Privacy policy
Version 2026-10-06 · Hospitality Ops Pro is operated by 9495 Creative Ltd, London, United Kingdom.
Who we are
9495 Creative Ltd ("we") provides Hospitality Ops Pro, back-office software for food and drink venues. For the account you open with us (your name, email, billing details, usage logs) we are the data controller. For the data you put into the system about your team, your takings and your suppliers, you are the controller and we are your processor; that relationship is governed by our Data Processing Agreement.
Questions or requests: privacy@hospitalityopspro.co.uk.
What we collect about account holders and why
| Data | Why | Legal basis | Kept for |
|---|---|---|---|
| Name, email, password hash, language | To run your login and send service emails | Contract | Life of the account + 12 months |
| Billing name, address, VAT number; card details are held by Stripe, never by us | Subscription and invoices | Contract, legal obligation (tax) | 6 years after the last invoice |
| IP address, browser, time of each login and of each legal acceptance | Security and proof of agreement | Legitimate interest | 12 months (logins), life of account + 6 years (consents) |
| Support emails | To help you | Legitimate interest | 24 months |
We do not use advertising trackers, analytics beacons or social media pixels. Server logs are kept for 30 days for security.
What the system holds on your behalf
Staff names, contact details, pay rates, hours worked, holiday, right-to-work and training documents; daily takings; supplier invoices; booking deposits. You decide what goes in. We process it only to provide the service, under your instructions, and we never sell it or use it for our own purposes. Staff see their own staff notice when they first log in.
Who else sees data (sub-processors)
- eUKhost Ltd (UK): hosting and backups.
- Stripe Payments Europe (EU/UK): subscription payments.
- Postmark / ActiveCampaign (US, UK IDTA in place): transactional email, only when enabled.
- Anthropic (US, UK IDTA in place): reading supplier invoice photos you upload, only when you enable invoice scanning. Images are not used to train models.
- Square, SumUp, Zettle, Xero: only if you connect them; data flows both ways under your own agreement with them.
- Apple / Google push services: delivery of the notifications you turn on.
We will give 30 days' notice by email before adding a sub-processor.
Your rights
You can ask for a copy of your data, correct it, have it deleted, restrict or object to processing, or take it elsewhere. Account holders can export everything from Settings; staff can ask their employer, who can export or anonymise a record in one click. We answer within one month. You can also complain to the Information Commissioner's Office at ico.org.uk.
Security
Data is encrypted in transit (TLS) and at rest where the host supports it; sensitive fields such as National Insurance numbers are encrypted in the database with a key that is not stored alongside the data. Passwords are hashed with Argon2id. Nightly encrypted backups are kept for 14 days. Access by our staff is logged and limited to support you have asked for.
Notice for staff of venues using Hospitality Ops Pro
Your employer uses this system to plan your shifts, record the hours you clock, work out your pay and holiday, and keep the documents the law requires (for example right-to-work checks). The system records the time of each clock in and out and the type of device used. It does not record your location. Your employer is the data controller; ask them with any question about your data. We keep clock and pay records for 6 years after you leave, because UK law requires it; everything else about you is anonymised 12 months after you leave.
Changes
If we change this policy in a way that matters, we will ask you to accept it again at your next login.
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