Data Processing Agreement

This DPA forms part of the agreement between the cafe (the controller) and ProCafe (the processor) for the staff and operational data ProCafe processes on the controller’s behalf.

Subject-matter & duration

ProCafe processes the controller’s data for as long as the controller has an account, to provide the ProCafe service.

Nature & purpose

Storing and presenting rotas, attendance, time-off requests, food-safety and operational records, private employee documents, payroll-preparation information and team messages, so the controller can run their cafe. The controller determines which optional attendance policies to enable and the necessary purposes, lawful basis, notices and retention instructions for its staff and other people whose information it supplies.

Types of data & people

Staff names, optional logins, shifts, time-off and operational records; attendance times, breaks, corrections and approvals; captured base and overtime pay rates and reviewed payable minutes; private contact and emergency-contact details, right-to-work documents and manual review outcomes, payslips, contract versions and signing or authentication receipts; and team message text, participants, timestamps and read state. These concern the controller's staff and contacts whose details they provide. Owner-enabled foreground venue checks add stored coordinates and accuracy; owner-enabled clock-in photos add image evidence. Neither is background tracking or facial recognition. Files can contain information or metadata supplied with them. Sickness absence classifications can reveal health information; private employee files may also contain health or other sensitive personal information. These records are processed on the controller's documented instructions, subject to the requirements described in the Privacy Policy.

Processor obligations

• Process only on the controller’s documented instructions (this DPA and the product’s use).
• Keep the data confidential and ensure staff with access are under confidentiality.
• Apply appropriate technical and organisational security measures — see the Security page.
• Assist the controller with data-subject requests and with security/breach duties.
• Notify the controller of a personal-data breach without undue delay.
• Delete or return the data at the end of the service, subject to any legal retention.
• Make available the information needed to show compliance with these obligations.

Sub-processors

The controller authorises the sub-processors on the Sub-processor List — including Stripe, our payment processor (card details are handled by Stripe; ProCafe does not store card numbers). We give advance notice before adding or changing a sub-processor, and where this DPA provides it, the controller may object and, failing resolution, terminate.

International transfers

Where a sub-processor is outside the UK/EEA, an appropriate transfer safeguard is used (for example a UK adequacy decision or the UK International Data Transfer Agreement / Standard Contractual Clauses). We prefer UK/EEA-based sub-processors where practical.

Audit

On reasonable request and notice, ProCafe provides information to demonstrate compliance.