Written plainly and in our own words, and not yet reviewed by a solicitor. If you need something here in more detail, ask us and we will answer directly.
Two different relationships
Most of what is in CaterPad is your business's data, not ours. Your staff records, your diary, your documents: you decide what goes in and why, so you are the controller and we are the processor. Section 5 of the terms is our processor agreement with you and sets out what we do with it.
A smaller amount of data is ours to decide about, and this notice is about that: account contact details, billing records, support conversations and our own service logs.
What we hold as controller, and why
- Account details: the name and email address of whoever sets up and runs the account, and the company details you give us. We hold these to provide the service and to contact you about it. The lawful basis is performance of our contract with you.
- Billing records: what plan you are on, what was charged and when. Card details are handled by our payment provider and never reach our servers. The lawful basis is our contract and our legal obligation to keep accounting records.
- Support conversations: emails you send us and our replies, kept so we can pick up where we left off. The lawful basis is our legitimate interest in supporting the product.
- Service logs: request records, error records, sign-in events and rate limiting counters, including a hashed form of an IP address rather than the address itself. Held to keep the service secure and working. The lawful basis is our legitimate interest in security and reliability.
What we do not do
We do not sell data. We do not use your records or your staff's data to advertise anything to anybody. We run no advertising network tags on this website. We count visits to the public pages with Matomo, which runs on our own server at stats.hotlinelabs.com with cookies switched off: it records which pages are visited and when, and nothing about your records. So this site sets no tracking cookies and shows no cookie banner, because it does not need one. Nothing is counted once you are signed in.
Signing in to the app sets a session cookie, which is necessary for signing in and is not used for anything else. A guest link may set a cookie remembering which language you chose to read it in.
Health data
If a caterer chooses to record fitness to work information about their staff, that is health data. It is treated differently throughout: the symptom text is encrypted at rest, access is restricted by role, reading a record is itself logged, and it never appears in a guest link, an export or a document pack. A caterer who would rather not hold it at all can switch their account to dates only, and the symptom field is then never written.
Who else is involved
We use a small number of suppliers to run the service. As of the version date above:
- A UK hosting provider, for the application and the database.
- An object storage provider in the European Economic Area, for uploaded files.
- An email provider in the European Economic Area, for the mail the service sends.
- A payment provider, for subscriptions, invoices and card handling.
We will name the current suppliers on request, and we will tell account holders before we add or replace one.
Where it is stored, and for how long
In the United Kingdom or the European Economic Area. Account and billing data is kept while the account is open and for as long afterwards as accounting rules require. Records and files inside an account are kept while the account is open, then for the 90 day period after cancellation described in the terms, and then deleted. Service logs are kept for a short period and then rotated away.
Retention of fitness to work records is the caterer's choice, not ours, because they are the controller for it. We provide the setting and a default.
Your rights
You can ask us for a copy of the data we hold about you as controller, ask us to correct it, ask us to delete it, ask us to restrict what we do with it, object to processing we do on the basis of legitimate interests, and ask for it in a portable form. Write to us and we will answer within a month.
If the data is inside a caterer's account, for example if you are a member of their staff, they are the controller and the request should go to them. We will help them answer it.
You can complain to the Information Commissioner's Office if you are not happy with how we have handled something. We would rather you told us first so we can put it right.
Contact
CaterPad is run by Hotline Labs Ltd, which is "we" in this notice. Email us at the address below, or reply to any email we have sent you about your account, and it reaches us.
- Company
- Hotline Labs Ltd
- Company number
- 11873778
- Registered office
- Enterprise Centre, Tonypandy Enterprise Park
Llwynypia Road, Tonypandy
CF40 2ET - support@caterpad.app