Security: incident response and data loss prevention

1. Data we keep (minimization)

For subscribers we keep only what is needed to send the newsletter the store owner approves: email address, optional name and company the owner enters, language, subscription status and the consent record (when and how consent was given or withdrawn).

From Shopify we read only the customer's email address and email marketing consent. We do not read names, addresses, phone numbers or orders. From Colorme Shop we read only customers who chose to receive newsletters, and their email address.

2. Encryption

All traffic to and from Newsletter Ready uses HTTPS (TLS). Our database (Supabase, PostgreSQL) is encrypted at rest by the hosting provider.

Access tokens for connected stores (Shopify, Colorme Shop) are additionally encrypted in our database with AES-256-GCM, and are never shown on any screen.

3. Backups

The database is on a paid Supabase plan with the provider's automated daily backups. Backups are stored by the provider in encrypted form. Test and development data is kept separate from production data.

4. Access control

Only one operator (the responsible person above) has administrative access to the production database and hosting. Access uses individual accounts with strong, unique passwords, and two-step verification wherever the provider offers it.

Store owners and their team members can see only the subscribers of their own organization (enforced by row-level security in the database).

5. Logging of access to personal data

When a person views, imports or moves subscriber personal data, we record who did it, what action, how many records, when, and from which IP address. This covers the subscriber list, lead pages, reply pages, manual imports, and customer imports from Shopify and Colorme Shop.

These access records are kept for one year and then deleted automatically. They cannot be read from the app's screens.

6. Deletion

When a store uninstalls our Shopify or Colorme Shop app, we delete the connection, the access token and the subscribers imported from that store. We respond to Shopify's customer data request and erasure webhooks (customers/data_request, customers/redact, shop/redact).

Subscribers can unsubscribe at any time from every email; unsubscribes are synced back to the store. Erasure requests delete the subscriber's personal data.

7. Lost device or departing staff

If a device used for administration is lost or stolen, or a person with access leaves, we immediately sign out all sessions, change passwords, rotate API keys and secrets that may have been exposed, and review the access records above.

8. Incident response

Detect: we monitor error reports, provider alerts, unusual access records and reports sent to support@newsletterready.com.

Contain: we stop the affected function, revoke or rotate exposed credentials and tokens, and block the source of the attack.

Assess: we identify which data, which stores and which people are affected, and how it happened, using the access records and logs.

Notify: without undue delay and within 72 hours of becoming aware of a personal data breach, we notify affected store owners, Shopify (for data obtained through Shopify) and, where the law requires, the relevant data protection authorities. Store owners receive the information they need to inform their customers.

Recover and learn: we restore normal operation, keep a written record of the incident and the actions taken, and fix the cause to prevent it from happening again.