Legal
Privacy Policy
Last updated: 2 October 2026
This Privacy Policy explains how Suparota Ltd ("Suparota", "we", "us", "our") collects, uses and protects personal data through our workforce management app at app.suparota.com and our website at suparota.com.
We are registered in England and Wales (company number 17449552) with our registered office at 18 Stoke Newington High St, London N16 7PL.
For questions about this policy or to exercise your data protection rights, contact us at support@suparota.com.
1. Who this policy is for
This policy is mainly for venue operators: the businesses and people who subscribe to Suparota and manage their teams with it. It also covers visitors to our website.
If you work at a venue that uses Suparota: your employer is responsible for your personal data in Suparota (they are the "controller"). We handle it on their behalf and only on their instructions. Your employer should give you their own privacy notice explaining how they use Suparota. Please contact them first with any questions or requests about your data. We will help them respond (see Section 10).
2. Our role
Under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018:
- For workforce data (information about a venue's staff, entered into or generated by Suparota), the venue is the controller and Suparota is the processor. Our obligations are set out in our Data Processing Agreement.
- For data about our own customers and website visitors (accounts, billing, support and website use), Suparota is the controller.
3. Data we collect as controller
3.1 From venue operators
- Account data — your name, email address and business name, collected when you sign up through our sign-in provider, Clerk
- Billing data — your billing details and subscription history. Card details are collected and held by our payment provider, Stripe. We never see or store your card number.
- Support data — anything you tell us when you contact us
- Technical data — IP address, browser and device type, and records of sign-ins and requests, generated when you use the app
3.2 From website visitors
- Analytics data — how visitors use suparota.com, collected through PostHog, where you have agreed to analytics cookies
- Waitlist and enquiry data — your name, email address and anything else you choose to tell us when you join our waitlist or contact us
3.3 Map images
When a manager views the venue location map in Suparota's settings, their device loads map images directly from OpenStreetMap's servers, which receive the device's IP address. This only happens on that screen.
4. Workforce data we process for venues
Venues and their managers may enter, or Suparota may generate, the following data about staff:
- Identity and contact — name, display name, email address, WhatsApp number
- Employment — employee type, role, department, start date, status, contracted hours and days, venue
- Pay — hourly rate, salary, pay calculations, holiday pay and tronc allocations
- Attendance — clock-in and clock-out times, hours worked, breaks, shift confirmations
- Location check result — if the venue switches on the location check, whether each clock-in was on site or off site and the distance from the venue. A staff member's device shares its location once, at clock-in. We keep only the result and distance; we do not store the location itself, and we do not track location at any other time. If someone clocks in off site, the venue's managers are notified.
- Leave and availability — holiday requests and balances, availability
- Sickness absence — sickness records, how sick shifts are treated for pay, and any notes entered. This is health data, which receives extra protection under data protection law.
- Supe AI — questions asked of Supe AI and its answers
- Technical — notification settings, push notification subscriptions, calendar feed links
Data we do not ask for: Suparota has no fields for National Insurance numbers, bank account details, dates of birth or home addresses. Venues should not enter these into free-text fields.
5. How we use data
5.1 Data we control
| Purpose | Lawful basis |
|---|---|
| Providing your account and the Services | Performance of our contract with you |
| Taking payment and managing your subscription | Performance of our contract with you |
| Responding to support requests | Performance of our contract with you; our legitimate interest in helping users |
| Sending service messages, such as trial and billing reminders, security alerts and changes to our terms | Performance of our contract; legitimate interest |
| Keeping the Services secure and preventing misuse | Legitimate interest |
| Understanding how our website is used | Your consent (analytics cookies) |
| Sending marketing emails | Your consent, which you can withdraw at any time |
| Keeping financial records and meeting other legal duties | Legal obligation |
We will never sell your personal data.
5.2 Workforce data
We use workforce data only to provide the Services to the venue, on its instructions: running rotas and attendance, calculating pay, managing holidays and absence, sending notifications to staff, providing Supe AI and producing reports. We do not use it for our own purposes, except where needed to keep the Services running and secure, or where the law requires.
6. Supe AI
Supe AI is the AI assistant built into Suparota. To answer a request, we send the relevant workforce data to our AI provider, Anthropic, which processes it on our behalf under a data processing agreement. This can include names, hours, shift and holiday dates and pay information. Sickness records are not sent. During onboarding, if a venue uploads a staff spreadsheet, a short sample of it is sent so Supe AI can match its columns. Anthropic's terms do not allow it to train its models on this data.
Supe AI chat is stored so conversations can be continued, and can be seen by other users at the same business who have access to Supe AI. Chat messages are deleted after 90 days, or sooner if someone at the business starts a new chat, which clears the business's chat history.
Supe AI reports: report conversations are not kept after the session ends. If a user saves a report question to reuse, the question's text is kept until they delete it.
7. Anonymised statistics
We may create anonymised, aggregated statistics from use of the Services, to operate and improve the Services and produce industry benchmarks. These statistics cannot identify any individual or any business, so they are no longer personal data.
8. Who we share data with
We use trusted providers to run Suparota. Each is bound by contract to protect the data and use it only to provide their service to us.
- Sub-processors handle workforce data on our behalf: Supabase (database), Clerk (sign-in), Vercel (app hosting), Resend (email), Twilio (WhatsApp messages) and Anthropic (Supe AI). The current list, with what each does and where, is at suparota.com/sub-processors.
- Stripe processes billing for our customers.
- PostHog provides analytics for our website only. It is not used in the app.
- OpenStreetMap provides map images on one settings screen (Section 3.3).
We may also disclose personal data where the law, a regulator or a court requires it.
We do not share personal data with anyone for their own marketing or advertising.
9. International transfers
Some of our providers are based in, or process data in, the United States. Where personal data leaves the UK, or a US provider may access data held in the EU, we rely on a transfer mechanism recognised by UK data protection law: the UK Extension to the EU–US Data Privacy Framework where the provider is certified, or otherwise the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
Our main database is hosted in the EU (Paris, France).
10. Your rights
Under UK data protection law, you have the right to:
- access a copy of your personal data
- correct inaccurate data
- erase your data, subject to legal retention requirements
- restrict how your data is used
- receive your data in a portable, machine-readable format
- object to processing based on legitimate interests
- withdraw consent at any time, where we rely on it
Venue operators and website visitors: contact us at support@suparota.com.
Staff at a venue: contact your employer first, as they are responsible for your data in Suparota. We will help them respond to your request.
You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would appreciate the chance to resolve your concern first.
11. Security
We protect personal data with measures including:
- database-level access controls separating each business's data from every other business
- encryption in transit and at rest
- secure sign-in through Clerk, with optional two-step verification
- role- and permission-based access within the app
- audit records of significant actions
- restricting access to production systems to authorised personnel
No system is completely secure. If a data breach affects you, we will tell you and, where required, the ICO.
12. How long we keep data
Your account and workforce data while you are a customer: for as long as your subscription is active.
Staff who leave: when a venue marks someone as having left, their future shifts are removed and their pending requests are closed. Six months after their leaving date, their personal details (such as email address, WhatsApp number and calendar link) are anonymised. Pay, attendance and other employment records, including the names recorded on them, are kept while the venue remains a customer, so the venue can meet its legal duty to keep pay records for six years.
When a subscription or free trial ends: the account is locked and its data kept for 30 days, during which the venue can ask us for an export of its data or reactivate. We email before deletion. After 30 days, all workforce and account data is permanently deleted from our live systems, and any copies in our backups are deleted as those backups expire, within a further 30 days. Venues that need pay records after leaving should export them during the 30 days.
Billing records: kept for six years, as required for tax and accounting purposes.
Waitlist and enquiries: until we launch, or until you ask us to remove you.
Supe AI: chat messages are deleted after 90 days; report conversations are not kept; saved report questions are kept until the user deletes them (Section 6).
13. Cookies
In the app: we use only cookies and similar storage that are strictly necessary, such as keeping you signed in and letting the app work offline. We do not use advertising or analytics cookies in the app.
On our website: we use analytics cookies only if you agree to them through the cookie banner.
14. Children
Suparota accounts are for businesses, and account holders must be 18 or over. Venues may employ staff under 18, and their data may be entered by their employer as part of running the venue. That data is protected in the same way as all workforce data.
15. Changes to this policy
We may update this policy from time to time. We will tell customers about material changes by email or in the app at least 14 days before they take effect. The date at the top shows when it was last changed.
16. Contact
Email: support@suparota.com Address: Suparota Ltd, 18 Stoke Newington High St, London N16 7PL
You can also contact the ICO at ico.org.uk.