How purchase-order data is handled

Last updated 13 October 2026 · PotoSales · yyw41888@gmail.com

Data we receive

Before activation, opening the plugin page requests the current public trial terms and allowance from PotoSales. This request includes the plugin version and the store server’s network IP address, but does not include the store website address, customer records or purchase-order files.

When an administrator starts a trial, the plugin sends the store website address and a short-lived verification request, installation and request identifiers, the accepted terms version and the accepting administrator’s WordPress user ID. During use, the store sends uploaded purchase-order files, limited product candidates for optional matching, task identifiers, plugin and WooCommerce versions, usage and review feedback. Review feedback includes the outcome, names of changed fields, event time and WooCommerce order ID. If employee attribution was enabled on an existing installation, uploads and feedback may also include a WordPress user reference. New installations leave this disabled; the current interface does not offer a switch to enable it. After activation, background tasks can send heartbeat, status and queued feedback requests even when the plugin page is closed. When an administrator buys a plan, the plugin sends the selected plan and the payment email entered by the administrator, and after payment the Freemius license ID. Support requests include the message entered by the user. Document retrieval, deletion, cancellation and resumption requests include the relevant document or intake identifiers. The plugin does not collect payment card details. Purchase orders may include names, addresses, contact details, products, prices and other information supplied by the store or its customer. The store’s full customer and product database and its final WooCommerce orders remain in WooCommerce.

Payments

Payments are processed by Freemius, Inc., our reseller and merchant of record. The checkout window is provided by Freemius; it collects the payer's name, email, billing country and postal code, card or PayPal details and any tax ID under the Freemius privacy policy. We do not receive card details. From Freemius we receive the payer's email, the payment, license and subscription identifiers, the plan, amount, tax and currency, and refund or dispute status, which we use to add credits to the right website, handle cancellations and resolve billing questions. PotoSales stores the connection between the Freemius license and the purchasing website in its own service database. It does not write the website address or service site ID to the Freemius license.

Why and where we process it

We use the data to verify the store connection, extract and display purchase-order details, suggest limited product matches, support human review, prevent duplicate charges, enforce trial and plan limits, attribute purchases, secure the service and resolve support issues. The PotoSales application and database run on an AWS Lightsail server in Singapore. For this release, requested AI extraction or matching sends relevant document content or limited product candidates to Alibaba Cloud Model Studio through its Singapore region endpoint, which uses Alibaba Cloud's International deployment scope. Request and result data at rest are stored in Singapore; inference may be performed in other locations outside Chinese mainland. The Singapore endpoint does not mean all computation takes place in Singapore. See Alibaba Cloud’s regions and deployment scopes and International scope definition. Do not activate the trial or upload a document if your store cannot permit this transfer.

Retention

For the current document submission flow, an uploaded original is scheduled to expire 30 days after upload. When extraction finishes or a lost task is marked failed, that original’s 30-day period starts again. Older submission flows normally use a 7-day original-file period. An original re-uploaded solely to restore review access is retained for 7 days after restoration. Successful extraction results normally expire 30 days after processing completes. Expired content is removed by periodic cleanup; an active processing task or a service outage can delay physical deletion. These service periods do not describe Alibaba Cloud’s own retention policy. Minimal account, usage, security and audit records may remain longer where needed to operate the service or resolve disputes. The WooCommerce plugin also retains local import records and private backups under its retention rules; store administrators control that environment. Deleting a PotoSales import does not delete a WooCommerce order. Recovery backups can retain earlier copies until their backup retention period ends.

Protection and access

Connections use HTTPS. Store requests are authenticated, stores are separated in the service, and uploaded files are kept in private encrypted storage. Access to the operations dashboard is restricted. No system can guarantee that every error or security incident will be prevented.

Your choices and requests

A store administrator decides which purchase orders to upload and whether to submit a reviewed order. The plugin provides controls for eligible import-content deletion. For access, correction or deletion questions, or a security concern, contact yyw41888@gmail.com and identify the store website. Please do not email a full purchase order unless support specifically requests a secure way to receive it.

Changes

We will update the date and notice when processing or providers change materially. A new trial activation displays the applicable version before consent.