Privacy policy

Who we are

Docketry Ltd is a UK company, trading as Docketry at docketry.co.uk. For anything in this policy, write to hello@docketry.co.uk and put “privacy” in the subject.

When we are the controller, and when we are not

Two different things happen in Docketry and the difference decides who answers a request about your data.

For the people who use Docketry, the owners, managers and staff of a shop, and anyone who emails us about a pilot, we decide why the data is held. We are the controller and this policy covers it.

For the people who order from a shop that uses Docketry, the shop decides why the data is held and we act on their instructions. The shop is the controller and we are their processor. If you have ordered from a takeaway and want your details removed, ask that shop. They can do it in their back office, and we will help them if they need it.

What we hold

Staff of a shop: name, work email, the authority level they hold, which branches they can open, and a hash of their password and till PIN. We never store either in a form we can read back. We also keep a record of significant actions, who changed a price or approved a refund, because a shop needs to be able to answer that question.

Customers of a shop: the name and phone number given with an order, an email address if one was given, the orders themselves and anything typed as a note. Where a shop runs a signup campaign, the extra questions that campaign asked.

Anyone who emails us: whatever is in the message, kept while we are talking and for a reasonable period after.

We do not hold card numbers. Card payments are handled by a payment provider and Docketry only ever sees the last four digits and a reference.

Where it lives

On Amazon Web Services in the London region (eu-west-2). The database is private, reachable only by the application, and each shop’s data is separated at the database level rather than by application code alone. Backups are kept for 14 days.

Who processes it for us

• Amazon Web Services, London. Hosting, database and file storage.
• Vercel. This marketing site only. It holds no shop or customer data.
• Resend. Sends transactional and marketing email on a shop’s behalf, and tells us whether a message was delivered.
• Deliveroo and Uber Eats, where a shop has connected them. Orders arrive from those platforms carrying the customer detail the platform chose to share. We publish the shop’s menu and trading status to them, nothing else.

We do not sell data, and we do not share it with anyone else unless the law requires it.

How long we keep it

Orders and the records built from them are kept for six years, because UK VAT records have to be. They are append-only by design: a cancelled order is reversed by a compensating entry rather than deleted, so the books still add up.

Everything else goes when it stops being needed. A staff member who leaves is deactivated rather than erased, so their name still reads correctly against the orders they rang at the time, and a shop can ask us to remove the name entirely.

Marketing email

A shop can only send marketing to a customer who agreed to it. Every marketing email carries an unsubscribe link, and that link uses a token rather than the address, so an inbox never travels in a URL. Unsubscribing is immediate and applies to that shop.

Your rights

Under UK GDPR you can ask for a copy of your data, ask us to correct it, ask us to delete it, object to how we use it, or ask us to restrict it. Write to hello@docketry.co.uk and we will answer within one month. If the data belongs to a shop rather than to us, we will tell you which shop to ask.

If you are not satisfied you can complain to the Information Commissioner’s Office at ico.org.uk, or on 0303 123 1113.

Cookies

This marketing site sets no tracking cookies. The back office sets a session cookie so you stay signed in, a cookie remembering the branch you are looking at and one remembering whether you chose the light or dark theme. None of them follow you to other sites.

Changes

When this policy changes we update the date at the top. If a change matters to how your data is used, we will say so rather than leave you to notice.