Privacy policy

Simple Handover ("we", "us", "our") provides shift handover software for hospitality, care, retail and similar operations. This policy explains what personal data we collect, why we collect it, and the choices you have.

If you have any questions about this policy or how we handle your data, contact us at privacy@simplehandover.app.

Account data: when you create a workspace we collect your name, email address and the name of your organisation. Authentication is handled by our identity provider.

Operational data: handovers, tasks, checklists, broadcasts, incident reports, cash and delivery records, photos and any other content your team enters into the product.

Staff data: names and site access codes for frontline staff you add to your sites. Frontline staff sign in with a site key and PIN rather than an email address.

Usage data: we collect limited technical and usage information (for example pages visited and actions taken) to operate, secure and improve the service.

We use cookies that are strictly necessary to sign you in and keep the service secure. These do not require consent.

We only use analytics cookies (PostHog, hosted in the EU) if you accept them via the consent banner. If you decline, no analytics run and no analytics cookies are set. You can change your mind at any time by clearing your browser storage for this site, which will show the banner again.

If your organisation has AI briefs enabled, handover narrative content is sent to our AI provider to generate summaries. Staff rosters and staff notes are never included. Organisation administrators can switch AI features off at any time from Settings → Privacy & AI, after which no content is sent to the AI provider.

To provide and maintain the service, including authentication, notifications and the core handover features.

To process payments and manage your subscription.

To send service communications such as security alerts, billing notices and important product changes.

To analyse and improve performance, reliability and usability of the product.

We do not sell your personal data.

Where the UK GDPR or EU GDPR applies, we process personal data on the basis of performance of our contract with you, our legitimate interests in operating and improving the service, compliance with legal obligations, and your consent where required.

We share data with trusted service providers who help us run the product — including hosting, database, file storage, payment processing, email delivery and error monitoring providers. These providers process data on our behalf under contract.

We may disclose data where required by law or to protect the rights, safety and security of our users and the service.

We retain your data for as long as your account is active. When you close your account we delete or anonymise your data within a reasonable period, except where we must retain it to meet legal, accounting or security obligations.

We use encryption in transit, access controls and reputable infrastructure providers to protect your data. No system is perfectly secure, but we work to protect your information using industry-standard measures.

Depending on your location you may have the right to access, correct, export or delete your personal data, and to object to or restrict certain processing. To exercise these rights, contact privacy@simplehandover.app.

Where data is transferred outside your country, we rely on appropriate safeguards such as standard contractual clauses to protect it.

We may update this policy from time to time. When we make material changes we will update the date below and, where appropriate, notify you.