COD Desk: privacy policy
Effective: October 2026
This policy explains what the Shopify app COD Desk (listed as "Kavio COD Desk", "the app") does with data. The app is made by Kavio Labs Software Limited ("Kavio Labs", "we"), 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom (company number 17532441). Questions: privacy@kaviolabs.com.
Summary
- The app reads your store's orders to check cash-on-delivery orders for fraud and refused deliveries, to let buyers confirm their orders and to help your team confirm them.
- In its order history the app keeps no names, phone numbers, e-mail addresses or street addresses: buyers are recognised by one-way, store-specific hashes of their e-mail, phone, address and IP address. Names, phones and addresses are read from Shopify when your team opens the desk and are not stored.
- Your lists (block, prepay, allow, watch) keep the phone numbers, e-mail addresses, postcodes and addresses you or the app put on them, because you manage and export them.
- Your data is used for your store only. It is never shared with other stores, sold, or used to train anything.
- The app sends no e-mails, SMS or WhatsApp messages.
- The merchant ("you") is the controller of the buyers' data; Kavio Labs processes it on your behalf to run the app.
What the app accesses and stores
| Data | Why | Where it is kept |
|---|---|---|
| Orders: ID, number, date, total and currency, payment method name, tags, cancellation, payment and shipment status, product IDs, titles and quantities | Detect cash-on-delivery orders, score them, track parcel outcomes, analytics | Our server (per order: ID, number, date, total, payment method, first 5 items, score, state) |
| Buyer e-mail, phone, shipping address, IP address, customer ID and tags (read from the order) | Risk signals (earlier refusals, duplicates, address and phone checks) and matching the buyer to your lists | Read when the order arrives; stored only as one-way hashes, plus city, province, postcode and country for analytics, and the customer ID |
| Your lists: phone numbers (normalised), e-mail addresses, postcodes, addresses, e-mail domains, IP addresses, customer IDs, your notes | Hide or refuse cash on delivery and change the score, as you choose | Our server, and as compact hashed filters in app metafields of your store for checkout |
| Confirmation and desk history: state, who confirmed or cancelled (buyer, a name your team enters, or the system), contact attempts, call back times, notes | Run the desk and show the history | Our server |
| Store name, currency, time zone | Display and message templates | Our server |
| Your settings | To run the app | Our server; checkout settings also in an app metafield in your store |
| Access token for your store (encrypted) | To call the Shopify API for you | Our server, deleted when you uninstall |
| Webhook notifications from Shopify (new, updated and cancelled orders, app uninstalled, plan changes, privacy requests) | To check orders, clean up and answer privacy requests | Our server, deleted within 30 days |
Access scopes requested and why:
read_orders,write_orders: read new orders; write the risk assessment, tags and notes; cancel orders that the buyer or your team cancel, or that nobody confirmed (only when you switch this on).read_customers,write_customers: the buyer's order history and the tags kv-cod-prepay, kv-cod-blocked, kv-cod-trusted and kv-cod-refuser used at checkout.read_merchant_managed_fulfillment_orders,write_merchant_managed_fulfillment_orders,read_third_party_fulfillment_orders,write_third_party_fulfillment_orders: hold the fulfillment of an unconfirmed order and release it on confirmation.write_payment_customizations,write_validations: switch the app's checkout rules on and off.
Buyers
The confirmation block on the thank-you and order status pages loads from Shopify and talks to our server only to show the order's confirmation state and to confirm or cancel it. To prove that the order belongs to the person on the page, it sends the order ID and the buyer's e-mail address or phone number (thank-you page) or the signed-in customer (order status page); these are compared with the order and not stored. The block sets no cookies and uses no tracking.
At checkout, the app's Shopify Functions run inside Shopify and read the hashed filters in your store; no buyer data is sent to our server during checkout. When you set a WhatsApp number, the buyer can open WhatsApp on their own device with a message to you; that message goes from the buyer to you through WhatsApp, not through us.
Privacy requests and deletion
customers/data_request: the app prepares a file with that customer's order records, confirmation history and list entries in the app under Settings → Customer data requests, available for 30 days, so you can answer the customer.customers/redact: the app deletes that customer's order records (by customer ID, the listed orders and the hashes of their e-mail and phone), their desk history and list entries with their e-mail, phone or customer ID.app/uninstalled: we delete the access token immediately.shop/redact(48 hours after uninstall): we delete every record about your store. If it never arrives, an automatic job deletes the data 30 days after the uninstall.- While the app is installed, order records and desk history older than 24 months are deleted automatically.
Processors and hosting
The app's server runs at apps.kaviolabs.com with our web hosting provider. Billing is done by Shopify; we never see card details. We do not sell or share data with anyone else and do not use it for any other purpose.
Your rights
You can ask for a copy of the data we hold about your store, or for its deletion, at privacy@kaviolabs.com. Buyers should contact the store they ordered from; we help the store answer. We answer within one month. You can also contact your local data protection authority (in the United Kingdom, the Information Commissioner's Office, ico.org.uk).
Changes
We will post any change on this page and update the date at the top.
Need help? Write to support@kaviolabs.com with your store's .myshopify.com address.
COD Desk is coming to the Shopify App Store. Notify me at launch.