Privacy & data
How we look after your stocktaking data
Apex Stocktaking stores the minimum data needed to produce accurate food and beverage stock reports. This page explains what we collect, how long we keep it, and how to request or delete your data.
Last updated: 12 September 2026
Who is responsible for your data
Apex Stocktaking, Newbridge, Co. Kildare, Ireland, is responsible for the information described on this page. For anything to do with your data, email office@apexstocktaking.com. Our registered business details will be published here once company registration is finalised.
What we collect and why
- Venue and contact details — to set up your account and communicate with you. Needed to provide the service you asked for.
- Product lists, prices, counts, purchases, sales and wages — to produce your stocktake, GP, variance, run-rate and weekly flash reports. Needed to provide the service.
- Count photos — shelves, kegs and dockets photographed during a count as evidence. Our legitimate interest in accurate, checkable figures.
- Client and site login details, plus a record of sign-ins — to keep accounts secure and to see who counted what. Our legitimate interest in security.
- Website enquiries — name, venue, email and message, so we can reply. Sent at your request.
We never sell data and never use it for advertising.
Where it is stored and who we use
Data is held in a managed cloud database and private file storage on EU/EEA-aligned infrastructure, with encrypted connections, row-level access rules and automated backups. We use two service providers on our behalf: our managed cloud hosting provider (database, file storage and application hosting) and our transactional email provider (report and notification emails). Count photos and backup files sit in private buckets reachable only by authorised Apex staff and the client account linked to the venue.
How long we keep it
- Active client data: for the length of the client relationship.
- After a client leaves: archived 12 months, then deleted.
- Count photos: 24 months.
- Sign-in records: 12 months, then removed automatically.
- Website enquiries: 12 months.
Longer periods apply only where the law requires it or where it is agreed with you in writing.
Your rights
You can ask for a copy of the data we hold, have anything incorrect fixed, ask us to delete it, object to how we use it, or ask for it in a portable file. Email office@apexstocktaking.com and we will respond within 30 days. If you are not happy with our response, you can complain to the Data Protection Commission, 6 Pembroke Row, Dublin 2 (dataprotection.ie).
Cookies
The public website sets no tracking, analytics or advertising cookies. When you sign in to the client portal or the counting app, an essential cookie keeps you signed in — it is required for the service to work and is not used to track you. We may review basic server logs to see how visitors find the site; these do not identify individuals.
For clients
If you need a summary to share with owners or an accountant, see our data processing summary.