For clients
Data processing summary
A short summary you can share with your owners, accountant or group office before appointing us. It covers what we hold for your venue, where it lives, how it is protected and how to get it back or have it deleted.
Our role
For your stock and trading data, Apex Stocktaking acts on your instructions: you decide what venues, products and figures we work with, and we process that data to produce your stocktake, variance and management reports. For our own business contacts and enquiries, we decide how that information is used.
What we hold for your venue
- Venue and contact details for the people we deal with.
- Product lists with cost prices, sell prices, sizes and measures.
- Stock counts by location, purchase invoices, sales and till figures.
- Wages totals and hours, where you ask us to report on labour cost.
- Photos taken during a count — shelves, kegs and dockets only, never people.
- Login details for your portal and counting accounts, and a record of sign-ins.
Where it is stored
In a managed cloud database and private file storage on EU/EEA-aligned infrastructure. Connections are encrypted, every table has row-level access rules, and report files and count photos sit in private buckets. Our sub-processors are our managed cloud hosting provider (database, storage and application hosting) and our transactional email provider (report and notification emails). We do not sell data or use it for advertising.
Who can see it
Authorised Apex staff, your own client portal account, and the site logins you ask us to create — each one limited to its own venue and department. No other client can see your data.
How long we keep it
- Active client data: for as long as we work together, so trends stay comparable.
- After you leave: archived for 12 months, then deleted.
- Count photos: 24 months.
- Sign-in records: 12 months.
- Website enquiries: 12 months.
Copies and deletion
Ask us at any time for a full export of everything we hold for your venue — we produce it as a single structured file. You can also ask us to delete it. We action deletion requests within 30 days and keep only a dated note that the deletion happened.
If something goes wrong
If there is a breach affecting your data, we will tell you without undue delay and, where required, notify the Data Protection Commission within 72 hours.
What this is not
Apex Stocktaking provides stocktaking and management information. We are not bookkeepers or auditors and we do not prepare statutory accounts or give tax advice.
See also our privacy & data policy, or get in touch with any questions.