Privacy notice
Last updated: [TO ADD: date]
Who we are
Review Rota is [TO ADD: legal name and status, e.g. 'a trading name of ___ Ltd, company no. ___' or 'run by Callum Richards as a sole trader'], [Business postal address — to add]. Contact hello@reviewrota.com. We are the controller for the personal data described here. [TO ADD: ICO registration number, if the data protection fee applies].
What we collect and why
| Who | What we collect | Why | Legal basis / role |
|---|---|---|---|
| Demo requests/enquiries | Name, email, restaurant name, city/country, message | To send the demo replies and reply to you | Steps before a contract / legitimate interests |
| Clients and their staff | Name, role, contact details, billing details handled by Stripe | To provide and bill the service and send approvals by email | Contract |
| Restaurant contacts we approach | Business name, role or named manager, business email or social account the business has published | Business-to-business marketing | Legitimate interests |
| Reviewers on our clients' Google and Tripadvisor profiles | Public reviewer name and review content, viewed in Google or Tripadvisor, and the restaurant's past replies | To draft replies for our client. Past replies and new reviews are processed by our AI provider to learn the restaurant's voice and draft replies, which a person then checks before posting | We act as processor for our client |
| Website visitors | Basic technical logs needed to run and secure the site | To run and secure the site | Legitimate interests |
Marketing
In the UK we only contact limited companies and LLPs at business contact details they publish; outside the UK we follow local rules. Every message says who we are and how to opt out; reply "stop" or "no thanks" and we add you to our suppression list and never contact you again. No phone calls.
Who we share with
Stripe (payments), Google (we act inside your Business Profile with Manager access), Tripadvisor (if you take the add-on, we act inside your Tripadvisor Management Center as an invited user), our email provider [TO ADD], and the AI tools we use to help draft replies [TO ADD: provider(s)]. We never sell data.
International transfers
Some providers are outside the UK (e.g. in the US); we rely on UK adequacy regulations or the UK International Data Transfer Addendum where needed.
How long we keep it
- Demo requests: 12 months if you don't become a client.
- Prospect contacts: until you opt out or 24 months.
- Suppression list: kept indefinitely (minimum needed).
- Client records: 6 years after the contract ends (tax).
- Review text: not stored beyond working drafts, deleted within 30 days of posting.
- Your restaurant's past replies (and any tone notes we make from them): kept while you're a client, deleted within 30 days of you leaving.
Your rights
Access, correction, deletion, restriction, objection (including to all direct marketing at any time) and portability. Email hello@reviewrota.com. You can complain to the ICO: ico.org.uk, 0303 123 1113.