Privacy Policy

1.Who we are

The Shefy service is published by Shefa Digital (Deborah Cohen), a sole proprietorship under Israeli law, business number 329856173, HaAlon 5, Hadera, Israel. Contact: [email protected]. See also our Legal notice.

2.Two roles, depending on the data

Visitors of a booking or gift card page and recipients of your invoices are your customers: you are their controller. They exercise their rights with you; we help you answer them.

3.Data of our business customers

• Account: last name, first name, email, phone, date of birth, language, role in the company, date of acceptance of the terms. The password is only stored hashed.
• Company: legal name, address, legal identifiers (SIREN, VAT number…), VAT regime, optional logo and bank details printed on your documents.
• Security: two-factor codes sent by SMS or email (stored hashed, valid 10 minutes), reset and unlock tokens (stored hashed), sign-in and error logs, log of sensitive actions.
• Subscription: plan, quotas used, purchase history. Payment is handled by FastSpring: we never see your card data.
• Support and diagnostics: exchanges with support, technical errors.

4.Data processed on your behalf

Day-to-day management. Customer records, quotes, invoices, credit notes, payments received, appointments, staff, expenses and supplier invoices, messages sent (email, SMS, WhatsApp) and their delivery status.

WhatsApp and SMS service messages to your customers. When messaging is turned on, Shefy sends on your behalf, to your customers, messages related to a relationship already established with you: an invoice or a quote, an appointment confirmation or reminder, a payment link, an invoice reminder. These messages are allowed by default in each customer record, because they accompany or replace the email the customer would receive anyway for the same document: they rely on the performance of the contract between you and your customer or on your legitimate interest in following it up. They never contain marketing. The customer can refuse them at any time: by replying STOP to the message (also ARRET, STOPP, AFMELDEN, הסר… in Shefy's five languages), which immediately turns off that channel (WhatsApp or SMS), or by asking you, the sending then being switched off in their customer record. A visitor of an online booking page chooses whether to receive reminders (unticked by default).

Online booking page. The visitor provides first name, last name, phone, email (optional), address for an at-home service, and whether they agree to receive reminders (unticked by default). The 6-digit validation code is only stored as a fingerprint, valid 10 minutes, single use. The IP address is never stored in clear: only a fingerprint is used to limit abuse. The request is deleted automatically after 30 days, confirmed or not; a confirmed appointment joins your calendar and customer records. An existing customer record is never changed automatically: a proposal is submitted to you. The page tells the visitor who processes their data and how to exercise their rights.

Gift cards. For an online request, the buyer provides name, email, an optional message and the amount; their IP is only stored as a fingerprint. A declined or never-handled request is deleted after 90 days. A sold card and its invoice are kept like any invoice.

Imported documents. An import never confirmed is deleted after 60 days without activity; a confirmed import becomes the attachment of the expense. Preview links are signed and valid 5 minutes.

Electronic invoicing. In France and Belgium, your invoices, credit notes and reportable payment data go through the approved platform SUPER PDP, which you connect yourself.

Online payment. Card, Apple Pay, Google Pay or bank payment details are entered on the page of Online Payment Platform (OPP), a licensed payment institution in the Netherlands, acting as a separate controller for payment execution and the verification of your business. No card data or payer bank details go through Shefy. Shefy records the payment reference, amount, method, status, dates, fees and the related invoice. Verification documents and your bank account are entered directly with OPP.

5.Artificial intelligence

The Assistant, the initial setup and the reading of imported documents send the AI model the text of the request, the useful context (data of the company or customer concerned, conversation history) and, where relevant, the document to read. The model (Claude Haiku 4.5) is run directly by its developer, Anthropic, in the United States. Anthropic commits not to train its models on this data and keeps it only for a limited period, for service security and abuse detection.

Nothing is sent to the model without a user action, and no Assistant proposal is saved or sent without your approval. Should we entrust this processing to another provider, you would be informed at least 30 days in advance (section 11).

6.Purposes and legal bases

No marketing is carried out using the data of our customers' customers.

7.Retention periods

When an end customer asks for erasure, accounting documents already issued remain kept for the business's legal obligation; the rest is deleted or anonymised by the business, with our help.

8.Security

• Encrypted traffic (HTTPS, HSTS); provider access tokens encrypted at rest.
• Passwords, codes and tokens stored hashed; visitors' IP addresses reduced to a fingerprint.
• Strict separation of data between companies, checked by automated tests.
• Invoices, payments and the payment journal protected against any change; PDF archives checked by fingerprint.
• Two-factor authentication available; read-only accountant access.

9.Sub-processors

10.Transfers outside the European Union

The publisher is established in Israel, a country covered by a European Commission adequacy decision. For providers located in the United States, transfers rely on the EU–US Data Privacy Framework where the provider is certified, and otherwise on the standard contractual clauses adopted by the European Commission. The United Kingdom is also covered by an adequacy decision.

11.Our commitments as processor (Article 28 GDPR)

For the data you manage in Shefy about your own customers, this section is the data processing agreement between you (controller) and Shefa Digital (processor). You accept it together with the Terms of use.

• Subject and duration: providing the Shefy service, for the duration of your subscription; nature of processing, categories of data and persons: section 4.
• Instructions: we only process this data on your instructions, given through your use of the service and its settings, unless a legal obligation applies, which we would inform you of.
• Confidentiality: persons authorised to access it are bound by confidentiality.
• Security: the measures in section 8.
• Further sub-processors: you authorise those in section 9. We inform you by email at least 30 days before any addition or replacement; you may object by cancelling your subscription at no cost. Each further sub-processor is bound by the same obligations.
• Assistance: we help you answer data subject requests, carry out an impact assessment and meet your security obligations.
• Data breach: we notify you of any breach affecting your data without undue delay and at the latest 48 hours after becoming aware of it.
• End of contract: at your choice, you export your data or we delete it, on your request, within one month, unless retention is required by law.
• Audit: we make available the information needed to demonstrate compliance with these obligations, and we allow for and contribute to audits, including inspections, conducted by you or by an auditor you appoint (reasonable notice, auditor bound by confidentiality).

12.Your rights

You have the right of access, rectification, erasure, restriction, objection and portability, and the right to withdraw your consent at any time. Write to [email protected]; we answer within one month. You may also lodge a complaint with the supervisory authority: in France the CNIL, in Israel the Privacy Protection Authority.

End customers of a business (booking page visitors, gift card buyers, invoice recipients): please contact the business. We forward any request received directly.

13.Cookies and local storage

The application only uses storage strictly necessary for it to work: sign-in session (tab storage), language, theme and display preferences. It loads its fonts from Google Fonts, which sends the IP address to Google. There is no advertising tool and no audience measurement in the application.

shefyone.com website. The website remembers the language you chose in a « shefy_lang » cookie (one year), strictly necessary to show it to you on your next visit. It measures its audience with Umami, a tool hosted on our own servers (Hetzner, European Union), without cookies and without tracking you across sites: pages viewed, the page you came from and the campaign parameters of the address, country and city derived from the IP address (which is not stored), device type, operating system, browser and language, and a few actions on the website (playing a video, sending the contact form with the trade entered, changing the language). This data is used only to produce visit statistics for the website; it is never sold, shared or combined with other data, and it is deleted after 25 months. Legal basis: our legitimate interest in knowing how the website is visited; this audience measurement, limited to statistics and without cookies, does not require your consent. You can object by enabling your browser's « Do Not Track » option, which the tool honours.

« Get a call back » form. The information you leave there (name, email, phone, company, trade, message, language and page of the website) is used only to contact you about Shefy: it is emailed to us and kept in our internal follow-up tool, then deleted three years after your request. Legal basis: your request to be contacted.

14.Minors

Shefy is intended for businesses. The service is not aimed at persons under 18.

15.Changes

Any substantial change to this policy is announced by email and in the application before it takes effect.