Privacy Policy

Last updated: 25 October 2026

This policy explains how Artixelon Group ("we", "us") collects and uses personal information when you visit artixelongroup.com or use our apps. We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

We are the data controller for the information described in this policy.

Information we collect

When you visit our website. Our website does not use cookies, analytics or advertising trackers, and it has no sign-up forms. Our hosting provider (Cloudflare) may process basic technical data such as your IP address to deliver the site and protect it from attacks. The website loads fonts from Google Fonts, which means your browser connects to Google's servers.

When you email us. We receive your email address, your name if you include it, and anything you write. We use this only to reply to you.

When you use our apps. Depending on the app, we may process:

• Account details, such as name, email address and the business you work for.
• Records you enter, such as fridge and freezer temperatures, check times, the initials of the staff member who made a check, and notes.
• Business figures you enter or connect for forecasting, such as sales or customer numbers.
• Basic technical data, such as device type, app version and crash reports, used to keep the app working.

Each app's listing on Google Play also shows a Data safety section describing what that app collects.

ArtixHOS

ArtixHOS is our food safety and staff records app for cafés and other food businesses. It is used by a business (for example a café owner) and its staff.

Who is responsible. The business that uses ArtixHOS decides what it records about its staff and why, so for its staff and business records the business is the data controller and we act as its data processor, looking after the information on its behalf. We are the data controller for the sign-in details of the people who hold a manager account, and for running, securing and improving the service. If you work for a business that uses ArtixHOS and have a question about your own records (your hours, training or temperature checks), ask your manager first. You can also contact us.

What the app handles.

• Manager accounts: email address, sign-in details (a password is held by our sign-in provider in protected form and is never visible to us), the business name and which stores you manage.
• Staff profiles: a name, job role, and a PIN used to sign in on the shared tablet. The PIN is stored only in scrambled form and cannot be read back.
• Hours: clock-in and clock-out times, breaks, and corrections made by a manager. An hourly pay rate only if a manager chooses to enter one, visible only to people the business allows.
• Food safety records: fridge and freezer temperatures, cleaning checks, who recorded them, notes, and what was done about problems.
• Training: quiz results and sign-offs, with the name typed by the person.
• Alcohol licensing: refused sales (product, reason, notes), monthly licence checks and who is authorised to sell alcohol.
• Documents: certificates and licences (for example gas, electrical, fire and insurance) with dates, and any photo or PDF a manager chooses to attach. The camera is used only when a manager photographs a document.
• Allergens, hot food, deliveries and waste: the dishes a business serves and which of the 14 allergens they contain, probe temperatures of cooked and hot food, delivery checks (supplier name, what arrived, temperature, and whether it was accepted or rejected) and a waste log (what was thrown away, why, and an optional cost), each with who recorded it, the time and any notes.
• Incidents: reports of accidents, complaints, foreign bodies, pests and similar events: a title, a description, the time, how serious it is, its status as it is followed up, and who reported it. A manager who is allowed to may attach photos to an incident. Photos are kept in private storage, can be opened only by people the business allows to see incidents, and should not show people. Staff on the shared tablet can report an incident but cannot add photos.
• Business set-up: the business name, colour theme and optional logo, the type of business, a few answers about it (for example whether it has a kitchen or sells alcohol) and which parts of the app it has switched on.
• On your device: your choices of language and of light or dark appearance, and whether fingerprint or face unlock is switched on. Unlock uses your phone's own security system and the app is only told whether it succeeded. Your fingerprint or face is never sent to us, stored by us or visible to the app.
• The shared tablet: a random code that identifies the tablet to the service. It is not an advertising identifier and does not track you.
• An audit trail: a record of who changed what and when, so records can be trusted. Corrections are recorded alongside the original rather than erasing it.

ArtixHOS does not collect your location, contacts, calendar or microphone recordings, and it has no advertising or analytics tools.

Who can see it. Only people the business gives permission to, according to their role. A business can never see another business's records, and this is enforced inside the database. A manager may create a report from the business's records for an Environmental Health or licensing officer, which is the business's decision. We do not read your records as part of normal running. We may access them only to give support you ask for, to keep the service secure, or if the law requires it.

Where it is stored. ArtixHOS information is hosted by Supabase (database, sign-in and private file storage) in London, United Kingdom. Documents are kept in private storage and open only through a short-lived link for a signed-in person who is allowed to see them.

Payments. Subscriptions are taken by Stripe through a payment page run by Stripe. The page opens from the app (or in your web browser on a computer) and your card details are entered only on Stripe's page. We do not see or store card numbers. We receive only what we need to run the subscription: the customer's email address, the number of stores paid for and the payment status. If a subscription ends, the business's records remain safe and can still be viewed and exported, but cannot be changed until it is renewed.

Deleting your ArtixHOS account or data. To ask us to delete an ArtixHOS account or the information in it, email [email protected] from the email address on the account, with the subject "Delete my ArtixHOS account" and the name of the business. If you are a staff member, ask your manager to send the request, or email us and we will contact the business to confirm. We reply within one month and delete the data within 30 days, except anything the law requires us to keep.

Web version and computer app. If ArtixHOS is opened in a web browser it stores a small amount of data on your device (for example to remember the sign-in and the tablet's set-up). It does not use advertising or tracking cookies. In the Windows computer app the sign-in is kept on the computer, encrypted so that only your Windows account can read it, and it is removed when you sign out.

How we use your information

• To provide the app and its features, such as storing your records and producing forecasts.
• To keep your account secure and fix problems.
• To reply to your messages and give support.
• To meet our legal obligations.

Our legal basis is either the contract we have with you or your business (to provide the service), our legitimate interest in running and improving it, or a legal obligation.

We do not sell your personal information, and we do not use it for advertising.

Who we share it with

We share information only with service providers that help us run our website and apps, such as hosting, email and cloud storage providers. They may only use it to provide their service to us. We may also share information if the law requires it.

For ArtixHOS these are Supabase (hosting, sign-in and file storage) and Stripe (subscription payments).

Some providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, as required by UK data protection law.

How long we keep it

We keep your data while your account is active. When you delete your account or ask us to delete your data, we remove it within 30 days, unless the law requires us to keep it longer.

For ArtixHOS, a business's records are kept while it uses the service, because they are its own food safety and licensing history. If a business closes its account we delete its records within 30 days of the request, so a business should export anything it must legally keep before closing. Payment records are kept by Stripe and by us for as long as the law requires for accounts and tax.

Emails you send us are kept for as long as needed to deal with your enquiry, and then deleted.

Your rights

You have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that is wrong.
• Ask us to delete your information.
• Object to or ask us to limit how we use it.
• Ask for your information in a format you can move to another service.

To use any of these rights, including deleting your account and its data, email [email protected]. We will reply within one month, and delete your data within 30 days of your request.

If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Children

Our apps are made for businesses and are not intended for children under 16. We do not knowingly collect information from children.

Security

We use reasonable technical and organisational measures to protect your information, including encrypted connections. No system is completely secure, so please keep your login details private.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

Contact

Questions about this policy: [email protected]