PubPulse Privacy Policy

PubPulse is a product of Enorme Limited, a company registered in England and Wales under company number 14608315, whose registered office is at Market House, Church Street, Harleston, Norfolk, IP20 9BB. Our VAT registration number is GB 497 4987 05.

This Privacy Policy explains how Enorme Limited (“PubPulse”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you visit the PubPulse website, create an account, use a PubPulse application, contact us or otherwise interact with our services.

It also explains your rights in relation to your personal information.

For privacy enquiries, please contact:

Enorme Limited
Market House, Church Street, Harleston, Norfolk, IP20 9BB
Company number 14608315 · VAT registration number GB 497 4987 05
Email: info@pubpulse.co.uk

1. About PubPulse

PubPulse provides cloud-based software and digital services primarily for pubs, licensed premises and hospitality businesses.

The PubPulse platform may include products and services such as:

• PricePulse;
• Selling Price Advisor;
• RotaPulse;
• TaskPulse;
• DiaryPulse; and
• other PubPulse applications and features introduced from time to time.

For the purposes of UK data-protection legislation, Enorme Limited may act either as a data controller or a data processor, depending upon the circumstances.

2. When We Are the Data Controller

Enorme Limited acts as a data controller where we determine why and how personal information is used.

This will normally include information relating to:

• PubPulse customers;
• prospective customers;
• account holders;
• website visitors;
• people making enquiries;
• billing contacts;
• suppliers;
• business partners; and
• people receiving marketing communications from us.

In these circumstances, Enorme Limited is responsible for complying with applicable data-protection legislation in relation to that information.

3. When We Are a Data Processor

Our customers may upload or enter personal information concerning their own staff, customers, suppliers or other individuals into the PubPulse platform.

For example, a pub using PubPulse may enter:

• employee names;
• staff contact information;
• working hours;
• rota information;
• holiday or availability information;
• task-completion records;
• event contact details;
• customer booking information; or
• supplier contact details.

In these circumstances, the pub or other subscribing business will normally be the data controller and Enorme Limited will act as the data processor, processing that information on the customer's behalf.

The customer is responsible for determining whether it has an appropriate lawful basis for collecting and using that personal information.

We will process such information in accordance with our contractual obligations to the customer, applicable data-protection legislation and our Data Processing Agreement.

If you are an employee, customer or other individual whose information has been entered into PubPulse by one of our customers, you should normally contact that organisation first regarding your personal information.

4. Information We May Collect

The information we collect depends upon how you use PubPulse.

Account Information

When you register for PubPulse, start a free trial or purchase a subscription, we may collect:

• your name;
• business name;
• job title or role;
• email address;
• telephone number;
• business address;
• billing address;
• account username;
• subscription details;
• products or applications selected; and
• account preferences.

Payment and Billing Information

Where you purchase a subscription, payment information may be processed by our chosen payment-processing provider.

We may receive information such as:

• payment status;
• transaction amount;
• billing date;
• payment method type;
• customer reference numbers; and
• limited payment information.

PubPulse does not need to store complete payment-card details where these are processed securely by an authorised payment provider.

Information Uploaded to PubPulse

Depending upon which PubPulse applications you use, you may upload or enter information including:

• supplier invoices;
• receipts;
• product information;
• purchase prices;
• selling prices;
• supplier details;
• employee information;
• staff rotas;
• working hours;
• task records;
• diary entries;
• event information;
• customer enquiries;
• booking information;
• notes;
• photographs;
• documents; and
• other operational business information.

Some of this information may contain personal data.

Website and Technical Information

When you use our website or applications, we may automatically collect certain technical information including:

• IP address;
• browser type;
• operating system;
• device type;
• login times;
• pages or features accessed;
• application activity;
• error logs;
• security logs;
• session information; and
• similar technical data.

We may use cookies and similar technologies as explained later in this policy and in our Cookie Policy.

Communications

If you contact us, we may retain:

• emails;
• enquiry forms;
• support requests;
• correspondence;
• telephone notes;
• feedback; and
• other communications.

5. How We Use Personal Information

We may use personal information to:

• create and administer PubPulse accounts;
• provide our software and services;
• administer free trials;
• manage subscriptions;
• process payments;
• authenticate users;
• provide customer support;
• respond to enquiries;
• send service-related messages;
• send password resets and security notifications;
• operate applications such as RotaPulse, TaskPulse, DiaryPulse and PricePulse;
• process uploaded documents;
• extract information from supplier invoices;
• provide notifications and alerts;
• improve our software and services;
• diagnose technical problems;
• monitor service performance;
• protect against fraud, misuse and cyber threats;
• maintain appropriate business and accounting records;
• comply with legal obligations;
• manage customer relationships;
• develop new PubPulse products and features; and
• send marketing communications where permitted.

We will not use personal information for purposes that are incompatible with the reason it was originally collected unless we have a lawful basis for doing so.

6. Our Lawful Bases for Processing

UK data-protection law requires us to have a lawful basis for processing personal information.

Depending upon the circumstances, we may rely upon the following bases.

Contract

We may process information where it is necessary to:

• provide the PubPulse service you have requested;
• administer your account;
• operate your subscription;
• provide customer support; or
• perform another contractual obligation.

Legitimate Interests

We may process information where necessary for our legitimate business interests, provided that those interests are not overridden by your rights and interests.

Examples may include:

• improving PubPulse;
• maintaining platform security;
• preventing fraud;
• managing customer relationships;
• understanding how our services are used;
• protecting our legal rights; and
• marketing our services to relevant business customers where permitted.

Legal Obligation

We may process information where required to comply with legal or regulatory obligations.

This may include:

• taxation;
• accounting;
• fraud prevention;
• court orders; and
• regulatory requirements.

Consent

Where required, we may rely upon your consent.

For example, consent may be required for certain marketing communications or for certain cookies and tracking technologies.

Where we rely upon consent, you may withdraw that consent.

Withdrawing consent does not make any processing carried out before withdrawal unlawful.

7. Invoice and Document Processing

PricePulse and other PubPulse services may allow customers to upload supplier invoices, receipts or other documents.

These documents may be processed using automated technologies including:

• optical character recognition;
• document-recognition systems;
• artificial intelligence;
• machine-learning tools; and
• data-extraction technology.

These systems may identify information such as:

• supplier names;
• invoice dates;
• product descriptions;
• quantities;
• unit prices;
• VAT;
• totals; and
• other invoice information.

The extracted information may then be used to provide PubPulse functions such as price histories, price-change alerts and commercial analysis.

Automated document processing can occasionally make mistakes. Customers remain responsible for checking important extracted information.

8. Artificial Intelligence and Automated Technologies

PubPulse may use automated systems and artificial-intelligence technologies to help provide certain functions.

These technologies may assist with:

• reading documents;
• categorising information;
• matching product descriptions;
• identifying price changes;
• analysing business information;
• suggesting values or actions;
• detecting unusual information; and
• improving software functionality.

Where appropriate, we take steps to minimise the personal information supplied to third-party AI or automated-processing providers.

PubPulse does not intend to use automated decision-making to make decisions about individuals that produce legal or similarly significant effects without appropriate safeguards.

9. Staff Information

Some PubPulse applications allow subscribing businesses to manage staff.

This may involve information such as:

• employee names;
• telephone numbers;
• email addresses;
• work locations;
• shifts;
• availability;
• holidays or requested days off;
• task assignments;
• task-completion information; and
• communications relating to work.

In these circumstances, the employer or subscribing business will normally determine why that information is processed.

Enorme Limited generally processes the information on behalf of that organisation.

Staff members with questions concerning how their employer is using their information should normally contact their employer first.

10. Customer Event and Diary Information

DiaryPulse and related services may allow businesses to record information concerning events, bookings and enquiries.

This could include:

• names;
• email addresses;
• telephone numbers;
• event dates;
• guest numbers;
• booking requirements;
• event notes;
• food or buffet requirements; and
• other information supplied in relation to an event.

The subscribing business is responsible for ensuring that it has an appropriate lawful basis for collecting and storing this information.

Enorme Limited processes that information on behalf of the subscribing business.

11. How We Share Information

We do not sell personal information to advertisers or data brokers.

We may share personal information with carefully selected service providers where necessary to operate PubPulse.

These may include providers of:

• cloud hosting;
• database services;
• payment processing;
• email delivery;
• SMS and telephone communications;
• authentication;
• cybersecurity;
• monitoring and diagnostics;
• document processing;
• artificial intelligence;
• customer support;
• accounting;
• professional advice; and
• other technology infrastructure.

These organisations may act as processors or independent controllers depending upon the service they provide.

Where required, appropriate contractual and data-protection arrangements are put in place.

Our affiliate programme

Some businesses and individuals recommend PubPulse through our affiliate programme, and we pay them a commission when a pub they refer subscribes. We run the programme using Rewardful, a service provided by Rewardful Inc. of Canada, which acts as our processor.

• If you join the programme as an affiliate, Rewardful holds the details you give it, such as your name, email address and the PayPal or Wise account you want to be paid into, together with a record of your referrals and commission, so that we can pay you. We process these to perform our agreement with you, set out in our Affiliate Programme Terms.
• If you follow an affiliate's link and agree to the partner cookie, Rewardful records a reference for your visit and which affiliate referred you. If you then create a PubPulse account, we store that reference and the affiliate's link code against your account, and add a referral reference to your customer record with our payment provider, Stripe. Rewardful is connected to our Stripe account so that it can see the payments of referred customers, including the account holder's name, email address and the amounts paid, and work out what commission is due.
• Affiliates do not see who you are. Their dashboard shows each customer they referred only as an anonymous reference.

We rely on your consent for the partner cookie (see our Cookie Policy), and on our legitimate interest in rewarding the people who recommend us for recording referrals and calculating commission.

Rewardful may process information outside the United Kingdom, including in Canada and the United States. Such transfers are protected as described in section 14.

12. Payment Providers

PubPulse may use third-party payment processors to collect subscription fees.

Payment providers may process information necessary to:

• authorise payments;
• collect subscription charges;
• detect fraudulent transactions;
• process refunds;
• manage recurring payments; and
• comply with financial-services requirements.

Payment providers may have their own privacy policies governing information they process independently.

13. Communications Providers

PubPulse applications may provide email, SMS or other communication functions.

To provide those services, information such as names, telephone numbers, email addresses and message content may be transmitted to communications service providers.

We only provide information reasonably necessary to deliver the relevant communication.

14. International Data Transfers

Some technology providers used by PubPulse may operate infrastructure or process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data-protection law.

Depending upon the destination and provider, these protections may include:

• UK adequacy regulations;
• contractual safeguards;
• the UK International Data Transfer Agreement;
• the UK Addendum to approved standard contractual clauses; or
• another legally recognised transfer mechanism.

15. Data Security

We take reasonable technical and organisational measures to protect personal information against:

• unauthorised access;
• unlawful processing;
• accidental loss;
• destruction;
• alteration; and
• disclosure.

Measures may include, where appropriate:

• encrypted communications;
• access controls;
• authentication;
• password protection;
• secure hosting;
• logging and monitoring;
• backups;
• software updates;
• staff access restrictions; and
• security procedures.

However, no internet-based service or electronic storage system can guarantee absolute security.

Customers are also responsible for protecting their accounts, passwords, devices and user permissions.

16. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, regulatory, security and contractual requirements.

Retention periods vary depending upon the type of information concerned.

Active Customer Accounts

Account information is normally retained while the account remains active.

Closed Accounts

After termination, information may be retained for a reasonable period to:

• resolve disputes;
• comply with legal obligations;
• maintain financial records;
• prevent fraud; and
• enforce contractual rights.

After the relevant retention period, information may be deleted or anonymised.

Customer Data

Data uploaded by customers may be deleted following account closure after an appropriate retention period, subject to backup, security and legal requirements.

Customers should export information they require before permanently closing their account.

Financial Records

Certain transaction and accounting records may need to be retained for longer periods where required by law.

Security Information

Logs and security records may be retained for appropriate periods for cybersecurity, fraud-prevention and system-integrity purposes.

17. Data Backups

PubPulse may maintain backups to support service resilience and disaster recovery.

Because backup systems operate on scheduled cycles, information deleted from the live platform may remain temporarily within backup systems.

Backup information is not normally accessed except where necessary for disaster recovery, security or legal purposes and will be overwritten or deleted in accordance with our backup procedures.

18. Marketing Communications

We may occasionally send information about:

• PubPulse products;
• new applications;
• product improvements;
• special offers;
• subscriptions;
• hospitality technology;
• relevant business services; and
• PubPulse news.

We will only send electronic marketing where permitted by law.

You can unsubscribe from marketing communications at any time using the unsubscribe facility provided in the communication or by contacting: info@pubpulse.co.uk

Service-related communications concerning your account, security, subscription or important changes to PubPulse are not marketing communications and may still be sent where necessary.

19. Cookies and Similar Technologies

The PubPulse website and applications may use cookies and similar technologies.

These may include technologies necessary to:

• keep users logged in;
• maintain security;
• remember settings;
• operate account functionality;
• understand website usage;
• analyse performance; and
• improve the user experience.

Some cookies are essential for the website or application to operate.

Other technologies, including certain analytics or marketing technologies, may require your permission before they are used.

Where required, you will be given appropriate cookie controls.

Further details are set out in our separate Cookie Policy.

20. Your Data Protection Rights

Depending upon the circumstances and applicable law, you may have rights including:

Right of Access

You may ask whether we hold personal information about you and request a copy of that information.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal information.

Right to Erasure

In certain circumstances, you may ask us to delete your personal information.

This right is not absolute and information may sometimes need to be retained for legal or contractual reasons.

Right to Restrict Processing

You may ask us to restrict the use of your information in certain circumstances.

Right to Object

You may object to certain processing, including some processing based upon legitimate interests and direct marketing.

Right to Data Portability

In certain circumstances, you may request personal information in a structured, commonly used and machine-readable format.

Rights Relating to Automated Decision-Making

You may have rights where decisions with significant effects are made solely through automated processing.

Right to Withdraw Consent

Where processing is based upon consent, you may withdraw consent at any time.

21. Exercising Your Rights

To exercise your data-protection rights, please contact:

Enorme Limited
Market House, Church Street, Harleston, Norfolk, IP20 9BB
Company number 14608315 · VAT registration number GB 497 4987 05
Email: info@pubpulse.co.uk

We may need to verify your identity before responding to a request.

Where we are processing information solely on behalf of one of our customers, we may refer your request to that customer because they are the data controller responsible for determining how your information is used.

22. Complaints

If you have concerns regarding how we handle your personal information, please contact us in the first instance:

Enorme Limited
Market House, Church Street, Harleston, Norfolk, IP20 9BB
Company number 14608315 · VAT registration number GB 497 4987 05
Email: info@pubpulse.co.uk

We will attempt to resolve your concern promptly.

You also have the right to complain to the UK's data-protection regulator:

Information Commissioner's Office (ICO)
Further information is available from the ICO website.

23. Children

PubPulse is a business software platform and is not intended for use by children.

We do not knowingly offer PubPulse accounts directly to children.

Where a PubPulse customer enters information relating to a young employee or another person under 18, that customer remains responsible for ensuring that the information is processed lawfully.

24. Links to Other Websites

Our website or applications may contain links to websites operated by third parties.

We are not responsible for the privacy practices of those websites.

You should review the privacy policy of the relevant third-party service before supplying personal information.

25. Business Transfers

If the PubPulse business is:

• sold;
• merged;
• restructured;
• financed;
• acquired; or
• transferred to another organisation,

personal information may form part of that transaction.

Where this occurs, appropriate steps will be taken to protect personal information and ensure that it continues to be processed in accordance with applicable data-protection law.

26. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• changes to PubPulse;
• new products or services;
• changes in technology;
• changes to our suppliers;
• legal or regulatory developments; or
• changes to the way we process information.

The latest version will be published on the PubPulse website with the date on which it was last updated.

Where appropriate, we may also notify registered customers of significant changes.

27. Contact Details

For questions, requests or concerns regarding privacy or personal information, please contact:

Enorme Limited
Market House, Church Street, Harleston, Norfolk, IP20 9BB
Company number 14608315 · VAT registration number GB 497 4987 05
Email: info@pubpulse.co.uk

Please include sufficient information for us to understand and respond to your request.