Legal Privacy Notice
Hospitech — Privacy Notice
Who we are: Hospitech Solutions Ltd, 14 Cronans Well Grove, Swords, Co. Dublin, K67 X5F1, CRO no. 817101. Contact: hello@hospitech.ie.
Two hats — read the one that applies to you
If you run a business account (owner/manager)
We are the controller for your account data: your name, email, login records, billing contact and support correspondence. We process it to provide and secure the Service (contract, Art 6(1)(b)) and to keep the platform safe (legitimate interests, Art 6(1)(f)). We keep it while your account exists and for up to 12 months after closure. We do not sell it or use it for third-party advertising.
Payments are processed by Stripe, who receive your name, email, company and card details in order to take payment. We never see or store your card number. Stripe handles that data as an independent controller under its own privacy policy as well as on our behalf. Stripe receives no data about your staff — only about the person paying the bill. We keep invoices and payment records for as long as Irish tax law requires.
If you are a staff member whose employer uses Hospitech
Your employer is the controller of your data in the Service. We hold it only on their behalf, as their processor, under a Data Processing Agreement.
Depending on which parts your employer uses, that can include:
- Your record — name, staff number, date of birth, contact and emergency contact details, PPS number, bank details for payroll, right-to-work documents, job title, pay rate and start date, your signed contract and any policies you have acknowledged;
- Your working time — availability, rosters, clock-in and clock-out times, and the hours and pay calculated from them;
- Your time off — holiday requests and balances, and absence records including sick leave (and any medical certificate you provide);
- Food-safety records — checks you complete and sign, photographs taken during those checks, and any illness or fitness-to-work report your employer is legally required to record;
- Your training — courses assigned to you, quiz attempts and scores, and certificates issued to you with their expiry dates.
Some of this is health information (sick leave, fitness-to-work reporting, allergy incidents). It is held because employment and food-safety law require your employer to keep those records — not for any purpose of ours. We never use it to make automated decisions about you, and we never use any staff data to train AI models or for advertising.
To see, correct or delete your data, or to object, contact your employer first — they decide what is held and for how long. If you contact us instead, we will pass your request to them without undue delay and tell you we have done so.
Where your data lives
EU (Ireland region). Sub-processors are listed at hospitech.ie/dpa/; any non-EEA transfer relies on the EU–US Data Privacy Framework and/or Standard Contractual Clauses.
How long it is kept
While your employer's account is open. If they close it, nothing of yours is deleted straight away: their data — including yours — is kept unchanged for 90 days so they can export it or change their mind. After that it is deleted from our production systems, and from backups as those expire.
Your employer may be legally required to keep copies themselves, for longer than our 90 days — working-time records, employment records, food-safety records and training records all carry statutory retention periods. What they keep after that point is between you and them; we no longer hold it.
Your rights
Access, rectification, erasure, restriction, portability, and objection, under the GDPR and the Irish Data Protection Act 2018. You can complain to the Data Protection Commission (dataprotection.ie), though we'd appreciate the chance to fix things first: hello@hospitech.ie.
Cookies
The app uses strictly-necessary cookies only (session login). No advertising or cross-site tracking cookies.
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