Privacy Policy
Last updated: [date]
This policy is written to be clear and honest about how Vouched handles data. Before public launch it should be reviewed by a data-protection professional, and the [bracketed] details filled in.
Vouched (“we”, “us”) is a tool that lets hospitality venues request and give staff references. This policy explains what personal data we handle, why, and what your rights are. Vouched is operated by [legal entity, e.g. Hot Milk Ltd], [registered address]. You can reach us at [contact email].
The two kinds of data we hold
It helps to split them, because we treat them very differently:
- Venue accounts. People who sign up to use Vouched. We keep this while your account is active.
- Reference data about other people. Information about candidates being referenced and the venues asked to give a reference. We keep this only as long as needed and then delete it automatically.
What we collect
- When you sign up: your email, a password (stored securely, never in plain text), your venue name and optionally town and postcode, your name, and whether you opted in to marketing emails.
- When you request a reference: the candidate’s name, the venue they say they worked at, and how to reach that venue (an email or phone number you provide). You confirm the candidate has agreed to references being taken up.
- When a venue gives a reference: the reference itself (role, dates, pay, ratings, comments, whether they’d rehire), the referee’s name and venue, and their email only if they tick the box agreeing to be contacted.
- Basic technical data needed to run the service and keep it secure.
Why we use it, and our lawful basis
- To provide the service (creating requests, delivering references to the venue that asked). Lawful basis: performance of a contract with you, and our legitimate interest in running a reference service that venues and candidates expect.
- Marketing emails only if you opted in. Lawful basis: consent, which you can withdraw at any time.
- Candidate data is handled on the basis that the requesting venue has confirmed the candidate agreed to references being sought.
Referees and candidates
If a venue asks you for a reference, your details were given to us by that venue for that one purpose. The reference you give is shared with the venue that requested it and is treated as confidential. We don’t use referee or candidate data for marketing.
How long we keep it
- Completed references are automatically deleted 12 months after they’re given.
- Requests never filled in are scrubbed about 60 days after they’re created.
- Account data is kept while your account is active, and removed if you close it.
Deletion is enforced automatically by a scheduled job, not left to chance.
Who we share it with
We do not sell personal data. We share it only with:
- the venue that requested a reference (that’s the whole point);
- service providers who help us run Vouched, currently our hosting and database provider (Supabase) and, once live, an email provider. They act on our instructions.
If the business is sold
Vouched may one day be acquired by or merged with another company. If that happens, the data held in Vouched may transfer to the new owner as part of the business, and it would continue to be handled under a policy at least as protective as this one. We tell you this up front rather than spring it on you later.
Where your data lives
Our database is hosted in the EU (Frankfurt), and our email provider processes sending data in the EU (Ireland). Some service providers may process limited data elsewhere; where they do, appropriate safeguards are in place.
Your rights
Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, or stop certain uses of it, and you can withdraw marketing consent at any time. To exercise any of these, email [contact email]. If you’re unhappy with how we’ve handled your data you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
Security
Data is encrypted in transit, access is controlled so each venue only sees its own data, and sensitive operations run through locked-down server functions. No system is perfectly secure, but we take it seriously.
Cookies
We use only what’s needed to keep you signed in. We don’t run advertising or third-party tracking cookies. If that changes, we’ll update this policy and ask where required.
Changes
If we change this policy we’ll update the date above and, for significant changes, let account holders know.
Questions? Email [contact email].