1. Who we are and what this policy covers
Total Print Hub, Inc. ("Total Print Hub", "we", "us", "our") offers and operates Total Print Hub, the software that print shops and brands use to sell personalised products through a Shopify or WooCommerce store and to produce the orders. Total Print Hub, Inc. is a corporation; all of its shares are held by ITLOX, Inc., a Delaware corporation.
In this policy:
- a
merchant is a business that runs a Shopify or WooCommerce store and subscribes to Total Print Hub; - a
shopper is a customer of a merchant, including a member who orders from a Branded Store; - the
product is Total Print Hub itself: the Admin, where merchants and their staff work, and the tools that shoppers use in a merchant's store (Design Studio, Gang Sheet Builder, Instant Merch, and Branded Stores); - our
websites are totalprinthub.com and docs.totalprinthub.com.
This policy explains how we collect, use, store, share, and protect personal data when you:
- visit our websites;
- send us an enquiry, ask for a demo, or sign up for product updates;
- use the product as a merchant or as a member of a merchant's staff;
- use a merchant's store as a shopper, where that store runs Total Print Hub tools.
Where we process personal data on a merchant's behalf, the Data Processing Agreement sets the terms between that merchant and us. A merchant's own privacy policy tells its shoppers how that merchant uses their data.
2. Our role and the merchant's role
2.1 Where the merchant decides
For the content and the personal data that a merchant or its shoppers put into the product, the merchant decides why and how the data is used. The merchant is the controller (under California law, the business). We act for the merchant as its processor (under California law, its service provider) and follow its documented instructions. A shopper's designs, uploads, and order details are examples.
The merchant is responsible for having a lawful basis for this processing, for giving its shoppers the notices they need, and for obtaining the permissions they need.
2.2 Where we decide
We are the controller of the personal data that we use for our own purposes: administering merchant accounts, keeping billing records, security, preventing fraud, support, operating the product, complying with the law, and protecting our rights.
We are also the controller of the enquiries and the product update sign-ups made on our websites. These are ours alone. They are not a merchant's content, and we never share them with merchants.
2.3 If you are a shopper
Send a request about an order or a design to the merchant whose store you used. We support the merchant when a verified request arrives. The Design Studio points you to the store's own privacy policy, terms, and contact address.
2.4 Services that a merchant connects
Suppliers, fulfilment services, printers, and shipping tools that a merchant connects to the product act under the merchant's own agreement with them, not under ours.
2.5 At a glance
| Whose data | Examples | Who decides how it is used | Our role |
|---|---|---|---|
| Shoppers | Designs, uploads, order details, and proof answers | The merchant | Processor for the merchant |
| The merchant's own content | Products, templates, artwork, and pricing rules | The merchant | Processor for the merchant |
| Merchants and their staff | Account and sign-in data, billing records, and support messages | Total Print Hub | Controller |
| Visitors to our websites | Enquiries, demo requests, and product update sign-ups | Total Print Hub | Controller |
3. Personal data we collect
3.1 Merchants and their staff
Account data: your email address and display name; your password, stored only in a form that cannot be read back; the status of the account; the second sign-in step and its recovery codes; your sessions; and your role in the merchant's account (owner, administrator, designer, production, or viewer).Sign-in security data: the number of failed sign-ins and the time an account was locked. For each sign-in event we keep the network address and the browser name only as one-way fingerprints, never as readable values.Store connection data: the store's domain, the identifiers and status of the installation, the permissions the merchant approved, the locale, the plan and the subscription status, and the data we need to check that a request comes from the store. The keys that give us access to the store are stored encrypted.Billing data: the plan and the status of the subscription, as the billing provider reports it. Card numbers never reach us: Shopify bills Shopify stores, and WooCommerce and direct customers pay on Stripe's own pages.Supplier connections: the connection details and the supplier logins that a merchant saves. The logins are stored encrypted, and the merchant can list and delete them at any time.Support messages: what you write to us, and the account details we need to answer.Security and audit records: records of security events and of actions taken in the account.Requests to Inky AI: what a member of staff asks Inky AI to do, typed or spoken (section 3.6).The merchant's content: product data, store settings, templates, artwork, pricing rules, and order records. This is business information, but it can hold personal data that the merchant puts into it.- Details a merchant enters for their own customers (for example a name, email address, phone number or delivery address) are stored separately for that merchant, isolated from every other merchant's data, used only to run that merchant's orders, and deleted when the merchant deletes the customer or when the store platform sends a data-removal request.
3.2 Shoppers
When you use a merchant's store, we hold the following data for that merchant:
Designs: your design drafts and saved designs, the text you type, the artwork and pictures you upload, and the previews made from them.Carts and orders: the references that tie a design to a cart or an order, price quotes, and production job records.Your customer reference: we know you by the store platform's own reference for you as a customer. We keep no customer profile of our own.Who ordered: the first name, last name, and email address of the person who ordered, where the store platform passes them to us.A ship-to address: only when the merchant enters one on a purchase order to a supplier. It is stored encrypted and is erased when the purchase order is closed or cancelled, or when the store asks us to erase that customer.Proofs: your answer to a design proof and any comment you add. In a WooCommerce store, a guest opens a proof through a signed link, which stops working after 14 days, when the store sends a newer proof, or once the guest has answered.Upload-rights confirmations: before you upload a file, you confirm that you hold the rights in it. We record your confirmation and the version of the text you accepted.Privacy requests: a data request or a deletion request that the store platform passes to us for the merchant.Session data: the cookies and the browser storage described in our Cookie Policy.
We send no email to shoppers. A message about a design proof reaches you as the store's own message.
3.3 Visitors to our websites
Enquiries: when you send the contact form, your name, business email address, company, store address (optional), and message, together with your consent and the time you gave it.Demo requests: your name, work email address, company, store platform, store address, and message.Product updates: when you sign up, your email address and your consent.
We receive your enquiry by email or keep it in our own storage. If we use a tool to manage sales enquiries, a demo request is also recorded in it. We add such a tool to our Subprocessors page before we use it. When you send a form, we use your network address only as a one-way fingerprint, to limit how many requests one sender can make. The form's log records what happened, never what you typed.
3.4 Data collected automatically
When you use our websites or the product, the systems that serve them process technical data: your network address, details of your device and browser, request identifiers, times, diagnostic logs, security events, and rate-limit records. Our application's logs leave out sign-in headers, cookies, and secrets.
Cookies and browser storage are described in our Cookie Policy. We load no advertising or tracking script on our websites or in the product. The one analytics script is Google Analytics 4, on totalprinthub.com only, with your consent (below).
3.5 Data from other sources
Store platforms: Shopify, or the merchant's WooCommerce store, sends us what is needed to connect the store and to handle designs and orders: the details of the store and the installation, the shopper's customer reference, order references, and, where the platform passes them, the name and email address of the person who ordered. We do not ask Shopify for a store's customer list.Billing providers: Shopify and Stripe tell us the status of a merchant's subscription.
We use no advertising network, so we receive no personal data from one. From Google Analytics we receive statistics about visits to totalprinthub.com (section 3.4).
3.6 AI features
Total Print Hub has two AI features. Our AI Disclaimer explains what they can and cannot do.
- a design brief sends the description that was typed and the print-area details of the product. The labels for the store and the product go as one-way fingerprints. No shopper's name, email address, or order is sent. The AI provider may also be given lists of the store's approved artwork, fonts, and colours by name, never the files;
- AI artwork sends the description, rewritten as an artwork instruction, and one label in the form of a fingerprint. No picture and no name is sent;
- AI upscale sends the uploaded picture itself, under a neutral file name, and the same label.
For the AI tools in the Design Studio we keep a record of each run: the provider's reference, usage figures, counts, a fingerprint of the answer and of the product details of the request, and, for a design draft, short notes on it, which can include notes that the AI wrote. The record never holds the description that was typed or a fingerprint of it, and never the provider's whole answer. Pictures that are made or upscaled are kept as the store's customer images.
A description or a picture can itself hold personal data, for example a name in the text or a person in a photograph. AI upscale sends the picture itself.
3.7 Sensitive data and pictures of people
Total Print Hub is not designed to collect payment card data, government identity numbers, health information, or other special-category data, and our Acceptable Use Policy forbids uploading such data. We do not knowingly collect it. If such data reaches us in a message or an upload, we use it only for the purpose for which it was sent, and only where the law allows.
A design or an upload can show or name a person. The merchant and the person who uploads it are responsible for having the right to use it. The upload-rights confirmation covers the privacy and publicity rights of other people.
4. Purposes and legal bases
We use personal data only where we have a legal basis. Where the UK GDPR or the EU GDPR applies, sections 4.1 to 4.4 give the legal bases for the processing that we control.
4.1 Performance of a contract (Article 6(1)(b))
- Opening and running a merchant's account, including sign-in and the roles of its staff
- Providing Total Print Hub to the merchant and its staff
- Managing the plan and the subscription, and sending messages about them
- Giving support
- Answering an enquiry or a demo request made with a view to subscribing
You are not obliged to give us this data. Without it, however, we cannot open or run an account, or answer you.
4.2 Legitimate interests (Article 6(1)(f))
- Keeping the service secure: checking uploads, detecting abuse, preventing fraud, and investigating incidents
- Operating the product and improving it: finding and fixing faults and measuring reliability, with the data kept to what the purpose needs
- Sending service messages to existing customers
- Establishing, exercising, or defending legal claims, and protecting our rights
We rely on legitimate interests only where they are not overridden by your interests, rights, and freedoms. You may object to this processing at any time (section 9).
4.3 Legal obligation (Article 6(1)(c))
- Keeping accounting and tax records
- Answering lawful requests from courts, authorities, and regulators
- Answering people who use their data protection rights
4.4 Consent (Article 6(1)(a))
- Contacting you about an enquiry that you sent with the consent on the form
- Sending product update emails
- Website statistics with Google Analytics 4 on totalprinthub.com, and the cookies it sets (see our Cookie Policy)
Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of what was done before it.
4.5 Merchants' content and shoppers' data
We process the content and the personal data that merchants and shoppers put into the product on the merchant's instructions: to let shoppers design, to carry a design into the cart and the order, to produce print-ready files, and to run the merchant's production. The merchant decides the purposes and the legal basis of that processing (section 2.1).
5. Who receives personal data
We disclose personal data only as needed to run the service, to follow a merchant's instructions, to protect the service, or to comply with the law.
5.1 Service providers
We use service providers that process personal data for us. The current list, with what each one does, is on our Subprocessors page. In summary:
Hosting: Microsoft Azure, a service of Microsoft Corporation, hosts the product and its data, and our two websites, in the places named in section 6.Email: the product's own emails, such as an address check or a password reset, go out through Microsoft Azure's email service, and enquiries from our website forms reach our support mailbox through Microsoft 365; both are services of Microsoft Corporation.Payments: Shopify bills Shopify stores. Stripe, LLC takes payment from WooCommerce and direct customers; it receives the account's email address, the account's reference number, the store's domain, and the plan. Card data goes to Stripe directly and never to us.Cookie consent: Cookiebot, a service of Usercentrics A/S, runs the consent tool on totalprinthub.com.Website statistics: Google (Google LLC and Google Ireland Limited) runs Google Analytics 4 on totalprinthub.com as our processor, only for visitors who allow Statistics in the cookie banner.Group companies: ITLOX LTD, a group company in England and Wales, develops the software and provides support, and may handle personal data for us when it does so.
Total Print Hub, Inc. contracts with each of these providers, other than Shopify and our group company, under the data processing terms that the provider publishes.
5.2 AI providers
To run the AI features, we use OpenAI OpCo, LLC and Anthropic, PBC. Total Print Hub, Inc. contracts with each of them under the provider's published data processing addendum. We give 30 days' notice on our Subprocessors page before a new AI provider is added.
We do not use a merchant's content, its shoppers' content, or its requests to Inky AI to train AI models, and we do not build AI models of our own. Our AI providers do not use your content to train their models. We send content to an AI provider only to produce the result that was asked for.
Each AI provider handles what it receives under its terms with us. For every AI feature, the AI tools in the Design Studio included, we use provider accounts of our own; no merchant connects an AI account of its own.
A merchant that switches on AI designer should tell its shoppers that a description or a picture they submit to the AI tools is sent to an AI provider.
5.3 Store platforms
We exchange data with the merchant's store platform, Shopify or WordPress with WooCommerce, to do what the merchant installed Total Print Hub for: installation and sign-in, products, the storefront, the cart, checkout, orders, and privacy requests. The store platform is the merchant's own service. Shopify and WooCommerce have their own terms and privacy policies.
5.4 Suppliers and other services that a merchant connects
A supplier receives data only when the merchant connects it or sends it an order: the order lines and, when the merchant enters one, a ship-to name and address on the purchase order. These services act under the merchant's own agreement with them.
A merchant can show a tutorial video from a video service inside the Design Studio; that service may set its own cookies.
5.5 Legal and regulatory disclosure
We may disclose personal data to professional advisers, courts, authorities, or regulators where the law requires it, or where it is reasonably necessary to establish or defend legal claims or to protect against harm. Where the law allows, we tell the merchant concerned before we disclose data that we hold for it.
5.6 Business transfers
If Total Print Hub is involved in a merger, an acquisition, a reorganisation, or a sale of assets, personal data may pass to the successor, which must protect it as this policy describes. We give notice of such a change by email or in the product, and by a notice on our website.
5.7 What we do not do
Total Print Hub does not sell personal information, does not share it for cross-context behavioural advertising, and does not let one merchant reach another merchant's private content.
6. International transfers
7. Security
We protect personal data with technical and organisational measures. In plain words:
Hosting: the places where data is stored cannot be reached from the public internet.Separation: every record carries the store it belongs to. The store is checked on every request and enforced a second time where the data is stored, and files are kept by store.Encryption: every connection is encrypted. Files, the database, and its backups are stored encrypted. Store access, supplier logins, and sign-in secrets are encrypted once more. A password is never stored in a form that can be read back.Access: inside Shopify, the Admin opens only for the store and the member of staff that Shopify has signed in. Every message between a WooCommerce store and us is signed and cannot be used again. A Total Print Hub account needs a long password and an authenticator app, repeated failed sign-ins lock the account for a time, and a session ends by itself.Uploads: a file's real type and size are checked, not its name. A drawing that carries a script is rejected. Every file is scanned for malware before it is stored, and it is refused if the scan cannot run. Stored files have no public address.Backups: the database is backed up automatically, and its backups are kept for 35 days. Files are stored in more than one place, earlier versions are kept, and a deleted file can be recovered for 14 days.Incidents: our incident plan has seven steps: triage, contain, replace the secrets that may be exposed, preserve the evidence, notify affected merchants where that is required, fix, and review.
Our Security page says more. Total Print Hub holds no security certification today: no SOC 2 report and no ISO 27001 certificate. No service can promise absolute security. Merchants must protect the credentials of their store, their staff, their suppliers, and their devices, and must write to security@totalprinthub.com if they suspect that someone else has used their account.
8. Retention
We keep personal data only for as long as its purpose needs, or for as long as the law requires.
8.1 Data that we control
| Category | How long we keep it | Basis |
|---|---|---|
| Enquiries and demo requests from our websites | 3 years from our last contact with you | Legitimate interests |
| Product update sign-ups | Until you withdraw your consent; the record of your consent and of its withdrawal for 1 year after that | Consent records |
| Records of a merchant's agreement, subscription, and account that we keep for tax and accounting | For the life of the subscription and 7 years after it ends | Legal obligation (tax and accounting) |
| Payment records | 7 years | Legal obligation |
| System and security logs | A limited period, on a fixed schedule | Legitimate interests |
| Session data | The session only; our Cookie Policy gives the lifetime of each cookie | Strictly necessary |
| Website statistics (Google Analytics 4, totalprinthub.com only) | 14 months for the data linked to your cookie; the cookies last up to 2 years from your last visit unless you delete them | Consent |
A merchant's account in the product (sign-in details, staff, roles, and settings) is kept while the merchant uses Total Print Hub, and after that as section 8.3 describes.
At the end of its period we delete personal data or make it anonymous, unless the law requires us to keep it longer or we need it to establish, exercise, or defend legal claims.
8.2 Data that we hold for merchants
Merchants' content and shoppers' data are kept while the merchant uses Total Print Hub, under the retention settings that the merchant controls:
Saved designs, orders, and production records are kept while the merchant uses the product, or until they are deleted. A shopper can delete a saved design from "My designs".Production exports (print files and packages) are kept for the number of days the merchant sets. The setting is 30 days unless the merchant changes it. A package that is still needed for an order is held back.Customer images that are in no saved design, open draft, or order (uploads, upscaled pictures, and AI pictures) are kept for the number of days the merchant sets. The setting is 90 days unless the merchant changes it, and the merchant can choose to keep these images until it removes them.Privacy response files (the file made for a shopper's data request) are kept for the number of days the merchant sets, counted from the completion of the request. The setting is 30 days unless the merchant changes it.Records of AI designer runs are kept for 90 days by default. Each run also leaves an audit record (section 3.1) with counts and, for a design draft, the short notes on it, never the description that was typed. Its details are kept until the store's data is deleted (section 8.3).Inky AI conversations (what a member of staff typed or sent by voice, and Inky AI's answers) are deleted 90 days after the conversation was started, with every message in them.Inky AI's job records (each job's plan, the approvals given, and the results of its steps) are kept until the store's data is deleted (section 8.3). Where one account runs more than one store, they are kept until the last of those stores is deleted.
8.3 When a subscription ends or a store leaves
When a subscription ends, because a trial ran out, the plan was cancelled, or a failed payment was not put right in time, the store is paused. The pause deletes nothing: the merchant's products, designs, orders, and settings are kept, and they return when the subscription is active again.
Shopify stores: when a merchant uninstalls the app, we delete our access to the store and its subscription records at once, and we keep the merchant's content. When Shopify then sends us its request to delete the store's data, the store is closed to new changes and its data is deleted after a retention period.WooCommerce and direct customers: disconnecting the store or removing the plugin does not delete the data that we hold. It is kept until the merchant asks us to delete it.
On a merchant's written request we delete its store's data, except what the law requires us to keep.
8.4 Backups
Copies in backups are overwritten as the backups expire.
9. Your rights
Under the UK GDPR and, where it applies, the EU GDPR, you have these rights over your personal data:
Access (Article 15): to ask for a copy of your personal data and for information about how it is processed.Rectification (Article 16): to ask for inaccurate or incomplete personal data to be corrected.Erasure (Article 17): to ask for your personal data to be deleted in certain cases, for example where it is no longer needed or where you have withdrawn your consent.Restriction (Article 18): to ask us to limit the processing of your data in certain cases.Portability (Article 20): to receive your personal data in a structured, commonly used, machine-readable format and to pass it to another controller.Objection (Article 21): to object to processing that rests on legitimate interests; we then stop, unless we can show compelling legitimate grounds. You can always object to direct marketing, and we then stop it.Withdrawal of consent (Article 7(3)): to withdraw a consent at any time. Withdrawal does not affect the lawfulness of what was done before it.Automated decisions (Article 22): we do not currently use fully automated decision-making that produces legal or similarly significant effects. We will inform you if this changes. What the AI features make is a draft for a person to review.
9.1 How to use your rights
Write to our data protection team at dpo@totalprinthub.com. We may check your identity and your authority before we act. We respond within 30 days; for a complex request we may extend this by up to 2 months, and we tell you if we do. There is no fee, unless a request is manifestly unfounded or excessive.
9.2 If you are a shopper
The merchant whose store you used is the controller of your data, so send your request to that merchant. If you write to us instead, name the store, so that we can handle your request together with the merchant.
How a request is carried out depends on the store's platform:
Shopify stores: Shopify passes your data request or your deletion request to us. For a data request we prepare a private file that only the merchant can download, and the merchant passes it to you. For a deletion request we delete your uploads, your own artwork, your cart references, and your price quotes; we empty your saved designs and drafts; and we cut the links between your orders and their design files. A deletion request is not carried out while you still have an order in production, a shipment on its way, an open cart, or an active session. It is carried out when Shopify sends the request again after that work is finished.WooCommerce stores: when the merchant uses its store's tool for exporting personal data, we list the name kept with each of your orders, the designs you saved, and the pictures you uploaded. When the merchant uses its store's tool for erasing personal data, we delete the name kept with your orders and the pictures you uploaded, and we empty the designs you saved. The order lines and the production records stay. A design that is still part of open work is kept until the merchant runs the erasure again after that work is finished. For anything further, the merchant writes to us, and we help the merchant answer your request.
Privacy requests are still handled while a store is paused.
9.3 Product updates
You can withdraw your consent to product updates with the unsubscribe link in an update, or by writing to support@totalprinthub.com. This does not affect the service, security, billing, and support messages that a customer needs.
10. California residents
If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act, may give you further rights over the personal information for which we are the business. The categories of personal information that we collect, and the purposes, are those of sections 3 and 4.
Right to know: to ask which categories and which specific pieces of personal information we have collected about you, and for which purposes.Right to delete: to ask for your personal information to be deleted, subject to the exceptions in the law.Right to correct: to ask for inaccurate personal information to be corrected.Right to opt out of sale or sharing: Total Print Hub does not sell personal information and does not share it for cross-context behavioural advertising.Right to limit certain uses: to ask us to limit the use of sensitive personal information. We use the sign-in details of an account only to sign you in and to keep the account secure, and Total Print Hub is not designed to collect other sensitive information (section 3.7).Right to equal service: we do not treat you differently because you used one of these rights.
To use these rights, write to dpo@totalprinthub.com. We respond within 45 days.
Where we hold a shopper's personal information for a merchant, we act as that merchant's service provider. Send your request to the merchant (section 9.2).
11. Cookies and similar technologies
Our websites and the product store only what they need to work, with one exception that needs your consent: on totalprinthub.com, if you allow Statistics in the cookie banner, Google Analytics 4 sets cookies that count visits. We set no advertising cookie, and we do not use merchants' or shoppers' data for third-party advertising or for tracking across sites. Our website totalprinthub.com loads a consent tool; once you have made a choice, its cookie settings button at the bottom of every page lets you withdraw or change your consent at any time. The full list of cookies and browser storage, with their purposes and lifetimes and the way to change your choice, is in our Cookie Policy.
12. Children
Total Print Hub is a business tool for merchants. It is not directed to children, and our services are not directed to anyone under the age of 18. A person who accepts our Terms of Service for a merchant must be at least 18.
We do not knowingly collect personal data from children through our websites or through merchant accounts, and we do not knowingly use children's data for advertising or profiling. A merchant must run the pages that its shoppers use in line with the age, parental-consent, and consumer-protection rules that apply to its store.
If you believe that a child has given us personal data, write to dpo@totalprinthub.com. Where we control the data, we delete it unless the law requires us to keep it. Where the data belongs to a merchant's store, we pass the matter to that merchant.
13. Supervisory authority and complaints
You have the right to complain to a supervisory authority if you believe that your personal data has been handled unlawfully. Please write to us first at dpo@totalprinthub.com, so that we can try to resolve your complaint directly.
United Kingdom: the Information Commissioner's Office, ico.org.uk.European Economic Area: the supervisory authority of the country where you live or work. The European Data Protection Board lists the authorities at edpb.europa.eu.
14. Changes to this policy
We may update this Privacy Policy when our processing, the law, or good practice changes. We post the new version with a new "Last updated" date. For a material change we give at least 30 days' notice, by email or in the product, and by a notice on our website. Your continued use of Total Print Hub or of our websites after the change takes effect is your acknowledgement of it.
15. Contact us
Total Print Hub, Inc.
- Privacy questions and rights requests, to our data protection team: dpo@totalprinthub.com
- Security reports: security@totalprinthub.com
- Support, and to stop product updates: support@totalprinthub.com
- Legal notices: legal@totalprinthub.com
Our postal address for formal notices is the address on our Legal & company information page.
Our UK representative is ITLOX LTD, 167–169 Great Portland Street, London W1W 5PF, United Kingdom.
Related documents: Cookie Policy, Data Processing Agreement, Subprocessors, Terms of Service, AI Disclaimer, Security, and Legal & company information.