Flex Catering (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal data when you use our website or the Flex Catering Software (the “Service”). It also outlines your rights and responsibilities.
This Privacy Policy forms part of our Terms of Service and may be updated from time to time. Continued use of our Service constitutes acceptance of the current policy.
1. Who This Policy Applies To
This policy applies to:
2. Information We Collect and Process
Depending on how the Service is used and which features are enabled, we may collect or process:
- Names, contact details and business information
- Login, account and user-access information
- Payment, billing and transaction information
- Order, event, delivery and venue information
- Product, menu, pricing, inventory and production information
- Documents, images and other content uploaded to the Service
- Account configurations, settings and integration information
- Reporting, analytics and other operational information generated through use of the Service
- End-customer information entered or collected by Clients through the Service
- Communications and support records
- Prompts, messages, chat history, AI-generated responses and other information processed through our AI features
- Information from cookies, browser sessions and similar technologies, as described in Section 5
- Any other information entered, uploaded, generated or otherwise processed through the Service by or on behalf of a Client or its users
3. How We Use Your Data
We use your personal data to:
- Provide, maintain, and support the Service
- Communicate with you and respond to inquiries
- Process payments
- Improve our platform and offerings
- Send marketing communications (if you opt in)
We process your information as necessary to perform our contract with you, comply with legal obligations, pursue our legitimate interests, or with your consent, as applicable.
3.1. Artificial Intelligence Features
Flex Catering provides artificial intelligence and machine learning features, including Remy and FlexInsight.
When a user interacts with an AI feature, we may collect and retain prompts, messages, chat history, instructions, relevant account settings and AI-generated responses. We use this information to provide, maintain, secure, evaluate and improve our AI features, including training FlexInsight.
To provide relevant responses, Remy may access account settings and operational information stored within the Client’s account, including order, event, product, menu, reporting and related business information. Remy is not currently designed to access end-customer profiles or customer contact information unless that information is provided directly by the user in a prompt or message.
If functionality allowing Remy to access additional end-customer information is introduced, the Client will be required to enable that functionality through a separate authorisation process.
4. Newsletters and Marketing
If you subscribe to our newsletter, we will collect your name, email, and any other details you provide. You can unsubscribe at any time using the link in the email or by contacting us.
5. Cookies and Analytics
We use cookies to improve your experience and understand how our site is used. Cookies may include third-party tools such as:
- Google Analytics
- Google Tag Manager
- Facebook and Twitter pixels
You can manage your cookie preferences in your browser. Learn more at www.allaboutcookies.org.
6. Data Storage and Security
We use Amazon AWS infrastructure located in Australia and the United States. Data transmitted between users and our systems is encrypted using Transport Layer Security (TLS).
We retain your data only as long as necessary:
- To deliver our services
- To meet legal obligations
- To resolve disputes or enforce agreements
7. International Data Transfers
Data may be stored, accessed or processed outside your country of residence, including in countries where our infrastructure, personnel, affiliated entities or service providers are located. Where personal data is transferred internationally, we take reasonable steps and use appropriate contractual and security safeguards to protect it in accordance with applicable data-protection laws.
8. Client Responsibility for End-Customer Data
Flex Catering provides software tools to support GDPR and privacy law compliance, including:
- Export and deletion of customer records
- Consent checkboxes
- TSL encryption
- Display of privacy policies
However, Clients are solely responsible for how they collect, use, and manage customer data within the Flex Catering Software. It is the Client’s obligation to comply with privacy laws in their jurisdiction. Flex does not monitor or control how Clients handle their customer data.
9. Sharing Your Data
We do not sell, trade, or rent your personal information. We may share data only when necessary to:
- Provide and operate the Service, including through hosting, payment-processing, communications, analytics and artificial-intelligence service providers
- Comply with legal obligations
- Protect our legal rights
10. Your Rights
You may request:
- A copy of your personal data
- Correction or deletion of your data
- To withdraw consent or object to processing
Contact us at to exercise your rights. We may be required or permitted by law to retain certain information. Deleting or restricting the processing of certain information may affect your ability to use the Service.
11. For UK and EU Clients (GDPR)
If you are subject to the UK or EU General Data Protection Regulation (GDPR), our Data Processing Agreement outlines how we handle personal data on your behalf when using our services. This agreement supports our role as a data processor and your compliance as a data controller.
12. Google User Data
12.1. Data Accessed
Flex Catering may request access to limited Google user data, depending on the integration features you enable:
- Google Calendar API: Access to your calendar list and calendar events.
- Gmail API (read-only): Access to email metadata and message content.
12.2. Data Usage
- Calendar Integration: Google Calendar data is used to display catering orders and events directly in your connected Google Calendar, helping you track upcoming deliveries and events.
- Email Integration: Gmail read-only access is used to fetch and display catering-related customer communications within the Flex Catering platform, allowing clients to manage catering conversations without leaving the system.
Flex Catering uses Google user data only to provide these integration features. We do not use Google user data for advertising, profiling, or unrelated purposes.
12.3. Data Sharing
Flex Catering does not share Google user data with third parties, except:
- With trusted service providers strictly necessary to host and operate our platform (e.g., secure cloud hosting providers).
- Where required by law or legal process.
Flex Catering never sells Google user data or uses it for marketing purposes.
12.4. Data Storage & Protection
- Google user data is stored securely on encrypted servers.
- All data is encrypted in transit (TLS) and at rest.
- Access to Google user data is restricted to authorized processes only, with strict access controls.
12.5. Data Retention & Deletion
- Google user data is retained only for as long as necessary to provide Calendar and Gmail integration features, or while the customer’s account remains active.
- Users can disconnect their Google account at any time through Flex Catering’s integration settings. Once disconnected, associated Google user data is removed from our system.
12.6. Additional Information
For further details on how Flex Catering protects all customer data, please refer to our Data Processing Agreement.
13. Contact
For questions or concerns about this Privacy Policy, please contact us.
Last Updated: September 2026
