Privacy Policy

Last updated: September 2026

Who we are

SousBee is a product of Optilake LTD, a company registered in England and Wales. When this policy says "we", "us", or "SousBee", it means Optilake LTD.

For data protection purposes, Optilake LTD is the data controller for your account information. When you store client data in SousBee (names, allergies, preferences), you are the data controller for that data and we are the data processor acting on your instructions.

What we collect

We collect information you provide directly:

Account information: name, email address, business name, phone number
Business data: client details, household members, dietary requirements, recipes, bookings, menus, invoices, and receipts
Preferences: currency, notification settings, recipe defaults, Hive memory entries
Device information: push notification token (if you grant permission), device type, and operating system version

We also collect automatically:

Crash reports: error stack traces and device state at the time of a crash, via Sentry
Usage analytics: screen views, feature usage patterns, and session data, via PostHog
Subscription status: whether your trial is active, expired, or you hold a paid subscription, via RevenueCat

Why we collect it (legal basis)

Under UK GDPR, we process your data on the following bases:

Contract performance: your account data and business data are necessary to provide the service you signed up for
Legitimate interest: crash reports and usage analytics help us fix bugs and improve the product. You can opt out of analytics via PostHog's opt-out mechanism
Consent: push notifications are only sent if you grant permission. You can revoke this in your device settings at any time

How we use it

Your data powers the app's features: proposals, shopping lists, prep plans, The Hive memory, invoicing, and business analytics. We use crash data to fix bugs and analytics to understand which features are useful.

We do not sell your data. We do not share it with third parties for advertising. We do not use your data to train AI models.

Third-party services

We use the following services to operate SousBee. Each processes data on our behalf under their own privacy policies:

Supabase (database, authentication, file storage) — hosted on AWS in EU (eu-west-1, Ireland)
Sentry (crash reporting) — receives error data and device metadata when the app crashes
PostHog (product analytics) — receives anonymised usage events. EU-hosted
RevenueCat (subscription management) — receives your user ID and subscription status. Does not receive your personal data
Apple / Google (app distribution and billing) — handle all payment processing. We never see or store your payment card details

Where it's stored

All primary data is stored on Supabase, hosted on AWS in the EU (Ireland). Authentication uses industry-standard JWT tokens stored in encrypted device storage (Keychain on iOS, encrypted SharedPreferences on Android).

Client-facing data

When you send a proposal or dietary questionnaire to your client, they access it via a secure tokenised link. Your clients do not need a SousBee account. The dietary information they provide is stored as part of your client records — you are the data controller for this information.

Note for chefs: If you store personal data about your clients (names, addresses, allergies, dietary needs), you may have your own data protection obligations under UK GDPR. SousBee provides the tools to manage this data, but compliance with your clients' privacy rights is your responsibility.

Data retention

We keep your data for as long as your account is active. If you delete your account, all data is permanently removed from our servers within 30 days. Residual copies in encrypted backups are overwritten within 90 days.

Crash reports are retained for 90 days. Analytics events are retained for 12 months.

Data export & deletion

You can export your client data as CSV at any time from Settings > Export Data.

You can delete your account from Settings > Account > Delete Account. This permanently removes your profile, all client records, bookings, invoices, recipes, and receipts from our servers. This action cannot be undone.

Your rights

Under UK GDPR, you have the right to:

Access your personal data (use the Export feature, or email us)
Rectify inaccurate data (edit directly in the app)
Erase your data (delete your account)
Port your data (CSV export)
Object to processing based on legitimate interest (email us)
Withdraw consent for push notifications (via device settings)

To exercise any right not available through the app, email us and we will respond within 30 days.

Children's privacy

SousBee is a business tool for professional chefs aged 18 and over. We do not knowingly collect data from anyone under 18. If you believe a minor has created an account, please contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. We will notify you of material changes through the app. The "Last updated" date at the top always reflects the current version.

Contact

For privacy questions or to exercise your rights:
support@optilake.com