Effective date: 26 September 2026
This Privacy Policy explains what information Accountable collects, why we collect it, how we use and protect it, who we share it with, how long we keep it, and the choices and rights you have. It is written in plain language. If anything is unclear, email us at .
1. Who we are
Accountable ("Accountable", "we", "us") is a bookkeeping and accounting app for online stores. It is installed from the Shopline App Store and runs inside the Shopline admin. It brings a store's sales, inventory, advertising spend and bank transactions together and turns them into accounting records, reports and a dashboard.
For merchant account information, Accountable decides why and how the information is used, which makes us the "controller." For information about a store's customers and employees, the merchant decides why it is collected and we process it on the merchant's behalf, which makes us a "processor."
2. Who this policy covers
- Merchants: store owners and the person who runs the store's Accountable account.
- Store customers: people who buy from a merchant's Shopline store. We never deal with them directly; we receive some of their details from Shopline so the merchant's books are complete.
- Store employees: people a merchant adds to Accountable's payroll feature.
3. What we collect and where it comes from
| Information | What exactly | Where it comes from |
|---|---|---|
| Business profile | Store name, legal business name, tax or VAT number (optional), support email, logo, country, currency and timezone | Shopline when the app is installed, and the merchant during onboarding and in Settings |
| Account owner | Name, role and email address of the person who runs the account | The merchant, during onboarding |
| Sales and orders | Order numbers, dates, items, quantities, prices, discounts, taxes, refunds, shipping and billing country | Shopline, after the merchant installs the app |
| Store customers | First name, last name, email and phone, plus totals such as number of orders and amount spent | Shopline |
| Products and inventory | Product names, SKUs, costs, stock levels, stock locations and product image links | Shopline |
| Advertising | Ad account IDs and names, and daily spend, impressions and clicks per campaign | Meta and Google, after the merchant connects them |
| Bank | Bank name, account names and types, balances and transactions (amount, date, currency, merchant name, category) | The merchant's bank, through our bank data provider, after the merchant connects the account |
| Payroll | Employee name, email, role, pay rate, pay frequency, start date and payments | The merchant |
| Access tokens | Keys that let Accountable read data from Shopline, Meta, Google and the bank for the merchant | Those services, when the merchant approves the connection |
| Security and technical | Sign-in session details, IP address and browser details, and records of verification codes and email confirmations | Created automatically when the app is used |
What we never collect: card numbers, bank login passwords, Shopline passwords, or government ID documents. Bank and platform connections work through the provider's own approval screen, so we never see those passwords.
4. Why we use it
| Purpose | Information used | Legal basis (where GDPR or similar laws apply) |
|---|---|---|
| Provide the service: build the merchant's books, reports, dashboard, inventory and payroll records | Business profile, orders, customers, products, advertising, bank and payroll data | Performing our contract with the merchant |
| Keep accounts secure: sign-in, verification codes before sensitive actions, confirming the owner email | Account owner email, session and security records | Performing our contract and our legitimate interest in preventing fraud and unauthorized access |
| Send service messages: verification codes and important account notices | Account owner name and email | Performing our contract |
| Keep the service running and fix problems | Technical and usage records | Our legitimate interest in operating a reliable service |
| Meet legal obligations, such as responding to lawful requests | The information the request covers | Legal obligation |
We do not sell personal information, use it for advertising, build marketing profiles, or share it with data brokers. The app contains no advertising or analytics tracking tools.
5. Consent and control
- Nothing is read from a store, ad account or bank until the merchant approves it on that provider's own consent screen.
- A merchant can disconnect any bank or ad account at any time from Settings. This stops further data being collected from it. Disconnecting asks for a verification code sent to the account owner, so nobody else can do it.
- Uninstalling Accountable from Shopline stops all further data collection from the store.
6. Who we share it with
We share information only with companies that help us run Accountable, and only the information each company needs for its role. Each provider is subject to its own security and privacy commitments.
| Who | Why | What they receive |
|---|---|---|
| Cloud hosting and database providers | Run the app and store its data | The data the app processes and stores, protected as described in section 8 |
| Email delivery provider | Sends verification codes and account notices | The recipient email address, the account owner name and the email content |
| Image storage provider | Stores business logos | Logo images only |
| Shopline | The platform the app runs on | Requests for the merchant's store data |
| Meta and Google | Advertising platforms the merchant chooses to connect | Requests for the merchant's ad spend data |
| Our bank data provider | Connects to the merchant's bank with their approval | Requests for the merchant's bank data |
| Currency exchange rate service | Converts amounts between currencies | Only currency codes and dates, no personal information |
| Our payment provider (when paid plans start) | Subscription payments | Billing details the merchant enters directly with the payment provider |
A list of the specific providers we use is available on request at .
We may also disclose information when required by law, for example in response to a valid court order, or to protect the safety of our users or the public. If Accountable is sold or merged, information would transfer to the new owner under this policy, and merchants would be told first.
7. International transfers
Our data is hosted in the United States, and our providers may process information in other countries. Where required by law, including for information from the European Economic Area or the United Kingdom, transfers rely on the providers' standard contractual clauses or equivalent safeguards.
8. How we protect it
- Information is encrypted while it travels between you and Accountable, and between Accountable and the services it connects to.
- Stored information is encrypted, and the keys that let Accountable connect to your store, ad accounts and bank are given an extra layer of encryption.
- Each merchant's data is kept separate, so no merchant can see another's.
- Sensitive actions (connecting or disconnecting a bank, disconnecting an ad account, changing the owner email) need a one-time code emailed to the confirmed account owner.
- Access to our systems is limited to the person who runs Accountable and protected by multi-factor authentication.
More information about our security practices is available to partners and merchants on request.
9. How long we keep it
While a merchant uses Accountable, we keep their data so their books, reports and history remain complete. After they leave, the data is deleted automatically:
| When | What is deleted |
|---|---|
| 48 hours after the app is uninstalled | Advertising data and ad connections, all stored access tokens, Shopline webhook records, and customer details copied onto orders |
| 6 months after the app is uninstalled (unless it is reinstalled first) | Everything else: financial records, store customer records, bank data, payroll data, business profile, owner details, settings and logo |
| As soon as a store customer asks, through Shopline | That customer's record and activity, and their details on the related orders |
| Within minutes to hours | Sessions (at most 12 hours), verification codes and approvals (at most 10 minutes) |
Deleted data can remain in encrypted backups for up to 30 days, until those backups expire. Technical records are kept only for a short time and are not archived. Records that a deletion request was handled are kept as proof, without the deleted data. Our Data Retention and Deletion Policy has the full detail.
10. Your rights
Depending on where you live, you may have the right to access, correct or delete your information, receive a copy of it, object to or restrict how we use it, and complain to a data protection authority.
- Merchants: you can see and correct your business and owner details in Settings at any time. Uninstalling Accountable deletes your data automatically, as described in section 9. For anything else, email .
- Store customers and employees: please contact the store directly, because the store decides how your information is used. Shopline forwards customer deletion requests to us, and we carry them out automatically: we delete the customer's record and remove their details from the related orders, keeping only the amounts the store's books need.
We will not treat anyone differently because they exercise these rights.
11. Cookies
The app uses only the cookies needed to work: a session cookie that keeps you signed in and a security cookie that protects forms against forgery. Both are strictly necessary and are sent only over secure connections. We do not use advertising, analytics or tracking cookies.
12. Children
Accountable is a business tool for merchants and is not meant for anyone under 18. We do not knowingly collect information from children.
13. Changes to this policy
If we change this policy in a way that matters, we will update the effective date above and tell merchants by email or in the app before the change takes effect.
14. Contact
Questions, requests or complaints about privacy: .