Amazon Seller Partner Privacy & Data Handling Policy
Amazon Selling Partner API (SP-API) Compliance
1. Introduction
HESTHETIC ("we", "our", "us") is a registered business based in Surat, Gujarat, India. We sell products on Amazon.in as a merchant-fulfilled seller and use Amazon's Selling Partner API (SP-API) to automate our order fulfillment operations.
This policy describes how we collect, process, store, use, share, and dispose of information obtained through our use of the Amazon Selling Partner API, including any Personally Identifiable Information (PII) of Amazon customers. This policy is aligned with the Amazon Selling Partner API Acceptable Use Policy (AUP) and Data Protection Policy (DPP).
2. Definitions
| Term | Definition |
|---|---|
| Amazon Information | Any data received from Amazon through the SP-API, including order details, product information, and customer data. |
| PII | Personally Identifiable Information — customer data that can identify an individual, such as name, shipping address, email address, and phone number. |
| SP-API | Amazon's Selling Partner API, the official programmatic interface for accessing seller data. |
3. Data Collection
3.1 What we collect
We collect the following Amazon Information through the SP-API exclusively for order fulfillment:
| Data type | Examples | Contains PII? | Purpose |
|---|---|---|---|
| Order details | Order ID, order date, order status, order total | No | Identify and process unshipped orders |
| Item details | SKU, ASIN, quantity, item price | No | Determine box size and weight for shipping |
| Shipping address | Recipient name, street address, city, state, pincode, phone | Yes | Easy Ship scheduling and label generation |
| Easy Ship data | Time slots, package ID, shipment status | No | Schedule carrier pickup |
3.2 How we collect
- All data is collected exclusively through Amazon's official SP-API using authenticated API calls (OAuth 2.0 / Login with Amazon).
- All API calls are made over HTTPS with TLS 1.2 or higher encryption.
- We do not collect Amazon Information from any non-Amazon source, third-party tool, scraping service, or data aggregator.
3.3 What we do NOT collect
- We do not collect customer payment information (credit card, bank account details).
- We do not collect customer Amazon account credentials or login information.
- We do not collect browsing behaviour, purchase history beyond our own orders, or customer preferences.
4. Data Processing
Amazon Information is processed solely for the following purposes:
| Processing activity | Data used | Outcome |
|---|---|---|
| Identify unshipped orders | Order ID, status, date | List of orders to fulfill |
| Determine package dimensions | SKU, quantity | Correct box size and weight selected |
| Schedule Easy Ship pickup | Shipping address (PII), package dimensions | Carrier pickup scheduled with Amazon |
| Confirm shipment | Order ID, tracking number | Order marked as shipped on Amazon |
5. Data Storage
5.1 Storage location
All Amazon Information is stored exclusively on a single local workstation located at our business premises in Surat, India. No data is stored on any cloud service, external server, or third-party platform.
5.2 Encryption at rest
- The workstation's storage drive is encrypted using BitLocker with AES-256 encryption.
- The application database is additionally encrypted at the application level using AES-256.
- SP-API credentials (Client ID, Client Secret, Refresh Token) are encrypted using Windows Data Protection API (DPAPI) and are never stored in plain text.
- Encryption keys are managed by Windows and rotated at least once annually.
5.3 Encryption in transit
- All communication with Amazon's SP-API uses HTTPS with TLS 1.2 or higher.
- No Amazon Information is transmitted over unencrypted channels.
- No Amazon Information is sent via email, messaging apps, or file sharing services.
5.4 PII exclusion from logs
Application logs record only non-PII data: timestamps, order IDs, API operation names, and HTTP status codes. Customer names, addresses, phone numbers, and email addresses are never written to log files.
6. Data Usage
Amazon Information is used strictly for the following purposes and no others:
- Order fulfillment: Retrieving unshipped orders and scheduling Easy Ship pickups.
- Shipment confirmation: Confirming dispatch and updating tracking information on Amazon.
- Legal compliance: Retaining transaction records as required by Indian tax and GST regulations.
We do NOT use Amazon Information for: marketing or advertising, customer profiling or analytics, sharing with or selling to third parties, contacting customers outside of Amazon's messaging system, competing product research, or any purpose not directly related to fulfilling the customer's order.
7. Data Sharing
HESTHETIC does not share Amazon PII with any outside party.
| Potential recipient | PII shared? | Details |
|---|---|---|
| Shipping carrier | No | We use Amazon Easy Ship; Amazon handles carrier assignment and label generation. We do not transmit customer addresses to any external carrier API. |
| Cloud / hosting provider | No | Application runs locally. No Amazon data on any cloud service. |
| Third-party software | No | No external order management, ERP, CRM, or analytics tools receive Amazon data. |
| Employees / contractors | No | Sole proprietor. No other individuals have access. |
| Chartered accountant | No | Only invoice numbers and transaction amounts are shared for GST filing. No customer PII. |
| Government / tax authority | No | GST returns contain transaction data only, not customer PII. |
8. Data Retention and Disposal
8.1 Retention periods
| Data type | Retention period | Reason |
|---|---|---|
| Customer PII (name, address, phone) | Deleted within 30 days of order delivery | Amazon DPP requirement |
| Order details (order ID, amounts, dates) | Retained for up to 7 years | Indian tax / GST record-keeping requirements |
| Application logs (non-PII) | 90 days rolling | Debugging and security monitoring |
| Easy Ship labels (PDF) | Deleted immediately after printing | No longer needed after dispatch |
8.2 Disposal method
- Digital data: PII records are permanently deleted from the database using secure deletion. The database file resides on a BitLocker-encrypted drive, so deleted data cannot be recovered from unallocated disk space.
- Printed documents: Any printed document containing PII (such as a shipping label) is destroyed using a cross-cut shredder after use.
- Backup data: No separate backups of PII are maintained. If backups are created for disaster recovery, they are encrypted with AES-256 and subject to the same 30-day retention limit for PII.
9. Access Control
- Only the business owner has access to any Amazon Information.
- The workstation requires password (14+ characters, mixed complexity) and biometric authentication (Windows Hello) to log in.
- Amazon Seller Central account is protected with two-step verification (OTP via authenticator app).
- SP-API credentials are encrypted and bound to the owner's Windows user profile.
- Auto-lock activates after 5 minutes of inactivity.
10. Network Security
- The workstation is behind a NAT router with hardware firewall; all inbound ports are closed.
- Windows Defender Firewall is enabled with inbound connections denied by default.
- Remote Desktop Protocol (RDP) is disabled.
- File and printer sharing is turned off.
- Wi-Fi network is protected with WPA3 encryption.
- USB mass storage devices are blocked via Windows Group Policy.
11. Incident Response
In the event of a suspected or confirmed security breach involving Amazon Information:
- Detection: Real-time monitoring via Windows Defender, Event Viewer, and application logs.
- Containment: Immediate revocation of SP-API Refresh Token and network disconnection.
- Notification: Amazon is notified within 24 hours via a Seller Central support case.
- Investigation: Root cause analysis is conducted and documented.
- Remediation: Credentials are rotated, vulnerability is patched, and controls are updated.
- Review: Post-incident review is conducted and documented for future prevention.
12. Policy Updates
This policy is reviewed and updated at least annually, or whenever there is a material change to our data handling practices, application architecture, or Amazon's Data Protection Policy requirements. The "Last updated" date at the top of this document reflects the most recent revision.