Privacy notice

Last updated 4 November 2026

Shelly Office is provided by Shellysoft to businesses for their own records, starting with photographed delivery notes. There are two kinds of information here:

• Company records: delivery notes, suppliers, customers and the people who use the service: the business using Shelly Office is the data controller. Shellysoft processes this data only on its behalf and on its instructions.
• Business accounts and billing: Shellysoft is the data controller for the details of the businesses we serve, their logins, and their payments.

What we store

• Logins: name, email (staff set up by QR code may have none), role, a scrambled password, optional two-step sign-in settings, and sign-in history for security.
• Phones and tablets: for each device signed in to the capture app: a description such as “Chrome on Android”, its internet address when last used, and when its sign-in expires.
• Delivery notes: the photo (re-saved on our server, which removes hidden camera details such as GPS tags; if AI reading is on, a sharper copy is kept only until the AI has read it, then deleted), who took it, when, the device, its internet address, any barcode or note they added, and the details read from it by a person or by AI.
• Location (only if the business turns it on and the person allows it): the phone’s position when a delivery note is photographed. We don’t track location at any other time.
• Suppliers and customers: the names, contacts, addresses and notes the business enters.
• Billing: credit balance and history, payments and refunds. For a saved card, only its brand, last four digits and expiry. Card numbers are typed on Stripe’s own payment page and never reach us.

Services we use

We use a small number of trusted companies to run the service. Each only gets what it needs:

• Anthropic (Claude AI), only if AI reading is switched on for the business: receives the delivery-note photo to read its details, and returns them to us. How Anthropic handles data sent to its API is set out in its commercial terms and privacy policy: see anthropic.com/legal/privacy.
• Stripe: takes card payments and stores saved cards. See stripe.com/privacy.
• Twilio SendGrid: sends our emails: invitations, password resets, receipts and billing notices. We switch off open and click tracking. See twilio.com/legal/privacy.
• Pushover: sends service alerts to our own team’s phones, such as a failed payment or a system problem. These may name a business, but never contain delivery notes or photos.
• Our web hosting provider: runs the server the service, its database and the encrypted photos are on.

Some of these companies may process data outside the UK. When they do, they use the safeguards UK data protection law requires.

Cookies and phone storage

We use only the cookies needed to keep someone signed in, and to keep a phone signed in to the capture app (for 33 days unless the business changes it). Photos taken with no signal are kept in the phone’s own browser storage until they’re sent. There are no advertising or analytics cookies and no third-party scripts.

How long we keep it

• Delivery notes and photos: while the business’s account is open, unless the business sets photos to be deleted sooner. A business can delete any note.
• Payments, refunds and credit history: six years after the payment, as UK tax law requires.
• Logs: security logs 180 days, email logs a year, AI usage records two years.
• Closed accounts: deleted on request.

Who can see it

The business’s admins and the managers they authorise; staff see only their own recent photos. Shellysoft’s administrator, for support and billing; every time they enter a business’s account, it’s logged. We don’t sell or share data.

Your rights

If you work for a business that uses Shelly Office, ask your employer first: they can show, correct, export or remove your information. You can also contact us at admin@itproexpert.com. In the UK you can complain to the Information Commissioner’s Office at ico.org.uk.