Last updated: 2 November 2026
This policy explains what personal information the Wholehog Shopify app (“Wholehog”, “we”, “us”) collects, how we use it and how long we keep it. It covers merchants who install Wholehog, the people who apply for trade accounts or ask for quotes on those merchants’ stores, and visitors to this website, wholehog.uk.
Who we are
Wholehog is made and run by Rococo Digital, a web development agency in the United Kingdom. For anything about this policy or your data, email gdpr@rococodigital.co.uk.
Rococo Digital Ltd
15 Old Printing House Square
Arundel
West Sussex
BN18 9JH
United Kingdom
Our role
- For information about merchants who install Wholehog and their staff, we are the controller.
- For information about a merchant’s customers and trade applicants, the merchant is the controller. We process it on the merchant’s behalf, only to provide Wholehog.
What we collect
About merchants
- your store’s
.myshopify.comaddress and the details Shopify provides when you install, such as your store name and plan - the email address you choose for alerts about new applications and quote requests
- your settings, such as application form fields, trade tiers and content lock rules
- your Wholehog plan and subscription status, from Shopify billing
- a history of changes made in the app, recorded against the Shopify staff user ID (not names or email addresses)
- anything you send us when you ask for help
About trade applicants
When someone fills in a merchant’s trade application form, Wholehog stores:
- business name, first and last name and email address
- phone number, VAT or tax number, website and address, if the merchant’s form asks for them
- answers to any custom questions the merchant adds
- their language, and their Shopify customer ID if they were logged in
- the outcome of the application, with any rejection reason or request for information
- a salted, one-way hash of their IP address, used only to limit spam. We never store the IP address itself.
When the merchant approves an application, Wholehog creates or updates the customer, company, location and contact in the merchant’s Shopify store, and keeps the Shopify IDs so it can link the application to them. If the merchant has set payment terms for the trade tier, Wholehog adds them to the new company location. Those Shopify records belong to the merchant and are covered by the merchant’s and Shopify’s privacy policies.
A merchant can choose to approve applications automatically when they match rules the merchant sets, such as an email domain or country. Applications that don’t match wait for the merchant to review them, so no one is turned down automatically.
About trade buyers who ask for a quote
If a merchant offers quotes, a logged-in trade buyer can ask for one from their cart. Wholehog stores:
- the buyer’s name, email address and Shopify customer ID, and their company and location
- the products, quantities and prices in the request, and any note the buyer adds
- the merchant’s quoted prices and message, any reason for declining, and the quote’s status and expiry date
When the merchant sends a quote, Wholehog creates a draft order in the merchant’s Shopify store, and Shopify emails the buyer an invoice for it. The draft order belongs to the merchant. If a sent quote expires unpaid, Wholehog deletes its draft order.
About shoppers
Wholehog’s storefront blocks are rendered by Shopify. Browsing a store that uses Wholehog doesn’t send any information to our servers, and we don’t use tracking or advertising cookies on merchants’ stores. Trade prices and content lock rules are worked out by Shopify from the logged-in customer’s account.
We never see or store payment card details. Payments are handled by Shopify checkout.
How we use it
- to run Wholehog: storing and showing applications, creating trade accounts, managing tiers, showing trade prices and handling quote requests
- to send the app’s emails: application received, approved, rejected and more information needed to applicants; quote request received and declined to trade buyers; and alerts about new applications and quote requests to merchants
- to stop spam and abuse of the application form
- to give support and fix problems
- to bill for Pro through Shopify, and to meet our legal obligations
We don’t sell personal information, and we don’t use it for marketing or to train AI models. Wholehog’s emails are transactional only.
Legal basis
Under UK GDPR and EU GDPR we rely on performing our contract with merchants, our legitimate interests in running a secure and reliable app, and legal obligations where they apply. For applicants’ and trade buyers’ data, we act on the merchant’s instructions as their processor.
Who we share it with
We use these service providers to run Wholehog. Each gets only what it needs:
- Shopify: the platform Wholehog runs on, and where trade accounts are created
- Railway: hosts the app and its database, in its European region
- Resend: sends the app’s emails, so it handles the recipient’s address and the content of each email
We may also share information if the law requires it.
International transfers
The app and its database are hosted in Railway’s European region, so the information Wholehog stores is held in the EU. Railway is a US company, and its staff may access it from the United States, for example to provide support. Resend processes emails in the United States.
Railway and Resend are based in the United States. Where personal information is transferred from the UK or EEA, we rely on the EU Standard Contractual Clauses, with the UK Addendum for UK data, in each provider’s data processing agreement. Resend is also certified under the EU-US Data Privacy Framework and its UK Extension. Shopify’s own transfers are covered by Shopify’s privacy policy.
How long we keep it
- While Wholehog is installed: we keep what we need to run it.
- Rejected applications: deleted 90 days after they are rejected. Wholehog checks for these every hour.
- Quote requests: kept while Wholehog is installed, so the merchant can see their history, unless the buyer asks for their data to be deleted.
- When a merchant uninstalls: we delete the app’s access tokens straight away. About 48 hours later Shopify asks us to delete the store’s data, and we delete everything we hold for that store, including all applications, quote requests and history.
- Support emails: deleted 24 months after the last message in the conversation, unless we need them longer to resolve a dispute or meet a legal obligation.
Requests from merchants’ customers
We support Shopify’s privacy requests. If a merchant’s customer asks to have their data deleted, Shopify tells us and we delete their applications and quote requests from Wholehog. If they ask for a copy of their data, we send the merchant a summary of everything Wholehog holds about them, so the merchant can respond.
Security
Data is encrypted in transit. Requests from Shopify are checked for a valid signature, access to our systems is limited to the people who need it, and we ask only for the Shopify permissions Wholehog needs. Our records of activity in the app contain IDs only, not customers’ personal details.
Your rights
Depending on where you live, you can ask to see, correct or delete your personal information, to restrict or object to how we use it, and to receive a copy. Email us to make a request. If you applied for a trade account or asked for a quote with a store, please contact that store first, as it controls your information; we will help it respond.
If you are unhappy with how we handle your information, you can complain to the UK Information Commissioner’s Office at ico.org.uk or to your local data protection authority.
This website
wholehog.uk is a WordPress site. If you email us we use your details only to reply. We don’t use advertising cookies on this site. Logged-in site administrators get WordPress’s own login cookies.
We don’t use analytics on this site. Our web host keeps standard server logs, such as IP addresses and pages requested, for security and to keep the site running. If we add analytics, we’ll list them here first.
Changes to this policy
If we change this policy we’ll update the date at the top, and tell merchants in the app or by email if the change is significant.