Privacy

The data controller is the dede restaurant group, which runs dede at the Customs House, Baba’de and dede Cellar & Pantry. You can write to us at Customs House, Baltimore, Co. Cork, P81 K291, Ireland.

For any question or request about your information, email info@customshousebaltimore.com or call 028 48248.

• Your account. Your name, the email address you use to log in, your role and position, the venue you work at, your holiday and sick allowances, whether your account is active, and when you last logged in. Your password is stored only as a scrambled value that cannot be read back, not as the password itself.
• Your rota. The shifts you are scheduled for and any notes on them, the availability you set for yourself, and any shift you offer or claim in a swap.
• Time off. Holiday, sick and personal requests, the dates, anything you write in the reason box, and the decision and note from whoever reviewed it.
• Your hours. Weekly timesheets built from the till clock records, or from hours you tell us where no clock record exists, including start and finish times and breaks, whether you accepted the sheet, and any query you raise on it.
• Tips. What you were paid from each distribution, the hours and weighting used to work it out, whether you have acknowledged it, any query and the messages on it, and the record of any correction.
• Forms and letters. Requests you make for the office to complete something for you, such as a visa or immigration form, a tenancy reference, a bank letter or a State body form, the details and any link you give us, when you need it by, and how it was dealt with.
• Disciplinary records. Any note or warning on your file, why it was issued, who issued it, and whether you have acknowledged it.
• Suggestions and complaints. What you send through the feedback form, any replies, and the office’s own notes on it. You can send feedback anonymously. If you do, your name is not stored against it and the email to the office says it came from a team member rather than from you.
• Alerts. The notifications the app shows you and whether you have read them.

Some of what the app holds is in a category that data protection law protects more strictly. A sick leave request counts, whether or not you write a reason, because the type and the dates say something about your health on their own. Anything you write in the reason box counts as well. A visa or immigration form request can also reveal protected information depending on what it involves.

We hold this under the employment condition in Article 9(2)(b) of the GDPR and section 46 of the Data Protection Act 2018, which allow an employer to process this kind of information where it is necessary to meet obligations in employment law. You never have to give more detail than the request needs, and a sick request with the reason box left empty is a valid request.

Be aware that the detail you write in a sick leave reason is emailed to the owners, as set out under Email below. If you would rather give a reason privately, leave the box empty and speak to the office directly.

Most of it we hold because it is part of employing you. Scheduling, paying you, distributing tips, managing time off and keeping the handbook are all things we need your information to do.

Some of it we are legally required to keep. Irish employment law sets out what records of working hours an employer has to keep, and the rules on tips and gratuities set out what we have to be able to show about how tips were shared.

The rest is us running the business. Keeping the venues staffed, dealing with queries and keeping a record of conduct matters all fall under our legitimate interests as your employer.

Your colleagues can see the published rota for your venue or work area, which means their names, positions and shift times are visible to you and yours are visible to them. If you offer a shift for swap, the staff who could pick it up see that it came from you.

The owners and the office have administrator accounts, and an administrator can see the records for everyone across all three venues, not only for one venue. That includes rotas, hours, time off, tips, form requests, feedback and disciplinary records.

Disciplinary records are visible only to you and to administrators. No colleague can see them.

Administrators can also download tip records as a spreadsheet or a PDF, for payroll and for the statements the law requires. Those files contain names, positions, amounts, hours and weightings, and once downloaded they sit on the office’s own computers rather than in the app.

The app emails you about your account and your work. It sends your invitation and password reset links, tells you when tips are ready and reminds you to acknowledge them, and lets you know when a timesheet needs your attention.

It also emails the owners when something needs their attention, and those emails contain the detail rather than just a heading. When you submit a time off request the owners receive your name, the type, the dates and your reason. When you submit a form request or feedback, they receive what you wrote. Queries you raise on tips or timesheets reach them the same way, and a scheduled summary lists who has tips outstanding and how much.

All of this is sent through Resend, our email provider, which handles the message on our behalf. Once an email arrives it also sits in the recipient’s mailbox, which is outside the app.

We do not sell your information, and we do not share it with anyone for advertising. Three suppliers process it for us so the app can run, and they act only on our instructions:

• Vercel, which runs the app.
• Neon, which hosts the database.
• Resend, which sends the emails described above.

Your clock in and clock out times come into the app from YumaPOS, the till system the venues use. The app reads those records in. It does not send anything back.

We will also share information where we are legally required to, for example with Revenue or with a State body making a lawful request.

If you install the app from the App Store or Google Play, Apple and Google know that you installed it. Neither of them receives what you do inside it.

One account on the system does not belong to anyone at the group. Apple and Google review staff need a working login to test the app before it is released, so a review account exists for that. It is not a real person and it is not part of any venue’s rota, hours or tips.

The database is hosted in the United States, and our hosting and email suppliers are US companies. Your information therefore leaves the European Economic Area. Where it does, we rely on the safeguards data protection law provides for those transfers, which for these suppliers means the European Commission’s Standard Contractual Clauses or the EU to US Data Privacy Framework. Ask us and we will tell you which one applies to which supplier and give you a copy.

The app asks your phone for permission to use the internet and nothing else. It has no access to your location, your camera, your photos, your contacts, your files or your microphone. The phone app is the same website in a wrapper, so it collects nothing the website does not.

There is no analytics in the app, no advertising, and no third-party tracking. The app sets one cookie, called dede_session, which is what keeps you logged in. It lasts 30 days, it cannot be read by scripts, and the app cannot work without it. There is nothing else to accept or decline.

We keep your record while you work with us. After you leave, how long something is kept depends on what it is. Records of hours worked and of what you were paid, including tips, are kept for the periods Irish employment and tax law require, so that we can show what was worked and what was paid. Disciplinary records are kept while they are relevant to your employment. Requests, queries and feedback are kept until they are dealt with and for a period afterwards so we have a record of what was decided.

Ask us about any particular record and we will tell you how long we are keeping it and why, and delete it if we are not required to hold it.

Very little is deleted automatically. Unused invitation and password reset links are cleared out when a new one is issued, and re-importing a week of timesheets replaces the previous unaccepted version of that week. Everything else stays until somebody removes it.

The app is only reachable over an encrypted connection. Passwords are stored scrambled and nobody at the group can look up yours. The login cookie cannot be read by scripts in the browser. What each person can see is limited by their role, and invitation and reset links expire.

You can ask us for:

• a copy of what we hold about you
• a correction to anything that is wrong
• deletion of something we are not required to keep
• a pause or a limit on what we do with it
• your information in a portable form, where that right applies

You can also object to processing we do on the basis of our legitimate interests. Email info@customshousebaltimore.com and we will come back to you within one month. Asking costs you nothing, and it will not affect your job.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Data Protection Commission. It takes complaints through the form on dataprotection.ie, and its office is at 6 Pembroke Row, Dublin 2, D02 X963.

If we change how the app handles your information we will update this page and change the date at the top. If the change is a significant one we will tell you in the app or by email.