Privacy Policy

This privacy policy covers the Reubens Coffee Staff App (the “App”), used by employees of Reubens Coffee (“Reubens”, “we”, “us”) to manage shifts, tasks, stock counts, handover notes, training and employment documents.

The App is an internal workplace tool. It is only available to Reubens staff with an account set up by their manager — there is no public sign-up.

Who is responsible for your data

Reubens Coffee is the data controller for the personal data processed in the App. The App is built and operated on Reubens' behalf by ashwrk (the data processor), and data is stored with Supabase (hosted in the EU/UK region) as a sub-processor.

Contact: support@ashwrk.com

What we collect and why

Data	Why
Name, initials, work email, mobile number	Your staff profile and sign-in
Role, site, employment type, start date, contract hours	Rota planning and app permissions
Shifts, swap requests, time-off requests	Managing the rota
Task completions, stock counts, wastage logs, handover notes	Day-to-day cafe operations (records show who did what, when)
Pay rate, payslips	Showing you your own pay information
Employment documents (contract, right-to-work, certificates)	Legal employment record-keeping
Emergency contact details	Workplace safety
HR messages	Confidential HR conversations (visible only to you and the owner)
Notification preferences	Making the App work the way you asked

The legal bases under UK GDPR are: performance of your employment contract, Reubens' legal obligations as an employer (e.g. right-to-work records), and legitimate interests in running the cafe.

What we do NOT do

• No advertising, no ad tracking, no analytics SDKs.
• No selling or sharing of your data with third parties beyond the processors named above.
• No use of your data for anything unrelated to your employment.

Where your data lives

Data is stored in a Supabase (PostgreSQL) database hosted in the EU/UK. Access is controlled per role: staff see their own records; managers see their site's operational data; only the owner sees HR threads, documents and pay data across the team. Connections are encrypted (TLS).

How long we keep it

Operational records (shifts, tasks, stock, handover) are kept while you are employed and for up to the period required for business records. Employment documents and payroll records are kept for the statutory retention periods required of UK employers, then deleted. When you leave, your account is deactivated and personal data not subject to statutory retention is removed.

Your rights

Under UK GDPR you can ask to access, correct, delete, or receive a copy of your personal data, and to object to or restrict certain processing. Contact support@ashwrk.com — or speak to your manager. You can also complain to the ICO (ico.org.uk).

Changes

If this policy changes materially we will tell you in the App or at work. The current version always lives at this address.