Privacy Policy

Effective Date: November 2025

Contact: softenify@softenify.com
Operator: Softenify, operated by Salegency Radosław Bartczak
Mieczysława Karłowicza 13/5, 40-145 Katowice, Poland
VAT: PL6431628580

1. Who We Are

Softenify is a global platform offering educational mental & emotional wellness content, digital programs, downloadable materials, and (if offered in the future) physical products through:

  • program.softenify.com (Circle community – programs, community, journals)

  • softenify.com (Shopify store – ebooks, PDF guides, downloadable resources, and digital programs)

Softenify is operated by:

Salegency Radosław Bartczak
Mieczysława Karłowicza 13/5
40-145 Katowice, Poland

Email: softenify@softenify.com

Softenify complies with:

  • GDPR & UK GDPR

  • ePrivacy Directive

  • CCPA/CPRA

  • Colorado, Virginia, Connecticut, Utah Privacy Acts

  • Australia Privacy Act

  • New Zealand Privacy Act

  • Thailand PDPA

  • Singapore PDPA

  • Japan APPI

  • Korea PIPA

When this policy says “we,” “us,” or “our,” it refers to Softenify.

2. What Data We Collect

We only collect the data necessary to run Softenify, deliver orders, maintain memberships, and improve your experience.

We collect the following categories of data:

2.1. Account & Identity Data

  • Name

  • Email address

  • Password (encrypted)

  • Optional profile photo

  • Country / region (if provided)

Collected when:

  • You create an account on Circle

  • You create a Shopify customer account

  • You purchase a product

  • You sign up for free access

2.2. Payment & Transaction Data

Processed securely through Stripe, Shopify Payments, and PayPal:

  • Last 4 digits of card (we never see full number)

  • Billing address

  • Payment status

  • Refunds & cancellations

  • Order history

  • Digital download logs (timestamps, IPs)

We never store or access your full card number.

2.3. Shipping & Delivery Data

Collected when you order physical products (if offered):

  • Full shipping address

  • Phone number (optional, sometimes required by carriers)

  • Postal codes

  • Delivery preferences

  • Local customs documents (where applicable)

Shared only with trusted shipping partners such as:

  • DHL / UPS / FedEx

  • Local postal services

  • Fulfillment centers / warehouses

  • Shopify’s shipping integrations

2.4. User-Generated Content (Circle & Shopify)

You own everything you create, including:

  • journal posts

  • photos

  • comments

  • messages

  • reviews on Shopify

  • testimonials (voluntary)

We store this securely and only use it:

  • within the community

  • as allowed by the Terms & Conditions

  • externally only with your explicit consent

2.5. Technical & Analytics Data

Collected automatically through your device:

  • IP address

  • device type, OS, browser type

  • timezone

  • cookies & tracking IDs

  • page views, clicks, navigation paths

  • session duration

  • abandoned cart events (Shopify)

  • community engagement events (Circle)

Tools used:

  • Google Analytics / Consent Mode v2

  • Meta Pixel

  • TikTok Pixel

  • Shopify analytics

  • Circle analytics

  • email engagement tools (open rates, clicks)

2.6. Marketing & Communication Data

  • newsletter signup status

  • marketing preferences

  • email click & open tracking

  • SMS preferences (if activated)

  • ad interaction data (anonymous)

We do not sell or share identifiable data with advertisers.

2.7. Sensitive Data

We do NOT collect sensitive categories such as:

  • health conditions

  • sexuality

  • political opinions

  • religion

  • biometrics

If you voluntarily share personal or emotional experiences in posts, this is entirely optional and you may delete it anytime.

3. How We Use Your Data

We use your data to support the smooth, safe, and enjoyable operation of Softenify.

3.1. To Provide and Manage Your Account

  • creating and maintaining your Shopify or Circle account

  • personalizing your dashboard

  • providing access to digital downloads, lessons, and programs

  • saving your progress in community spaces

Legal basis: Performance of Contract

3.2. To Process Orders (Digital & Physical)

  • accepting payments

  • sending receipts

  • confirming digital delivery

  • delivering physical products (if offered)

  • providing customer support

  • managing refunds

Legal basis: Contract / Legal Obligation

3.3. To Run the Softenify Community

  • moderating posts

  • supporting members

  • allowing safe interaction

  • enabling journals and progress logs

Legal basis: Legitimate Interest + Contract

3.4. To Improve Our Services

  • analytics

  • feature improvements

  • troubleshooting

  • performance monitoring

Legal basis: Legitimate Interest

3.5. To Send Essential Service Emails

Examples:

  • account creation confirmation

  • order receipts

  • digital download links

  • renewal notices

  • password resets

  • changes to Terms and Policies

Legal basis: Contract / Legal Obligation

3.6. To Send Optional Marketing

Only when you explicitly opt in:

  • newsletters

  • exclusive offers

  • product announcements

  • wellness content

  • program invitations

You can unsubscribe anytime with one click.

Legal basis: Consent

3.7. To Protect Our Platform

We use certain data to:

  • detect fraud (Shopify fraud analysis)

  • secure logins (IP + device tracking)

  • prevent abuse or spam

  • meet regulatory obligations

Legal basis: Legitimate Interest / Legal Requirement

4. Legal Basis (GDPR & UK GDPR)

We process your data under these bases:

  • Contract — to deliver purchases and community access

  • Consent — for newsletters, optional emails, cookies, marketing

  • Legitimate Interest — to improve the platform, keep users safe, prevent fraud

  • Legal Obligation — tax records, accounting, regulatory compliance

5. Marketing & Advertising

Softenify uses respectful, minimal, privacy-first marketing.

We may use:

  • email marketing (with optional consent)

  • social ads (Meta, TikTok, Google)

  • lookalike audiences (only anonymous signals)

  • promotional banners or updates

We DO NOT:

  • sell personal data

  • share your identifiable data with advertisers

  • use your community posts for ads without explicit consent

You can withdraw marketing consent anytime.

6. User-Generated Content (UGC)

Everything you create belongs to you.

✔ Within Softenify
We may display your posts, photos, comments, and journal entries for community engagement.

✔ Outside Softenify
We only use UGC externally with your explicit, written consent, including:

  • social media

  • website

  • testimonials

  • ads (never without permission)

You can withdraw consent anytime by email.

7. How We Share Your Data

We share personal data only with trusted providers who help us operate Softenify, process orders, or meet legal requirements.

We never sell personal information.
We never share identifiable data with advertisers.

7.1. Service Providers (Processors)

We share necessary data with:

  • Shopify (Store Platform & Checkout)
    For: checkout, payments, customer accounts, order history, fraud detection.
    Location: Canada / Global
    Compliance: GDPR, CCPA/CPRA, SCCs.

  • Stripe (Payments)
    For: secure card processing, fraud prevention, refunds.
    We never see your full card number.

  • Circle (Community Platform)
    For: hosting accounts, posts, groups, comments, notifications.
    Location: United States
    Compliance: GDPR SCCs.

  • Analytics Tools
    Google Analytics / Consent Mode v2
    Meta Pixel
    TikTok Pixel
    All anonymized.

  • Email Service Providers
    For newsletters, reminders, program updates.

  • Shipping Providers (If physical products are ordered)
    DHL, UPS, FedEx, Local Post
    (We share name, address, phone if needed, order reference.)

  • Fulfillment & Warehousing Partners
    If used for packing and delivering physical orders.

  • Customer Support Tools
    For troubleshooting, refunds, order questions.

All service providers sign confidentiality, data protection, and security agreements.

7.2. Legal Authorities (Only if Required)

We may disclose data if required by:

  • tax authorities

  • customs authorities

  • law enforcement

  • courts

  • regulatory bodies

We limit disclosures to what is strictly required by law.

7.3. Business Transfers

If Softenify undergoes a merger, acquisition, restructuring, or asset transfer, your data may transfer to the new operator — but only under the same privacy protections.

8. How Shopify Uses Your Data

Shopify processes some data on our behalf.

Examples:

✔ Checkout & Payments

  • name

  • email

  • address

  • payment method

  • order details

  • IP address

  • fraud analysis flags

✔ Customer Accounts

  • login details

  • order history

  • saved addresses

✔ Analytics

Shopify collects behavioral data such as:

  • pages viewed

  • cart actions

  • device & browser info

  • referral information

Shopify may use aggregated, anonymized data to improve its services.
Shopify does not sell personal information.

9. Physical Product Shipping & Fulfillment (If Offered)

When you purchase a physical product, we collect and share necessary fulfillment data.

9.1. Data collected for shipping:

  • full name

  • full address

  • phone number (optional / required in some countries)

  • email (for updates)

  • order items

  • tracking number

  • customs declarations (outside EU)

9.2. Shared only with:

  • postal carriers

  • shipping companies

  • customs authorities

  • warehouses / fulfillment centers

  • Shopify shipping partners

We do not authorize shipping partners to use your data for marketing.

10. International Data Transfers

Softenify operates globally.
Your data may be stored or processed in:

  • EU

  • United Kingdom

  • United States

  • Canada

  • Singapore

  • Australia

Where data leaves your region, we apply safeguards:

  • Standard Contractual Clauses (SCCs)

  • UK International Data Transfer Addendum

  • PDPA transfer mechanisms (TH/SG)

  • APPI cross-border rules (Japan)

  • PIPA safeguards (Korea)

We ensure protection equal to GDPR-level standards.

11. Cookies & Tracking

Softenify uses cookies to:

  • remember your preferences

  • keep your cart active

  • improve the site

  • analyze usage

  • deliver secure checkout

  • measure ad performance (anonymous only)

Full details are provided in the Softenify Cookie Policy (Effective November 2025).
This Privacy Policy references cookies only; they are not described in detail here.

You can control cookies via:

  • browser settings

  • cookie banner preferences

  • opt-out links (where available)

12. Data Retention

We keep your data only as long as needed.

✔ Account data
Stored until deleted by you.

✔ Shopify order data
Stored for 5 years for tax and legal compliance.

✔ Payment records
Stored per financial and anti-fraud obligations.

✔ Community posts (UGC)
Stored until you delete them or close your account.

✔ Shipping & fulfillment data
Retained for up to 24 months for customer service and delivery confirmation.

✔ Marketing consents
Stored until you opt out.

✔ Technical logs
Short-term retention (14–180 days depending on system).

You can request deletion of your data anytime (see Section 13).

13. Your Rights

Depending on your country, you have the right to:

✔ Access
Receive a copy of your personal data.

✔ Rectification
Correct inaccurate or outdated information.

✔ Erasure (“Right to be Forgotten”)
Delete your account and associated data.

✔ Restriction
Pause certain processing activities.

✔ Objection
Object to processing based on legitimate interest.

✔ Portability
Receive your data in a machine-readable format.

✔ Withdraw Consent
Stop newsletters and marketing anytime.

✔ Opt-Out of Sale or Sharing (California)
Softenify does not sell personal data, but California residents may still opt out.

✔ Lodge a Complaint
EU: Data Protection Authority
UK: ICO
Thailand: PDPC
Singapore: PDPC
US: State Attorney General
Australia / NZ: local privacy regulators

We respond within 30 days of your request.

Contact: softenify@softenify.com

14. Children’s Privacy

Softenify is for individuals 16+.

If you are under 16:

  • you must have verified parental consent to join

  • you may not purchase paid items without consent

Guardians may request deletion of a minor’s data anytime.

15. Security Measures

Softenify uses:

  • encryption

  • secure servers

  • SSL certificates

  • password hashing

  • access control

  • monitoring & logging

  • fraud detection (Shopify)

Despite protections, no system is 100% immune to security incidents.
If legally required, we will notify you of any breach.

16. Additional Regional Disclosures

Softenify serves a global audience. Some users receive additional rights based on location.

16.1. California (CCPA / CPRA)

California residents may request access, deletion, correction, and opt out of “sale” or “sharing.”
Softenify does not sell personal information.

To request: softenify@softenify.com

16.2. Nevada Residents

You may opt out of the “sale” of personal information.
Softenify does not sell personal information.

16.3. Virginia / Colorado / Connecticut / Utah

Residents may confirm processing, access, correct, delete, and opt out of targeted advertising (Softenify uses anonymous signals).

To exercise rights: softenify@softenify.com

16.4. Australia & New Zealand

Rights follow the Australian Privacy Act and NZ Privacy Act.

16.5. Thailand (PDPA)

Rights include access, correction, deletion, portability, objection, and withdrawal of consent.

16.6. Singapore (PDPA)

Processing may rely on express consent, deemed consent, or legitimate interests.

16.7. Japan (APPI)

Requests may include disclosure, correction, suspension, and deletion.

16.8. South Korea (PIPA)

Requests may include access, correction, suspension, and deletion.

17. Do Not Track (DNT)

Softenify does not currently respond to DNT signals due to lack of a universal standard.

We respect privacy through:

  • cookie preferences

  • marketing opt-outs

  • global privacy controls where supported

18. Your Consent Choices

You control your privacy.

✔ Email marketing
Unsubscribe anytime via link in every email.

✔ Cookies & tracking
Manage via browser settings, privacy tools, the cookie banner (where required), and the Cookie Policy.

✔ UGC consent
You decide what we may use outside the community; withdraw anytime.

✔ Account deletion
Delete your Circle account anytime. For Shopify, email us to remove your account and order history (except legally required records).

19. Data Minimization

We collect and process only what is necessary for:

  • purchasing

  • community access

  • security

  • performance

  • analytics

  • legal compliance

We do not collect data “just in case.”

20. Automated Decision-Making

Softenify does not use automated decision-making with legal or significant effects.

Shopify may use automated fraud detection to protect transactions. This does not affect your ability to purchase unless fraud risk is detected.

21. Third-Party Links

Softenify may link to external sites (e.g., social media). Those sites have their own privacy policies. We are not responsible for their practices.

22. Changes to This Policy

We may update this Privacy Policy for legal, technical, or business reasons.

You will be notified at least 14 days before major changes.

Continued use of Softenify after updates means you accept the new version.

The latest version is always available at: https://www.softenify.com/privacypolicy

23. Governing Language

If translated, the English version prevails for legal purposes.

24. How to Contact Us

For privacy questions, data requests, or complaints:

softenify@softenify.com

Postal address:
Softenify (Salegency Radosław Bartczak)
Mieczysława Karłowicza 13/5
40-145 Katowice, Poland

We respond within 30 days.

Closing Note

Your journey is personal — and so is your data.
We protect both with the same intention: calm, clarity, safety, and respect.

Thank you for trusting Softenify with your care 🤍