TotalInvoice Privacy Policy

Last updated: 15 October 2026

TotalInvoice is a Shopify app built and operated by Managed Cloud Solutions Limited (“we”, “us”). This policy explains what data TotalInvoice accesses through the Shopify platform, what we store, why, and how long we keep it. It applies specifically to the TotalInvoice app — not to managedcloudsolutions.co.uk generally, which has its own separate privacy policy.

What data we access, and why

When a merchant installs TotalInvoice, Shopify grants the app access to the following, strictly to generate commercial invoices:

Orders — line items, quantities, prices, and the customer’s shipping and billing name and address, so an accurate commercial invoice can be produced for that specific order.
Products — HS (customs tariff) codes, country of origin, and the material composition field a merchant has configured, so the correct customs information appears on the invoice.
Locations and fulfillment orders — which warehouse is dispatching which items, used only by merchants on a plan that generates a separate invoice per fulfillment location.

We only request the minimum Shopify API access needed for these features. We do not access Shopify data unrelated to invoice generation (for example, we do not read payment details, marketing data, or customer accounts beyond the name/address needed on an invoice).

What we store

Merchant business details you enter yourself in Settings — company name, address, VAT/EORI numbers, declaration text, signatory name, logo and signature images. This is your own business information, used to brand every invoice you generate.
A record of each generated invoice — the order reference, invoice number, generation date, the destination country, and the customer’s name and email address as they appeared at the time the invoice was generated. We keep a copy of this at generation time (rather than re-reading it from Shopify every time) so a re-sent or re-printed invoice stays consistent even if the customer’s details change later in Shopify.
The generated PDF file itself, which contains the customer’s full shipping address — this is the actual commercial invoice document.
Your shop’s billing/subscription status, so the correct plan features are available to you.

All of this is stored on our own servers (not a third-party data warehouse), accessed only over HTTPS, and every webhook delivery from Shopify is cryptographically verified before we act on it.

Sharing with other services

If you turn on automatic email sending, the customer’s name, email address, and their invoice PDF are passed to SendGrid (our transactional email provider) solely to deliver that email. We don’t share invoice or order data with any other third party, and we never sell merchant or customer data.

How long we keep data

Generated invoice records are kept for as long as the app remains installed on your store, so you can reprint or resend a past invoice at any time. If a customer asks you (the merchant) to have their personal data erased, Shopify forwards that request to us automatically — we remove the customer’s name and email from our records and delete the invoice PDF itself, while keeping the underlying transaction record (invoice number, date, order reference) for your own accounting purposes, since that isn’t personal data once the identifying details are gone.

If you uninstall TotalInvoice, your shop’s data — including all stored invoices and business settings — is automatically and permanently deleted within 48 hours, as required by Shopify.

Your rights

Shopify customers can request a copy of, or deletion of, their personal data at any time via the merchant’s store. These requests reach us automatically through Shopify’s data protection webhooks, which we process as described above. If you’re a merchant with a question about what we hold for your store, or a customer with a question about an invoice you received, contact us at support@totalinvoice.co.uk.

Changes to this policy

If we make a material change to what data TotalInvoice accesses or how we handle it, we’ll update this page and change the date at the top.