Data Processing
How your sales, stock and purchasing data are handled, protected and returned when you use the Service.
01 Roles
For the business data you upload to the Service ("Customer Data"), you are the controller and we act as processor. We process Customer Data only on your documented instructions, which are these terms and your use of the Service settings.
02 Data we process
- Sales transactions or daily and weekly sales totals by item and location.
- Stock on hand, stock in transit and stock age.
- Purchase orders, goods receipts and vendor terms.
- Item, store, warehouse and vendor master data, prices and costs.
- Promotion plans and local event calendars.
- Names and work emails of your users. Customer Data should not contain consumer personal data; point-of-sale exports should be aggregated or stripped of shopper details before upload.
03 Purpose limitation
Customer Data is used only to produce forecasts and planning outputs for your workspace, to measure their accuracy, and to support you. Models trained on your data serve only your workspace. Customer Data is never pooled with other customers' data and never used to train shared models.
04 Security measures
- Encryption in transit with TLS 1.2 or higher, and encryption at rest.
- Separate storage for each workspace, with access checks on every request.
- Role-based access for your users: viewer, planner and approver.
- Staff access only for support, on request, time-limited and logged.
- Daily encrypted backups kept for 30 days.
05 Sub-processors
We use a small number of sub-processors for cloud hosting, transactional email and payment processing. Each is bound by written terms at least as protective as these. Account owners are notified by email before a new sub-processor that handles Customer Data is added, and may object.
06 Incidents
If we become aware of unauthorised access to Customer Data, we will notify account owners without undue delay and within 72 hours, describing what happened, the data affected and the steps taken.
07 Return and deletion
You can export Customer Data at any time in CSV format. On termination, Customer Data remains exportable for 30 days, is then deleted from live systems, and is removed from backups within a further 30 days.
08 Audit
On reasonable notice, Observatory plan customers may request a written summary of our security controls and complete a security questionnaire once a year.