Privacy Policy

1. Who this policy covers

“Vouchlane,” “we,” and “us” refer to the Vouchlane review platform operated by the TheNetRoom team. Vouchlane uses its own sign-in and review database, separate from other TheNetRoom products. This policy covers visitors, reviewers, business owners, merchant team members and people submitting private feedback through Vouchlane features.

For questions about which entity operates the service, privacy concerns or requests to exercise your rights, use support@thenetroom.com. The legal entity name and formal grievance contact details require confirmation before general commercial launch.

2. What information we collect

• Account details: name, email address, email-confirmation and login status, account preferences, password authentication handled by our authentication provider, and policy acknowledgement/version.
• Reviews and review evidence: star ratings, text, selected public display name, the business or product being reviewed, publication and moderation status, optional supporting files, reports, replies, appeals and revision requests.
• Business-owner details: personal contact and business role, company name, official website, industry, store platform, logo, cover images, chosen public contacts, addresses, ownership-verification submissions and team-member roles.
• Commerce/service matching: merchant-supplied order or service references, timestamps and pseudonymized customer-email matching information where integrations are enabled. This does not by itself prove a purchase independently.
• Private business feedback: customer survey answers and case messages. Contact details are requested when the submitter chooses a follow-up. Receipt links can give access to a private case, so protect them.
• Communications: support conversations, essential account and review-operation emails, and newsletter addresses and opt-in history only when separately subscribed.
• Technical and safety information: session cookies, access and request records, approximate network/device and browser information available to our hosting or authentication providers, security signals, rate limits and records of moderator actions.

Do not place passwords, payment-card details, national identity numbers, unredacted identification documents or other unnecessary personal data in review text or free-text forms.

3. Why we use information

We use this information to create and protect your account; verify email and business ownership; connect legitimate customer experiences to the correct merchant, product or service; collect, moderate and display reviews; investigate abuse and appeals; provide merchant dashboards, widgets and approved replies; respond to support requests; protect platform security; and meet applicable legal or record-keeping duties.

Where consent is the relevant legal basis, we ask for a specific choice and provide a way to withdraw it where applicable. We also process information when necessary to supply a service you request, maintain security, handle disputes or comply with law, where permitted by applicable law. Registering an account does not automatically subscribe you to promotions.

Optional Vouchlane newsletter and marketing emails

Visitors can separately choose newsletter and promotional emails through the homepage subscription form. That workflow stores an email address, the time and source of the opt-in, subscription status and unsubscribe information. This list is restricted to Vouchlane creator administrators and is not shared with business owners. Subscribing does not prove ownership of the email address, and marketing sending remains inactive until a delivery provider and unsubscribe handling are verified. An unsubscribe request must not be silently reversed.

4. What other people can see

Public: approved business profiles, selected published business contact fields, approved review ratings and text, any public reviewer name explicitly chosen for that review, and approved merchant replies. Public reviews may be indexed, shared or copied by third parties.

Private: account email, login details, supporting review files, merchant ownership evidence, private cases, internal fraud checks, moderation records, private addresses not approved for publication, and confidential order matching records. Authorized Vouchlane staff may review relevant records for safety, support, dispute resolution and verification. Verified businesses see only information necessary for their own permitted workflows; they do not receive reviewers’ private evidence or Vouchlane’s newsletter list.

Business owners cannot directly approve, alter or delete customer reviews. Requesting publication of business details does not automatically publish private identity evidence.

5. Service providers, integrations and international processing

Vouchlane uses Supabase for authentication, databases and file storage, Vercel for web hosting and delivery, and configured email-delivery providers for account and operational messages. Optional merchant storefront integrations, including Shopify or WooCommerce workflows, may exchange limited order, product and business information needed for the specific integration.

These providers may process data in countries other than yours. Their processing arrangements and the applicable legal protections should be reviewed for each region before wider launch. We do not give unrelated businesses access to your review evidence and do not sell reviewer contact details to advertisers.

Shopify order verification and merchant data use

For merchants who elect to enable Shopify Order Connection, Vouchlane can request optional read_orders access. Once Shopify authorization, the relevant protected customer-data requirements and the Vouchlane live-verification controls are fulfilled, a customer logged into that merchant's Shopify store may request an eligibility check for a specific product.

For this check Vouchlane is designed to use a Shopify-signed customer identifier and a server-to-server order lookup to confirm payment, matching product and delivery. It does not need customer name, email, phone number, payment-card data or mailing address for that workflow. Vouchlane must not use Shopify purchase verification for unsolicited invitations or advertising.

Only a generic eligibility status is returned to the storefront, not individual orders or customer identifiers. Order permission requests and the Shopify connection are separate from verified-review publication. These checks are under development and remain disabled until technical and policy gates are verified.

Vouchlane records versioned acknowledgments when a signed-in Shopify app user explicitly confirms reading the Shopify data-use notice. This acknowledgment is not proof of an executed merchant data-processing agreement or Shopify approval. Shopify's uninstall and privacy-event webhooks are configured, subject to live delivery verification.

The temporary, test-only Shopify records are scheduled for cleanup as follows: demo review submissions after 30 days; proof receipt and delivery-hash records after 90 days; and retired invitation ledger entries after 90 days. These periods do not apply to public reviews, legal audit records, merchant agreements, or opt-out suppression decisions. Backup retention and category-wide schedules still require separate validation.

Shopify order-reference review claims

Merchants can optionally configure an order-number prefix or suffix and activate a separate review-reference submission form. A confirmed Vouchlane reviewer account can then submit a shop-specific order reference with a written review. The format check is a convenience only; it does not prove that the reference exists, belongs to that reviewer, has been paid, or was delivered.

Reference-based submissions are stored privately, not included in public reviews, ratings, or automatic publication. The relevant store can see an order reference and its format-match status to check the order in Shopify, but cannot view the review rating or text from this verification queue. Merchants can attest that an order exists or report that they could not locate it; Vouchlane does not treat that merchant statement as independently verified buyer ownership.

Order-reference claims may include the submitted order number, the signed-in reviewer's internal account ID, review content, timestamps and merchant order-check status. Access is limited to the verification purpose; temporary claims are scheduled for deletion after 90 days unless a separate justified retention requirement applies. Do not include payment card numbers, passwords or shipping addresses in a review.

6. Cookies and external websites

Login and security cookies keep accounts logged in and protect sessions. Hosting providers may use operational request logs. A Vouchlane review widget embedded on a merchant website is also subject to that merchant website’s own privacy notice. If we introduce optional analytics or advertising cookies, we must disclose them and obtain any choices required by applicable law before using them.

7. Data security and evidence

We use role-based database access policies, restricted storage for private supporting evidence, review moderation and access controls. Supported review-evidence uploads are limited to the formats and file sizes shown in the upload flow. No online service is risk-free, so please keep your password and private feedback receipt links confidential.

Vouchlane requires signup email confirmation before password sign-in. A completed email verification establishes control of the confirmation link, not business ownership, independent identity or a verified purchase. Review-verification labels describe the specific checks performed; they are not guarantees of truth.

8. How long information is kept

We retain account, review, business and operational records while they are needed for the relevant service, abuse prevention, investigations and applicable legal obligations. Withdrawing a review stops its public display but may leave a limited audit record while a dispute or required retention is active. Removing a business team member revokes workspace access rather than necessarily deleting historical moderation actions.

There is not yet a published, fully implemented category-by-category automatic deletion schedule. Before Vouchlane opens broadly, that schedule and backup deletion process must be documented and tested. We will not describe data as instantly erased when it is only hidden from public view.

9. Your privacy choices and requests

Depending on applicable law, you can ask to access information about you, correct inaccurate information, withdraw consent where relevant, request deletion, raise a grievance or nominate someone to exercise rights where a law provides that option. You can stop marketing by using an unsubscribe link or contacting us, without losing the ability to use your Vouchlane account.

From your account you can manage your public display name, withdraw reviews and manage some profile information. For an account access, correction, deletion or complaint request, contact support@thenetroom.com and mention Vouchlane. We will verify that you control the account before disclosing information and will explain where legal or security obligations limit a request. Automated full-account deletion is not yet available.

Private business watchlist

If you follow a business, Vouchlane records its business identifier, when you followed it and when you last acknowledged review activity. Only your signed-in account may access that private list through the permitted controls. Businesses cannot see which customers follow them. Unfollowing deletes the watchlist entry; visiting the activity feed does not silently mark every entry as seen, and following does not automatically subscribe you to marketing or review-alert emails.

For private feedback, retain your receipt URL. Anyone with that link may be able to access the associated case, so do not publish it.

10. Children’s privacy

Vouchlane is intended for people able to lawfully create accounts and describe their own customer experiences. If you believe a child’s personal information has been submitted without the required permission, contact us so we can review it. Age verification and any required parental-consent workflow must be finalized before opening the service to regions or user groups that require them.

11. Changes to this policy

Material policy changes will receive a new version and effective date. Where law requires advance notice or renewed consent, Vouchlane must obtain it before relying on the revised terms. Creating an account records the versions acknowledged during registration; this does not replace any additional consent legally required for a particular use.

12. Contact and grievance requests

Email support@thenetroom.com with “Vouchlane Privacy Request” in the subject. Do not email passwords or unredacted identity documents. We will handle requests according to applicable law and our documented security procedures.