Tracksies HQ collects and stores customer data to power its intelligence features. This article explains what data is stored, how customers can request erasure or export, and what you should include in your privacy policy.
What Data Does HQ Store?
HQ builds customer profiles from WooCommerce order data and staff interactions:
- Customer profiles — name, email, phone, company, status, tags, lifetime value (LTV)
- Interactions — staff notes and activity logs tied to individual customers
- Transaction history — synced order records used for analytics and prioritisation
- Email log — records of triggered emails sent to customers
- Audit log — admin actions with timestamps, and optionally IP addresses and user agent strings (when IP logging is enabled)
- Returns records — return requests linked to customers and orders
How Erasure Works
HQ integrates with the standard WordPress personal data erasure flow:
- Go to Tools > Erase Personal Data
- Enter the customer’s email address
- WordPress sends a confirmation email to the customer
- Once confirmed, WordPress runs all registered erasers — including HQ’s
No custom admin screens are needed. It all works through the built-in WordPress privacy tools.
What Happens During Erasure
When an erasure request is processed, HQ handles data in two ways:
Deleted entirely:
- Customer profile (name, email, phone, company, status, tags, LTV)
- Interactions and staff notes
- Transaction history records
- Email log entries
- Customer preferences
Anonymised (not deleted):
- Audit log entries — the action trail is kept for accountability, but IP addresses and user agent strings are removed
- Returns records — kept for accounting purposes, but the personal link to the customer is removed
Data Export
HQ also integrates with WordPress’s data export tool:
- Go to Tools > Export Personal Data
- Enter the customer’s email address
- WordPress generates a ZIP file containing the customer’s data
HQ exports customer profile details, interactions, and email history.
Automatic Cleanup
When a WordPress user account is deleted, the same erasure process runs automatically. You don’t need to manually trigger it — HQ listens for user deletion and cleans up its data.
What to Include in Your Privacy Policy
As a store owner, your privacy policy should mention:
- Customer profiling — HQ automatically assigns tags based on purchase behaviour (commitment, tenure, value, price sensitivity, engagement)
- Automated prioritisation — priority rules can automatically flag or categorise orders and customers based on configurable criteria
- Staff notes — your team may record notes about customer interactions that are stored alongside the customer profile
- IP logging — if you have audit log IP logging enabled, mention that admin actions record IP addresses
- Data retention — how long you keep customer data before cleanup
Your Data Stays on Your Server
All data collected by Tracksies HQ is stored in your WordPress database on your own server. Nothing is sent to Tracksies, Appsero, or any external service. You have full control over your customers’ data at all times.