Privacy Policy

Who we are

SendPraise is a positive-feedback platform for hospitality businesses. It lets a customer leave a kind word for a member of staff, delivers that recognition to the person, and helps a manager understand what customers value. This policy explains what personal data we hold, why, and your rights over it.

Who is responsible for your data: SendPraise, run by a sole trader in the United Kingdom, is the data controller for everything described below — including the praise held for a member of staff, which deliberately stays with that person when they change jobs. The business you work for is not responsible for it, and does not need to be.

How to reach us: hello@sendpraise.co.uk

Where your data lives: our database is hosted by Supabase in Frankfurt, Germany (EU) and our application by Vercel. The full list of who else touches your data is on our sub-processors page.

What we hold, and why

1. Customers leaving praise

The praise itself is anonymous by default. When you leave a kind word, we do not record who you are, your device, or your location. The words you write are stored on their own, with no identity attached.

Your first name — only if you choose to add it. At the end of writing a note you may optionally add your first name so the person knows it came from you. This is entirely optional, never pre-filled, and stored separately from the praise content. If you add it, it is shown to the member of staff and — for notes they choose to keep visible — on their shareable public praise page. Legal basis: your consent.

Email to follow your praise — only if you choose to add it. On the thank-you screen you may optionally leave an email address so we can let you know once your words have been seen. It is stored separately from the praise content, never shown publicly, and no member of staff or manager can ever see it. We do not yet send any email — the address is held ready for when that notification is switched on, and used for nothing else in the meantime. Legal basis: your consent.

Dish names. Where praise is about the kitchen you may name a dish. Dish names are not expected to identify anyone; if one ever did, it is deleted along with the praise it belongs to.

2. Businesses registering interest

When a business owner fills in the contact form on our website we store the business name, a contact name, a contact email and any message, so we can respond and arrange setup. Legal basis: legitimate interest / steps towards a contract. When one arrives, we email ourselves a one-line alert to say so; it carries none of your details, which stay in our database.

Booking a call. If you book a call with us instead, that booking is handled by Cal.com, our scheduling provider — see our sub-processors page for where they hold data. They store the name, email and any notes you leave when booking, for the same purpose: arranging and having that call. Legal basis: legitimate interest / steps towards a contract.

3. Staff and managers using SendPraise

For people who hold an account we store a name, an optional job title, the email used to sign in, which business they currently collect praise at, an optional photograph, and the praise they have received. The praise received belongs to the individual and is designed to follow them between jobs. Legal basis: performance of our contract to provide the service.

Before someone has an account. A manager can invite a person by name and job title before that person has signed up. If the invitation is never accepted it expires.

Emails about your account. We send exactly two: one to confirm your email address when you create an account, and one to let you set a new password if you forget yours. They are sent for us by Resend, our email provider, who therefore sees the address we sent to and what we sent, and keeps a delivery record of it for 30 days — see our sub-processors page. We send no marketing email and no notifications, and you cannot be added to a mailing list. Legal basis: performance of our contract to provide the service.

Optional replies to praise. A member of staff may write their own short reply to a piece of praise they have received. A reply is private by default — only they and their manager can see it — and they choose, for each reply individually, whether it also shows on their public praise page.

4. Catch-ups between a manager and a member of staff

Where a business switches this on, a member of staff can write their own notes before a catch-up and their manager can write notes and a summary of the conversation. Both people can read everything in it — there is deliberately no private manager record about a person. It is deleted outright when an account is deleted. Legal basis: performance of our contract to provide the service.

5. The shareable public praise page

It exists only when a member of staff chooses to create one, and stays open until they turn it off. These links do not expire on a timer. A link that dies without warning is worse than no link, because the person you shared it with — a friend, a parent, a future employer — opens a dead page instead of a wall of praise.

What replaced the timer is direct control. A member of staff may hold several links at once; each one must be given a name, so they can tell them apart; they can see every link they have ever created, including when it was last opened; and they can revoke any of them instantly, which takes effect immediately. Creating a new link does not end an older one — each is stopped individually and on purpose. If someone asks us to delete their account, every link they hold goes dark straight away.

If you are under 18, we do not put your photograph anywhere — not on this page, not in the app, not in the café. That is enforced by our systems and cannot be switched on by you or by your manager.

We have also decided that under-18s should not have a public praise page at all, and we are building that now. Until it is in place, if you are under 18 we would rather you did not create one — and if you already have, you can revoke it instantly from your dashboard, or email us and we will do it for you the same day.

6. Flagged content

If a manager flags a piece of praise as inappropriate, it is hidden from all walls and retained in our database in that hidden state. It is not deleted automatically and is not shared with anyone or used to train any AI system.

Children and young people

Hospitality employs a lot of sixteen- and seventeen-year-olds, so we treat a young person on their first job as the normal case rather than an edge case.

We never record anyone’s age or date of birth. When a manager adds someone they indicate whether that person is under 18, and all we store is the consequence — that a photograph is not permitted — so no record anywhere states that a named person is a child. Under-18s also have no public praise page, as above. A person cannot change either of these settings about themselves.

What we never do

• We never sell personal data.
• We never rank, score, or compare employees against each other — there is no leaderboard and no way to build one.
• We never show a customer’s email publicly, and never show a customer’s name unless that customer chose to add it.
• We never store customer identity inside the praise content itself.
• We never use anyone’s praise to train an AI system.

How long we keep it

The praise belongs to the person it was left for, and we keep it for as long as they have an account with us — it is theirs to carry between jobs. They can delete all of it at any time, from Settings → Delete your data in their dashboard: everything is hidden immediately and permanently erased 14 days later, and signing back in during those 14 days cancels it. What survives an erasure is an anonymous count — that a piece of praise happened at a business on a date — with no words, no name and nothing that identifies anyone.

Leaving a job does not delete anything: the person keeps their wall, and their manager simply takes them off that business’s team.

Interest-form details are kept while we are in contact and for a reasonable period afterwards. An email left to follow your praise is held until the notification feature it supports is switched on; an unsubscribe option and a self-service way to have it removed will ship alongside that feature — until then, contact us and we will remove it. Flagged content is retained in its hidden state pending a review process.

Your rights

Under UK GDPR you can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or object to it being used — and you can withdraw consent at any time, for example by asking us to remove a name you added to a note.

If you have a SendPraise account, the quickest route to deletion is Settings → Delete your data, which does it yourself, straight away. For anything else, email us at hello@sendpraise.co.uk and we will respond within one month (30 days). You do not have to explain why you are asking, and it costs nothing.

You also have the right to complain to the UK Information Commissioner’s Office (ico.org.uk) if you are unhappy with how we have handled your data. We would rather you told us first, but you do not have to.

Changes to this policy

We update this policy whenever a new feature changes what data we hold, and note the date at the top. The facts in it — who we are, how long we keep things, who else touches your data — are held in one place in our code and used everywhere they appear, so this page cannot quietly fall out of step with what the product actually does.