Privacy Policy

Last updated: 14 May 2026

1. Who we are

AI Head Office ("AI Head Office", "we", "our", "us") is operated by E-Commerce Growth Solutions. We provide an analytics and AI-assistant platform for e-commerce brands. This Privacy Policy describes what data we collect, why, where it lives, and the controls you have over it.

For privacy-related questions, write to aiheadoffice@theecommerceaccelerator.com.

2. Who this policy covers

This policy covers merchant users — the people who sign up for AI Head Office and connect their commerce, ads, email, and accounting platforms. It also covers the limited data we receive from those platforms about your customers in the course of providing analytics.

3. Data we collect from connected platforms

3.1 Shopify

  • Product, variant, and inventory metadata (titles, SKUs, prices, quantities)
  • Order metadata (totals, dates, line items, fulfillment status, country code)
  • Customer identity in a privacy-safe form — Shopify customer ID and a one-way HMAC-SHA256 hash of the customer's email address. We do not store customer names, phone numbers, or addresses other than ISO country code.

3.2 Meta Ads (Facebook / Instagram)

  • Ad account, campaign, ad set, and ad metadata (names, IDs, status, objectives)
  • Daily insights metrics (spend, impressions, clicks, conversions, ROAS) — aggregated, never per-end-consumer
  • The Meta user ID of the person who authorized the connection

3.3 Google Ads

  • Customer, campaign, ad group, ad, and keyword metadata
  • Daily performance metrics (spend, clicks, impressions, conversions)

3.4 Klaviyo

  • Campaign, flow, list, and segment metadata
  • Daily aggregate email metrics (sent, opened, clicked, revenue)

3.5 Xero

  • Chart of accounts, invoices, payments, bank transactions, credit notes
  • Contact metadata required for financial reconciliation

4. Data we do not collect

  • Customer names, phone numbers, or full postal addresses
  • Plaintext customer email addresses (only the irreversible HMAC hash)
  • Payment card details — we never receive or process card data
  • End-consumer behavior outside the platforms you connect

5. Why we collect this data

  • To compute dashboard metrics (revenue, returning customer rate, ROAS, ad spend by channel, etc.)
  • To present a daily report combining synced data with merchant-entered context
  • To allow merchants to record custom fields, costs, and event notes alongside automatically synced metrics

6. Where data is stored and processed

We rely on the following sub-processors:

  • Vercel — application hosting
  • Supabase (Postgres) — primary database, hosted in AWS ap-southeast-2 (Sydney)
  • Inngest — background job queue
  • Clerk — authentication
  • Anthropic — AI features (Claude API). Requests are sent in real time and not retained for model training.
  • Resend — transactional email (GDPR data-request exports, account notifications)

7. Data retention

We retain platform-sourced data for as long as the corresponding integration is connected to your workspace. When an integration is disconnected (via Settings → Integrations, or by uninstalling the app on the source platform), associated data is deleted within 48 hours.

For Shopify, this is driven by the app/uninstalled and shop/redact webhooks. For Meta, deletion is triggered either by disconnecting from /settings/integrations or by Meta's data-deletion callback when a user removes the app from their Facebook account.

8. Your rights

You can, at any time:

9. End-consumer data

If you are an end consumer of a brand that uses AI Head Office and you want your data removed from our systems, please contact the brand directly — they are the data controller and we act as their data processor. Brands forward deletion requests to us via the platform GDPR webhooks (e.g. Shopify customers/redact) and we honor them within 30 days, typically within seconds.

10. Changes to this policy

We will update this page when our data practices change. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated by email to workspace owners.

11. Contact

E-Commerce Growth Solutions
aiheadoffice@theecommerceaccelerator.com