Data Processing Agreement

Parties

This Data Processing Agreement (DPA) is between the Customer (the hotel or venue named in the account) and [Company legal name] (we, us). It applies whenever we process personal information for the Customer.

Subject, duration, nature and purpose

Subject: the personal information the Customer puts into the Service.

Duration: for as long as the Customer uses the Service, and then until deletion as set out below.

Nature: storing, organising, showing, printing and exporting the information and sending notifications; and, if the Customer switches it on, AI reading of uploaded event orders.

Purpose: providing the Service to the Customer.

Categories of people and information

Staff: names, email addresses, phone numbers, roles, employment type and seniority, availability, shifts, hours, preferred language and text-message consent.

Clients and guests, as printed on event orders: names, contact details and special-meal notes.

Account contacts: names, email addresses and sign-in records.

Instructions

We process the personal information only on the Customer's documented instructions. The terms, the settings the Customer chooses and the actions its managers take in the Service are those instructions. If we believe an instruction breaks the law, we tell the Customer.

Confidentiality

Everyone who works on the Service for us is bound to keep the information confidential, and only people who need it to run or support the Service can reach it.

Security

We keep the measures described in the security summary in place, and at least as strong, for as long as we process the information.

Sub-processors

The Customer agrees to the sub-processors on the sub-processor list. Each is bound by written terms that protect the information at least as well as this DPA.

We give at least 30 days' notice by email to managers, and on that page, before we add or replace a sub-processor. The Customer may object on reasonable data-protection grounds. If we cannot resolve the objection, the Customer may cancel before the change takes effect.

Help with requests

We help the Customer answer requests from people to see, correct, export or delete their information, and with any data-protection assessment the Customer must carry out. Managers can do most of this directly in the Service: edit or remove a person, and Export everything.

Security incidents

If we become aware of a security breach affecting the Customer's personal information, we tell the Customer without undue delay and within 72 hours, with what we know at the time. We keep the Customer updated and help it meet its own notice duties.

Export and deletion

When the Customer cancels, the account stays read-only for 90 days so the Customer can export everything. Then we delete the Customer's personal information and files, except the billing records that tax law requires us to keep. Backups roll off within our providers' backup window.

Information and audits

We answer the Customer's reasonable written questions about how we protect personal information, and share the security summary and our providers' published security reports. Any on-site audit needs a separate written agreement.

California service-provider terms

Where the California Consumer Privacy Act applies, we act as the Customer's service provider. We do not sell or share the personal information. We do not keep, use or disclose it for any purpose other than providing the Service, or outside our direct business relationship with the Customer. We do not combine it with information from other sources except as the law allows. We provide the same level of privacy protection the Act requires of the Customer. The Customer may take reasonable and appropriate steps to make sure we use the information consistently with the Customer's obligations under the Act, and to stop and remediate any unauthorised use. We meet our duties under the Act and tell the Customer if we can no longer do so.

Where processing happens

We store the Customer's information in the United States; some providers may process it elsewhere under their own data-protection terms.

Liability

Each party's liability under this DPA is subject to the limits in the Terms of Service.