Privacy Policy

1. Who is responsible

The data controller is Ship Refund — our legal business name, which we also trade under ("Ship Refund", "we", "us"). We decide how and why your personal data is used in connection with this website and the Ship Refund service.

2. What we collect and why

• Contact and company details (name, business name, work email, phone, shipping volume): to set up and manage your account, respond to you and provide the Service. Legal basis: contract.
• Carrier account details and authorization (FedEx/UPS account numbers, typed signature): to audit invoices and file claims on your behalf. Legal basis: contract.
• Invoice data you upload (tracking numbers, services, dates, charges): to find billing errors and late deliveries. Legal basis: contract.
• Login details (email and encrypted password): to secure your account. Legal basis: contract.
• Usage and device data (IP address, browser type, pages viewed): to keep the Service secure, prevent fraud and improve it. Legal basis: legitimate interests.
• Support messages: to help you. Legal basis: legitimate interests.

Uploaded CSV files in the free audit are read in your browser and are not sent to our servers unless you submit them to us.

3. Who we share it with

• Service providers who host our website and database and provide email and support tools, only as needed to run the Service.
• Paddle, our Merchant of Record, which handles the sale of our products, subscription management, payments, tax compliance and invoicing.
• FedEx and UPS, when we file claims on your behalf.
• Professional advisers such as lawyers and accountants.
• Authorities where the law requires it.

We do not sell your personal data.

4. How long we keep it

We keep personal data for as long as your account is active and as needed to provide the Service, resolve disputes and meet legal, tax and accounting duties. After that, we delete or anonymise it.

5. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict or move your personal data, to object to how we use it, and to withdraw consent at any time. You can also complain to your local data protection authority. To use these rights, contact us through the details on this website. We will reply within the time the law requires.

6. International transfers

Our providers may process data outside your country. Where this happens, we rely on appropriate safeguards such as standard contractual clauses.

7. Security

We use appropriate technical and organisational measures to protect your data, including encryption in transit, access controls and restricting access to authorised staff only.

8. Cookies

We use only essential cookies and similar browser storage needed to keep you signed in and to make the site work. We do not use advertising cookies. You can clear these through your browser settings, but parts of the site may then stop working.

9. Changes

We may update this policy from time to time. The date at the top shows when it last changed.