract text, the customer's signature and when they signed, return checks, condition notes and photos of damage. Photos are kept in private storage, not in the database.
Trade customers
Business lists the merchant keeps, with member email addresses linked to Shopify customers, and the Shopify company, location and payment-terms details used for trade invoices.
Messages and calendars
Booking emails and, where a merchant turns them on, text messages to customers. Booking details sent to the merchant's Microsoft 365 calendar or private iCal feed; the feed can leave out customer names.
Support and operations
Support tickets and messages, request logs with IP addresses, error reports, a record of changes made in the app, and a log of each time personal data moves into or out of HireLine.
4. Purposes and legal bases
We process merchant data to provide the service the merchant signed up for: signing the shop in, running bookings, deposits, contracts and returns, giving support and handling plans.
We rely on legitimate interests to keep the service secure, prevent abuse, find and fix faults and keep it reliable. We weigh those interests against the rights of the people affected.
We also process information to meet legal obligations, such as keeping billing records and answering privacy requests. We process customer data only on the merchant's instructions, given through the way they set up and use HireLine.
5. On a merchant's shop
HireLine's date picker asks our server whether the chosen dates are free and what they cost. Checkout checks the dates again before the customer pays. Neither stores anything in the shopper's browser or follows them between visits.
If a shop adds HireLine's page to customer accounts, signed-in customers can see their hires and how much of their deposit is held or refunded. We log each time that page is loaded. See the cookie and storage policy for what is stored in a browser.
7. International transfers
Hosting, Microsoft 365 and services a merchant connects can involve processing outside the UK. We'll confirm the providers' locations and the safeguards for each transfer before launch. This pre-launch draft does not say that any particular data-processing or international-transfer agreement is already in place.
8. How long we keep information
We keep a shop's data while HireLine is installed and for as long as the service needs it. When a shop uninstalls HireLine, its Shopify sessions are removed straight away. The rest of its data is kept in case the shop reinstalls, until Shopify asks us to erase it, which Shopify normally does two days after uninstall. We then delete everything for that shop.
Some data is removed sooner. Waitlist contact details go after 90 days, or 48 hours after we tell the customer the item is free. Scheduled messages are deleted 30 days after they were due to send. Personal details on reservations shared with a merchant's hire software go 30 days after the reservation is released, unless the merchant sets a different period. The record of changes and the personal-data log are kept for two years by default; the merchant can choose between one and seven years.
When a customer's data is erased, HireLine removes their name, contact details, address, notes, photos and contract content, and updates any Outlook event so it no longer shows them. Booking dates, amounts and item history stay as business records without personal details.
Database backups can't be edited to remove one shop or one customer. They expire on our provider's schedule, which we'll state here before launch.
9. Security
Using the app needs a valid Shopify session, and staff roles limit what each person can see and do. Customer contact details, contracts and connection secrets are encrypted in the database, and the app won't start in production without its encryption key. Each shop's data is kept separate, requests from connected services are signed, and development, staging and production are kept apart. No online service is perfectly secure. If a breach has to be reported, we'll tell the merchants, people and authorities affected, as the law requires.
10. Your rights and complaints
Depending on where you live, you may have the right to see, correct or delete personal data, to restrict or object to how it's used, to get a copy you can take elsewhere, and to withdraw consent. You can also complain to your local data protection authority.
Email hireline-support@kingpoleapps.com. In the UK you can also complain to the Information Commissioner's Office. If your request is about a particular Shopify shop, tell us which one, and contact the shop as well.
11. Children and changes to this policy
HireLine is a business tool for Shopify merchants and isn't aimed at children. Merchants shouldn't use it to collect children's personal data without a lawful basis and suitable safeguards.
We'll update this policy when the service or the law changes in a way that matters. We'll show the new date, and give merchants reasonable notice of a change that affects their rights.