Legal
Privacy Policy
What personal data we collect, why, who we share it with and what rights you have under the GDPR.
Last updated: [CONFIRM DATE]
This policy explains what personal data Food Guard collects, why we collect it, what we do with it and what rights you have. It covers this website, our mobile applications and the Food Guard platform.
Who we are
Food Guard [CONFIRM full legal entity name, for example Food Guard Limited] is a company registered in Ireland [CONFIRM CRO company number], with its registered office at 1-2 Marino Mart, Fairview, Dublin 3, D03 T3P1, Ireland.
For the purposes of the General Data Protection Regulation (EU) 2016/679 and the Irish Data Protection Act 2018, we act in two different capacities depending on the data.
Controller or processor: which applies
This distinction matters, so we set it out plainly.
| Data | Our role | What it means |
|---|---|---|
| Website visitors, enquiries, marketing contacts, account holders | Controller | We decide why and how this data is used, and this policy governs it |
| Records your staff create inside the platform, including names on check sheets | Processor | Your business is the controller. We process it on your instructions under our data processing agreement |
If you are an employee of a Food Guard customer and you want to exercise rights over records you created in the platform, contact your employer in the first instance. We will assist them in responding.
What we collect
When you visit the website
- IP address, browser type and version, device type, operating system
- Pages viewed, time on page, referring source
- Cookie identifiers, where you have consented
When you contact us or request a trial or demo
- Name, business name, email address, telephone number
- Your role, the sector you operate in, number of sites
- The content of your enquiry and any subsequent correspondence
When you hold an account
- Account and login credentials
- Billing details and transaction records
- Support correspondence and usage data relating to the service
When your staff use the app
- Username and the entries they complete
- Timestamps and, where the feature is enabled, photographs attached to checks
- Device information necessary to operate the app
We process this on your behalf as processor, not as controller.
Why we process it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Responding to your enquiry | Legitimate interests, or steps prior to entering a contract |
| Providing the service you have subscribed to | Performance of a contract |
| Billing and financial record keeping | Legal obligation, and performance of a contract |
| Service and security notifications | Legitimate interests |
| Marketing email to business contacts | Consent, or legitimate interests where permitted |
| Analytics and site improvement | Consent |
| Defending legal claims | Legitimate interests |
Where we rely on legitimate interests, we have assessed that our interest in operating and improving the service does not override your rights. You can object at any time using the contact details below.
Cookies and analytics
We use cookies that are strictly necessary for the site to function, and, with your consent, cookies for analytics and performance measurement.
[CONFIRM the full list. Based on the site as built this is likely to include: WordPress session and preference cookies, Google Analytics via Site Kit, Google Maps for the footer map, and YouTube where a video is embedded. If you use a consent banner, name it here.]
You can withdraw consent at any time through your browser settings or the cookie preferences control on this site.
Who we share it with
We do not sell personal data. We share it only with service providers who process it on our instructions:
- Hosting and infrastructure. [CONFIRM provider and the country where data is stored]
- Email and communications. [CONFIRM]
- Payment processing. [CONFIRM. We do not store full card details]
- Analytics. [CONFIRM, for example Google Analytics]
- Support tooling. [CONFIRM]
We may also disclose data where required by law, or to establish or defend legal claims.
International transfers
[CONFIRM. If all data stays in the EEA, say so plainly, because it is a selling point. If any processor is outside the EEA, name the transfer mechanism, which will usually be Standard Contractual Clauses, and say which country.]
How long we keep it
| Data | Retention |
|---|---|
| Website analytics | [CONFIRM, commonly 14 or 26 months] |
| Enquiries that do not become customers | [CONFIRM, commonly 24 months] |
| Customer account and platform data | For the term of the contract and [CONFIRM] afterwards, to allow export |
| Billing and accounting records | Six years, to meet Irish tax and company law requirements |
| Marketing contacts | Until you unsubscribe or object |
Your compliance records belong to your business. On termination you can export them, and you may be legally obliged to retain them.
Your rights
Under the GDPR you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Have data erased, where no overriding obligation applies
- Restrict how we process it
- Receive your data in a portable format
- Object to processing based on legitimate interests
- Object to direct marketing at any time
- Withdraw consent, without affecting processing carried out beforehand
To exercise any of these, email [CONFIRM privacy contact address, for example privacy@foodguard.ie]. We will respond within one month.
If you are not satisfied with our response, you may complain to the Data Protection Commission, 6 Pembroke Row, Dublin 2, D02 X963, at dataprotection.ie. If you are in the UK you may instead complain to the Information Commissioner’s Office at ico.org.uk.
Security
We apply technical and organisational measures appropriate to the risk, including [CONFIRM the specifics you are willing to state: encryption in transit and at rest, access controls, audit logging, backup arrangements, staff training, breach procedures].
No system is completely secure. If a breach occurs that is likely to result in a risk to your rights, we will notify the Data Protection Commission within 72 hours and inform you where required.
Children
Our services are for businesses and are not directed at children. We do not knowingly collect data from anyone under 16.
Changes
We may update this policy. The date at the top shows when it last changed, and material changes will be notified to account holders.
Contact
Food Guard, 1-2 Marino Mart, Fairview, Dublin 3, D03 T3P1, Ireland.
Republic of Ireland: louis@foodguard.ie, +353 87 694 0468
United Kingdom: noel@foodguard.ie, +44 7738 488268
Data protection enquiries: [CONFIRM address]. [CONFIRM whether a Data Protection Officer has been appointed. Most businesses of this size are not required to appoint one, but if you have, name them here.]