Proper Music Distribution – Proper Fulfilment Privacy Policy

This Privacy Policy describes how your information is collected, used, and shared when you install and use the Proper Fulfilment app (“the App”) from the Shopify App Store into any Shopify shop (“the Shop”).

Intended users

The App is intended for use by businesses having a Shopify shop and an active distribution agreement with Proper Music Distribution. Shops not explicitly granted access will be unable to complete the installation process. Prospective users must contact Proper Music Distribution in advance of attempting to install the application.

Personal information we collect

When you install, open or visit the App, either directly, via your Shopify dashboard or the Shopify mobile app, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and cookies we may have stored on your device in the past. Additionally, as you use the App, we collect information about how you interact with it. We refer to this automatically-collected information as “Device Information.” It is used for essential application functionality (such as keeping you logged in) and diagnostic purposes (helping us find and fix problems) only. This information is not sold or used for any other purpose. We collect and/or utilise Device Information using the following technologies:

“Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit These and similar data storage mechanisms are used to provide essential application functionality only.
“Log files” track actions occurring on the App, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps. They are used to help us diagnose faults and manage the application.
We collect information about orders placed within your Shop in order to fulfil them for you. We collect only the data needed to fulfil the order accurately, including (but not limited to) the items ordered, the fulfilment provider for those items, the customer’s name, billing address, shipping address, shipping methods and any associated email address or phone number. We do not capture credit card numbers or payment related information, with the exception of basic information regarding the method of payment used and the value of orders. We refer to this information as “Order Information.”

When we talk about “Personal Information” in this Privacy Policy, we are talking both about Device Information and Order Information.

How do we use your personal information?

When the App is installed within a Shop, the primary e-mail address associated with the Shop is used to create a user account, which allows you to manually submit orders for fulfilment if desired and configure certain aspects of the App’s automated functionality. We maintain records of your preferences and use the access granted to us in order to complete such requests as directed.

Additionally, the functionality our application provides requires us to import, export and modify Order Information and Shop configuration. For example:

We request that Shopify notify us when certain events occur within your Shop (e.g. an order is placed.).
We set up a fulfilment service, to which you can assign products you wish to be fulfilled by us. When orders are submitted for fulfilment, we use the set of products assigned to the fulfilment service to know which order lines to include in the order file.
The App imports Order data from the Shop for the purposes of submitting those orders electronically for fulfilment.
The App exports Order data to Proper Music Distribution so that orders can be fulfilled, and maintains internal records about the status of Orders.
The App updates Order data within the Shop to reflect the status of order fulfilment.
We use the Order Information that we collect generally to fulfil any orders placed through the App (including arranging for shipping and providing you with information and notifications.). By installing or using the App, you give your consent for us to do this and indicate that you are authorised to do so.

You may withdraw this access and consent at any time by uninstalling the App. We will be unable to import any new Order information from your Shop, and we will be unable to update any existing Order Information if already-submitted orders are processed or despatched. At that time, appropriately managing any existing or newly-placed orders for associated products will become your responsibility.

Sharing your personal information

We share your Personal Information with third parties only as required to fulfil the purposes described above. We may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive (for example under the GDPR), or to otherwise protect our rights.

Do Not Track

Please note that we do not alter our App’s data collection and use practices when we see a Do Not Track signal from your browser, as we do not track or otherwise profile users for advertising or marketing purposes.

Your rights

If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

Additionally, if you are a European resident we note that we are processing your information in order to fulfil contracts we might have with you, or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Europe, including to Canada and the United States, for use by Shopify and/or order shipment services.

Data retention

When you place an order through the App, we will maintain your Order Information for our records unless and until you ask us to delete this information. Information relating to fully processed, cancelled, or otherwise “legacy” orders shall be expunged from our systems within a reasonable time frame. We make a good-faith effort to minimise the length of time for which we hold information for auditing purposes. However we may hold certain information for a longer period as mandated by law.

Changes to these terms

We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

Contacting us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us. In the first instance, contact your account manager.

Proper Music Distribution, 1-5 Applegarth Drive, Questor, Dartford, DA1 1JD, United Kingdom