Privacy policy

1. Who we are

Unpickle is an operations app for cafés, restaurants and bars: deliveries, daily jobs, stock and house knowledge. It is run by Matte Group Ltd (“we”, “us”).

Registered in England and Wales, company number 14554960. Registered office: 22a Beaufort Road, London, KT1 2TQ, United Kingdom. Registered with the Information Commissioner's Office, number ZB916998.

You can reach us at hello@unpickleapp.com. A person answers.

2. Whose data, and who decides

UK data protection law (the UK GDPR) separates the organisation that decides what happens to data (the controller) from one that handles it on someone else’s behalf (a processor). With Unpickle, it depends on the data.

• Your shop’s records: the shop decides, we process. The business operating your shop controls the records it adds about its team and work, including staff details, tasks, delivery checks, photos and notes. We process these on its instructions under our data processing agreement. The shop must explain its own purposes, lawful bases and retention choices to its staff.
• Our own records: we decide. For managers’ account and billing details, newsletter sign-ups, emails you send us and visits to our website, we are the controller.

If you work at a shop that uses Unpickle, your manager is normally the contact for records the shop controls. You can also contact us: we’ll identify who is responsible and help route your request. We handle requests about our own controller activities ourselves.

3. What we collect

• Account details: name, email address, role and shop name. Our sign-in provider stores password hashes rather than readable passwords. Shared shop-device accounts can record work against the staff member selected by the person using the device.
• Staff details a manager adds: names, email addresses, phone numbers, roles and whether someone is still active.
• Work records: deliveries, invoice photos, item checks and damage photos, tasks, who completed them and when, notes, task photos, points and streaks, stock counts, low-stock reports, suppliers and knowledge base articles.
• Notification settings: which alerts you want, your Telegram chat if you link it, and your browser’s push subscription if you turn on push alerts.
• Billing: handled by Stripe. We see your plan, payment status and billing contact, never your full card number.
• Technical logs: our hosting and database providers record requests (including IP address and browser) to keep the service secure and to fix faults.
• Newsletter: if you sign up on our homepage, your email address. Every issue has an unsubscribe link.
• Messages to us: whatever you include when you email us.

We receive information from you, from your manager or colleagues when they add shop records, from documents and photos uploaded by the shop, and from the payment, authentication and notification services you use. Website and error information is generated when you use the service. Required account and payment details are needed to provide the corresponding service; optional features such as newsletters, Telegram and analytics can be declined.

4. Why we use it, and our lawful basis

This table describes processing for which we are the controller. For shop-controlled records, including staff sign-in, work records and optional AI processing, we act on the shop’s instructions; the shop determines its lawful basis. Agreeing to our terms or reading this notice is not consent to optional processing.

We do not sell personal data or use shop records for advertising. We do not train our own AI models on shop records or instruct our AI providers to train models on them. Provider processing, retention and safeguards are subject to the applicable service agreements; information about these is available on request.

5. AI features

Some features send a small amount of data to an AI service and show you the result. Reading an invoice photo, asking a question about your reports, labelling possible duplicate products and drafting a message to a supplier use Anthropic: we send the photo, your question or the product names, plus only the records needed to answer. Nothing is sent until someone in your shop uses the feature, and the AI never changes your data on its own: a person reviews and confirms every suggestion.

We do not make decisions with legal or similarly significant effects about individuals solely by automated means. Points, streaks and reports help the shop organise its work; the shop remains responsible for decisions about its staff. Do not include sensitive personal information in AI prompts or invoice images.

6. Services that handle data for us

The following services process shop records on our behalf to provide the app. Our DPA sets out our obligations when appointing sub-processors.

Other providers handle our own business records or supply optional services under their own terms. Their roles are separate from the shop-data sub-processor schedule.

Push alerts are encrypted for delivery to your browser; notification text may appear on your device’s lock screen depending on your settings. Telegram receives alert content when you enable that integration and handles it under its privacy policy. Disconnecting an integration does not necessarily erase messages already delivered. Shops should consider what information belongs in alerts. We give notice of sub-processor changes as described in the DPA. We may also disclose information where required by law or necessary to establish, exercise or defend legal claims, subject to applicable law and our duties as processor.

7. Data outside the UK

Providers and their support teams may process information outside the UK, including in the United States. A hosting region does not by itself exclude access from other countries. For restricted UK transfers, we must use applicable adequacy regulations, or appropriate safeguards such as the UK International Data Transfer Agreement or European Commission Standard Contractual Clauses with the UK Addendum, together with the assessment and additional protections required by law. Where EU GDPR applies, the corresponding EU adequacy decision or EU transfer safeguards must also apply. Reliance on a Data Privacy Framework requires the relevant recipient and processing to be covered by its certification. Contact us for the relevant recipient, processing locations and a copy or description of the applicable safeguards.

8. How long we keep it

• Active shop records: while needed to provide the shop’s service and follow its instructions. Managers should remove records they no longer need. Deactivating a staff account stops access; it does not erase that person’s historic work records.
• Closure or return request: we return or delete the shop’s data as it instructs under the DPA, with active-system deletion within 30 days of the request. Returning data also includes deleting our remaining active copies, unless the law requires retention.
• Cancelled subscriptions and unused trials: we keep shop records for up to 90 days after the last paid period ends, or after an unpaid trial expires, to allow reactivation or a requested export, then delete them. The shop can request earlier deletion.
• Sign-ups never confirmed: if the email address on a new account is not confirmed within 7 days and nothing has been added to its shop, we delete the account and its empty shop.
• Backups: encrypted recovery copies, including provider backups and copies we hold, are kept beyond ordinary use and expire within 30 days after active-system deletion. If a backup is restored, deletion instructions are reapplied.
• Billing records: normally six years from the end of the relevant financial year, or longer where tax law or a specific legal obligation requires it.
• Newsletter: until you unsubscribe. We may retain a minimal suppression record to honour your opt-out and evidence of consent where needed to demonstrate compliance.
• Enquiries, complaints and technical logs: for as long as needed to resolve the issue, meet legal duties and establish or defend relevant claims. Routine logs follow the provider’s configured retention cycle; incident evidence is retained separately only where needed. Ask us for the period applying to a particular record.

Where the law requires us to retain specific records, we restrict their use to that purpose and delete them when the requirement ends. A legal requirement to retain billing records does not justify keeping the shop’s entire workspace.

9. Your rights

You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, and to receive it in a format you can take elsewhere. Where we rely on consent, you can withdraw it at any time, without affecting processing that was lawful before withdrawal. These rights depend on the circumstances and applicable law. Email hello@unpickleapp.com. We normally respond within one month; where the law permits an extension or a pause to obtain necessary information, we will explain it. For data your shop controls, we help the shop respond. You can object to our processing based on legitimate interests and can always object to direct marketing.

10. Exporting your shop’s data

Managers can download their shop’s records as spreadsheet (CSV) files at any time from Settings → Your data (/dashboard/settings/data): deliveries, delivery items, tasks, stock and low-stock reports, suppliers, staff and knowledge base articles. For a copy of uploaded photos, email us.

11. Closing your account

A manager can request closure from Settings → Your data → Close my shop, or email us to request return or deletion of shop data. Download anything you want to keep first, or tell us that you need a return copy. We confirm the request and delete active shop records, files and staff logins within 30 days, subject to the limited retention described above. You can cancel a closure request before deletion is carried out. Closure is separate from cancelling a paid subscription: cancel renewal from Billing too. Staff who want their own login removed can ask their manager or contact us.

12. Cookies and similar storage

We do not use advertising cookies. Sign-in stores a session token so you can use your account. The app also uses device storage for service features such as saving unfinished task drafts, remembering your choices and keeping your analytics preference. Storage needed to provide a feature you request is separate from optional analytics.

Vercel Web Analytics and Vercel Speed Insights are off until you choose Allow analytics. You can decline it and use the site normally, or change your mind using Privacy choices in the footer. Your preference is saved on that browser; clearing browser storage or using another device requires a new choice. If we cannot save or read your preference, analytics stays off.

With your permission, analytics counts visits to public pages using page paths, referring sites, campaign tags, approximate location and browser/device information. Speed Insights adds page-speed measurements (how quickly each page loads and responds) for the same pages. Vercel uses a short-lived identifier derived from the request rather than an analytics cookie. It is discarded after 24 hours. We exclude sign-in and app page views and filter URLs before sending them.

We also count clicks on sign-up links and successful sign-up responses. These events contain a broad source such as the blog or delivery-checking page, and whether email confirmation is required. They do not include your name, email, shop name, password, account identifier or form contents. With your permission, the source is kept in this tab’s session storage until a successful sign-up response, withdrawal of consent or the tab closes. The sign-up page does not send page views or speed measurements, and its event URLs exclude query strings and fragments. You can reopen Privacy choices below the sign-up form as well as in the public website footer. Withdrawing consent stops further analytics events and clears the saved source; it does not undo statistics already collected.

13. Security

Data is encrypted in transit and at rest. Each shop’s records are walled off from every other shop at the database level, and uploaded files are private, shared only through links that expire. No system is perfectly secure, but if something goes wrong we’ll tell affected shops promptly and the ICO where the law requires.

14. Children

Unpickle is a business workplace tool, not a service marketed to children. A shop may have workers under 18 and is responsible for lawful employment, age-appropriate information and suitable access. Those workers’ records are covered by the same shop-controller arrangements and rights described above. Shops must consider the additional protection young people need when using work records, photos and performance features.

15. Complaints

You have the right to complain to us about how we handle personal data. Email hello@unpickleapp.com with your concern; you do not need to use a special form. We acknowledge complaints within 30 days, make appropriate enquiries, keep you informed and communicate the outcome without undue delay. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Where EU GDPR applies, you may also complain to your competent supervisory authority, including in the EU country where you live or work or where the alleged infringement occurred.

16. Changes to this policy

If we make a material change, we’ll tell managers by email or in the app before it takes effect. The date at the top shows when this policy last changed.

17. Contact us

Questions about this policy? Email hello@unpickleapp.com. A person answers.