Privacy Policy

Introduction

This Privacy Policy explains how Admin Restaurant Intelligence ("we", "us", "our") collects, uses, and protects personal data when you use the Platform. This platform is operated under the trading name Admin Restaurant Intelligence ("we", "us", "our"). The operating company is in the process of incorporation in England and Wales; the company registration number and registered office address will be published here once available. We act as a data controller for account and billing data, and as a data processor for the staff and operational data that a Restaurant Account submits about its own personnel. This Policy should be read alongside our Cookie Policy and Terms of Service.

1. Personal information we collect

• Account data: name, email address, password (stored only as a secure hash), role, and profile details.
• Contact and communications: messages you send us and support correspondence.

2. Business information we collect

• Restaurant name, venue type, and workspace configuration.
• Sales and CRM information where you are part of our sales function (leads, referrals, commissions).

3. Staff information

Where you are an Owner or Manager, you may submit information about your staff, including names, roles, training progress, checklist completion, attendance and break records, rota and shift data, and payroll-related figures. You are the controller of this data; we process it on your behalf to provide the Platform.

4. Usage analytics

We collect limited technical and usage information (such as log data, device/browser type, and feature usage) to operate, secure, and improve the Platform. We do not currently use third-party analytics or advertising trackers.

5. AI interactions

When you use AI features (including the Admin Intelligence Coach), your prompts and the related context are processed to generate responses and may be retained to provide continuity, memory, and to improve the quality of the features. Do not submit information you do not wish to be processed for these purposes.

6. Cookies

We use essential first-party cookies for authentication and session management. See our Cookie Policy for details.

7. Payment processing (Stripe)

Subscription payments are processed by Stripe. We receive limited billing metadata (such as subscription status, plan, and the last four digits/expiry where provided) but we do not store your full card details. Stripe processes your payment data as an independent controller under its own privacy terms.

8. Email communications

We use a third-party email provider (Resend) to send transactional emails such as onboarding, password resets, notifications, and billing updates. We send marketing emails only where permitted and you may opt out at any time.

9. Data retention

We retain personal data for as long as your account is active and as needed to provide the Platform, comply with legal obligations, resolve disputes, and enforce our agreements. After account closure we retain data for a reasonable period and then delete or anonymise it, unless a longer period is required by law.

10. Data security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, hashed credentials, access controls, and strict multi-tenant isolation so that one Restaurant Account cannot access another's data. No system is completely secure, and we cannot guarantee absolute security.

11. Third-party processors

We use trusted sub-processors to deliver the Platform, including cloud hosting, Stripe (payments), Resend (email), and AI model providers that power our AI features. Each is bound by contractual obligations to protect personal data.

12. International transfers

Some processors may process data outside the UK. Where they do, we rely on appropriate safeguards (such as UK adequacy regulations or standard contractual clauses) to protect your data.

13. Your UK GDPR rights

Subject to conditions, you have the right to: access your data; request rectification; request erasure; restrict or object to processing; data portability; and to withdraw consent where processing is based on consent. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO). To exercise your rights, contact our Data Protection Contact at welcome@adminrestaurantintelligence.co.uk. Where we process staff data on behalf of a Restaurant Account, please direct your request to that restaurant, and we will assist them in responding.