Privacy Policy - Flex Catering

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:

Clients who use the Flex Catering Software
Visitors to our website www.flexcateringhq.com and billing system accounts.flexcateringhq.com
Users who contact us, book a meeting or sign up for our communications

2. Data We Collect

We may collect the following types of personal data:

Name, contact details, and business information
Login and account details
Payment and billing information
Communication records when you contact support
Information from cookies or browser sessions (see Section 5)

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 on the basis of contract, consent, or legitimate business interests. You can withdraw your consent at any time.

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 secure servers hosted by Amazon AWS in the United States. All data transferred between users and our systems is encrypted using SSL.

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 accessed or processed outside your country of residence. We ensure all processors follow data protection standards consistent with this policy.

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
SSL 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 our services (e.g. with payment processors)
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

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: October 2025