PrepAheadPrivacy Policy
Last updated: 2 October 2026
PrepAhead shows a restaurant how many of each dish (or each category) it is likely to sell, hour by hour, on any day of the next 12 months, worked out from its own till's sales history and updated every time the restaurant sends its sales. It also has a small area where the restaurant places its team across the kitchen and floor each day, and a place to send supplier invoices so price changes show up. This page explains what we keep, why, where, and for how long.
Who we are
PrepAhead is run by SAOIRSE SOFTWARE LIMITED, a company registered in Ireland (Company No. 819296), registered office Venture Hub, 136 Capel Street, Dublin 1, D01 T2C9. Contact: support@saoirsesoftware.com.
What we keep, and why
| What | Why | Legal basis (GDPR) |
|---|---|---|
| Your sign-in email and the date the account was made. Your password is stored only as a one-way scrambled code by our sign-in provider — nobody, including us, can read it. | So you can sign in and reset your password, and so we can write to you about your account. | Contract (Art. 6(1)(b)) |
| Your restaurant: its name, town, and whether reports are by dish or by category. | To make and show your reports. | Contract |
| Sales numbers: counts of each dish or category sold, by day, hour and minute, their sales value in euro, plus the name and date range of the till file they came from. | They are what the forecast is made from. | Contract |
| What we forecast for each day: the numbers your sheet showed, kept once the day is over (packed into one record a month). | So you can open a past day and see what the sheet said next to what you sold. | Contract |
| An optional written note from us on a report. | Our own comment on your numbers, when we add one. | Contract |
| Positions (only if you use it): the areas you set up, your team's names as you type them, which areas each person can work, who worked where on each day. | To suggest a fair rotation, so nobody is stuck in the same area every day. | We hold this for you, as your processor — see below |
| Supplier invoices (only if you send them): the photo or PDF you send, and what we read from it — the supplier, the date, and each line's item, quantity and price — plus any line you mark as having come short. | To show you what went up, what came down, new charges and short deliveries, and what they cost you a month. | Contract. If an invoice shows a person's name (a sales rep, say), we hold that for you as your processor, like Positions |
Your invoices: kept private, checked by a person
Each invoice is stored in a private folder that only your restaurant's sign-in and our founder can open. To read it, we send the photo or PDF to Anthropic, whose AI (Claude) picks out the supplier, the date and the lines; then a person checks every line against the original before you see anything. Anthropic's terms do not allow it to train its models on what we send. An invoice you send by mistake can be removed from the Invoices tab until we start reading it; after that, write to us and we will delete it.
The till file itself is not kept
A till export (for example a Square or Lightspeed sales report) reaches us by email, or through the free sample form on our front page, which delivers it to the same inbox. We load it into PrepAhead, where it is read inside the browser and only the counts described above are saved. Then we delete the email and the file. You can also send it yourself from your PrepAhead page: it is then read on your own device, and the file never reaches us — only the same counts do. Anything else in it — receipt numbers, staff names, payment types, customer details if your till includes any — is never saved.
If you ask for a free sample, we use your email address only to send it and to reply to you.
Your team's names: you decide, we hold them for you
For the Positions area, the restaurant is the controller of its team's data and we are its processor: we keep it only to run that area for you, on your instructions, and for no purpose of our own. The terms of that are in the Data Processing Terms, part of our Terms of Service. A first name, or a nickname, is all the area needs. Please don't type anything else about a person.
If the owner invites their team, we keep each team member's first name, their role and when they joined, so the owner can let them in and choose what they see. A team member's heads-ups show their first name and are deleted after 3 days. Team members sign in with a code on their own phone; we do not ask for their email.
If you or your team write orders (a cake for the 15th, a tray for an office), we keep what you write: the day, what and how many, and — only if you type them — who it is for, the time it must be ready and a short note such as an order number or a phone number. This is your customer's data: you are its controller and we are your processor, as for your team. The note shows only in the Orders tab, never on the kitchen tablet or the printed sheet. Every order is deleted 3 days after its day. Please write only what the kitchen needs.
If a team member switches on notifications, their phone gives us an address to send them to. We keep it until they switch notifications off or leave the team. The message goes through their phone's own notification service (Apple, Google or Mozilla) and says only their shift and area.
What we never do
- No advertising, no analytics, no tracking, and no selling or sharing of data with anyone.
- We don't use one restaurant's numbers in another restaurant's report.
- We don't collect data about your customers ourselves. The only customer details we hold are the ones you type into an order, and they go 3 days after its day.
- We never see card details. When you subscribe, payment is handled by Stripe, and the card is entered on Stripe's own page.
Cookies and browser storage
PrepAhead sets no cookies. Your browser keeps three small things for the site: that you are signed in, your light or dark choice, and which tab you last opened. They are needed for the service you asked for, which is why there is no cookie banner — the Data Protection Commission says consent is not needed "where the cookie or other technology is strictly necessary to provide a service which has been explicitly requested by the user". If we ever add anything else, we will ask first.
Where the data lives, and who helps us
| Provider | What they do for us |
|---|---|
| Supabase | The database and sign-in (including the password-reset emails). Our project is hosted in the EU, in Ireland. |
| Netlify | Delivers the web pages to your browser. Like any web host, it sees your IP address when a page loads. |
| Anthropic | Its AI (Claude) reads the supplier invoices you send, so we can check the lines instead of typing them. Only the invoice goes to it. |
| Stripe | Subscription payments and invoices, once you subscribe. |
| Hostinger | Our email (support@saoirsesoftware.com), for messages and sales files you send us, and invitations we send you. |
These providers are bound by their own data processing terms. Where one of them handles data outside the European Economic Area, that transfer is covered by the European Commission's Standard Contractual Clauses in those terms.
How long we keep it
- While you are a customer, we keep your reports, your sales numbers and what we forecast for each day, so you can look back at them.
- Orders are deleted 3 days after their day.
- A person removed from your team in Positions is deleted straight away, together with every day they were placed.
- Supplier invoices are kept, with the lines read from them, while you are a customer — your price history is the point of them.
- When you leave, we delete your restaurant, its reports, its team data, its supplier invoices and its sign-in accounts within 30 days, unless you ask us for a copy first.
- Invoices are kept by Stripe and by us for as long as Irish tax law requires (six years).
Your rights
You can ask us to see, correct, copy or delete your personal data, to restrict or object to how we use it, or to take it elsewhere. Write to support@saoirsesoftware.com and we will answer within one month. If a member of your team asks us about their Positions data, we will pass the request to you, because you decide about that data — and we will help you answer it.
You can also complain to the Irish Data Protection Commission, though we would like the chance to put it right first.
Changes
If this policy changes, the date at the top changes too. If the change matters to you, we will tell you by email before it takes effect.