Last Updated: 10/May/2023
We take your privacy seriously. We’re committed to protecting the privacy of any personal data you give us and we comply with all relevant data protection legislation (GDPR) including UK privacy laws and the EU General Data Protection Regulation (GDPR).
The term Flex Catering means the Software as a Service solution we provide, “we” or “us” and the website address “www.flexcateringhq.com” also meaning the website and references to “our Website” and any other systems we have in place to support the business.
The term “you” refers to you, the customer, and any of your customers that use our Service, and any visitor to our website.
This Privacy Policy forms part of our Terms and Use and constitutes a legally binding agreement between you and us. This Privacy Policy sets out the conditions under which we collect and process your personal information; and how we collect it, use it, store it and share your information. It also specifies your rights in viewing and deleting your data.
This Privacy Policy may change from time to time and the most up-to-date version will always be available on our Website. Your continued use of the Services indicates your acceptance of the current Privacy Policy.
Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website and software.
1. Legitimate interest
We will use your personal information for legitimate interest such as fulfilling our contractual obligations with you. We will make sure that we take into account any potential impact that such use may have on you. Our legitimate interests will not automatically override your interests and we won’t use your information if we feel that your interests override ours (unless, of course, you provide your consent or we have a contractual or legal obligation to use your information in that way).
2. Information we process about you
2.1 Information to fulfil our contractual obligation with you
In order to carry out our obligations under a contract between you and us, we must process the information you give us. Some of this information may be personal information.
We may use your information to:
- verify your identity for security purposes
- sell and bill products/services to you
- process your orders
- provide you with our services
- provide you with information about how to obtain the most from using our services, including promoting products and services
- enable payment processing systems into our software, Flex Catering
2.2 Information we collect if you sign up for our Newsletter
If you want to sign up to receive our newsletter we will collect personal data from you, namely your email address, name, phone and other information you provide during the newsletter signup process.
We continue to process your information until you withdraw your consent or it can be reasonably assumed that your consent no longer exists. You can withdraw your consent to receive our newsletters at any time by unticking the newsletter signup option or unsubscribing directly from a newsletter you have received.
2.3 Information relating to your method of payment
We treat any payment information with the highest level of security and only provide it to our payment partners for the purpose of charging your card or bank account.
2.4 Information related to contacting us and support services
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to give you the appropriate support. We keep personally identifiable information associated with your message, such as your name and email address.
If your support requirement requires us to contact some other person, we may decide to give to that other person some of the information to assist in your support requirements.
3. Cookies
We use cookies to improve your experience on our website and to recommend content that may be of interest to you. If you do not accept our Cookies policy, please leave the site immediately.
Cookies we may use:
- Google Analytics – Web Analytics
- Google Tag Manager – Tag Manager
- Twitter – Advertising Targeting
- Facebook cookies and pixels – Advertising Targeting
To find out more about cookies visit www.allaboutcookies.org
4. Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We may record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer and device. We may use a third party provider to collect this information.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
5. Disclosure and sharing of your information
Data may be processed outside the European Union. Data obtained within the UK or any other country could be processed outside the European Union. We will ensure that any companies used to process data are compliant with our own privacy policy. In addition, our staff located anywhere in the World will also be trained to comply and abide to GDPR regulations and local laws.
6. Access to your personal information
To obtain a copy of the personally identifiable information, you can request that in writing. We will email you a copy of your personal information in a CSV format. CSV files can be opened using Microsoft Excel or an equivalent product.
7. Removal of your personal information
If you wish us to remove personally identifiable information you may contact us or request that through the website. This may limit the service we can provide to you. If you are an active client, we may be unable to delete your information.
8. Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
9. Retention period for personal data
Except as otherwise mentioned in this privacy policy, we keep your personal information only for as long as required by us:
- to provide you with the services you have requested;
- to comply with other law, including for the period demanded by our tax authorities;
- to support a claim or defense in court.
10. How our customers manage their data
We provide Flex Catering Software as a Service. It is our client’s responsibility to comply with any Privacy Policy laws and regulations including the EU GDPR. The Flex Catering software has the features required to comply with EU GDPR such as:
- Ability to export customer data in CSV
- Ability to delete customer data from their database
- Appropriate tick boxes for agreeing and accepting the Privacy Policy
- Easily accessible Privacy Policy page.
- SSL certificate to encrypt the data transact between our client’s customers and the Flex Catering platform.
However, it is our client’s responsibility and obligation to comply and manage your data according to any laws and regulations pertinent to the region where they operate. We do not share, sell or trade any personal information stored in our client’s database, unless it is required to provide you with the services (for example, we may need to provide client’s details to process credit card payments).
If you have any concerns or questions please contact us on this form.
