1. Who we are
Forkestra is a venue-operations service. In this policy, “Forkestra”, “we”, “us”, and “our” refer to the provider of that service.
Privacy contact: info@forkestra.app
2. Scope and our roles
This policy covers the Forkestra website, owner and manager application, staff and chef companion apps, digital menus, Dom conversations, connected messaging channels, and related support and billing services.
We act as a controller for data needed to operate our website, manage accounts, bill customers, keep the service secure, communicate with users, and improve Forkestra. When a venue sends us operational or staff data so we can provide the service, we generally act as that venue’s processor. The venue remains responsible for deciding why that data is used and for giving its team members any notices required by law.
If you are a venue employee and want to exercise a right relating to staff, rota, attendance, absence, or similar records, contact your employer first. We will assist the venue in responding where required by our data-processing agreement and applicable law.
3. Data we handle
The data involved depends on which Forkestra features and integrations you use. It may include:
- Account and identity data: name, work email, phone number, authentication identifiers, role, permissions, venue membership, and account settings.
- Venue and operational data: POS transactions, sales, margins, products, inventory, waste, orders, deliveries, intake, suppliers, recipes, production plans, menus, prices, forecasts, and performance records.
- Staff data: names, contact details, roles, shifts, availability, attendance, hours, labour cost, leave or absence information, shift-cover requests, and activity recorded through companion apps. Some absence information could reveal health-related data if a venue chooses to enter it.
- Finance and document data: invoices, supplier details, uploaded images or files, extracted invoice fields, billing profile, tax details, subscription status, and payment references. Card details are handled by our payment provider rather than stored by Forkestra.
- Dom and communication data: questions, responses, conversation history, feedback, approved actions, scheduled tasks and reports, uploaded files, channel identifiers, group participants, and the audit trail showing who requested or approved an action.
- Integration data: identifiers, tokens, events, and content needed to connect a POS, Telegram, or another service you deliberately enable.
- Device, usage, and security data: IP address, browser and device type, timestamps, app routes or product areas viewed, diagnostic events, consent choices, and security logs.
- Website preferences: selected language and similar settings stored in your browser.
We receive data directly from you, from the venue that gives you access, from connected systems such as a POS or messaging channel, and from your use of Forkestra.
4. How and why we use data
Provide Forkestra
Run accounts, dashboards, forecasts, inventory, ordering, staffing, production, digital menus, Dom, reports, integrations, and support. Our legal basis is performance of our contract or steps requested before entering it.
Secure and improve the service
Prevent abuse, investigate failures, maintain audit records, understand feature adoption, and improve reliability. We rely on our legitimate interests in operating a safe and useful B2B service, while limiting the data used.
Billing and legal obligations
Administer subscriptions, calculate tax, keep accounting records, respond to lawful requests, and establish or defend legal claims. We rely on contract and applicable legal obligations.
Optional analytics and communications
Use product analytics, session replay, or send marketing where your consent is required. You can withdraw consent at any time without affecting earlier lawful processing.
Where we process customer data as a processor, the venue’s instructions and data-processing agreement determine the purpose and legal basis. A customer using staff or health-related information must have an appropriate lawful basis, access controls, and retention policy.
We do not sell personal data.
5. Dom and artificial intelligence
Dom is Forkestra’s AI venue manager. The interface identifies Dom as AI. To answer a question, prepare work, or carry out an authorised instruction, Forkestra may send relevant conversation content and venue data to an AI service provider under contractual data-protection controls.
Dom’s output is generated and can be incomplete or wrong. It is designed to support a human operator, not replace professional, legal, tax, employment, food-safety, or accounting judgement. Actions that require confirmation in Forkestra are carried out only after an authorised user approves them. Standing instructions—such as a report the owner has already scheduled—may run without a fresh approval each time and remain attributable in the audit trail.
Forkestra does not use Dom to make decisions based solely on automated processing that produce legal or similarly significant effects about individuals. Customers must not configure Forkestra as the sole decision-maker for employment or other high-impact decisions.
Dom is not intended to recruit, dismiss, promote, discipline, set pay, infer emotions or sensitive traits, or make a final worker-management decision based on profiling. Forkestra identifies Dom as AI. Where applicable law requires it, Forkestra will label AI-generated or manipulated content or supply machine-readable information designed to identify its artificial origin. A customer that publishes AI-generated material remains responsible for human editorial review and for preserving or adding legally required disclosures.
8. International transfers
Production infrastructure: Hetzner, hosted within the European Union.
Forkestra’s production application, databases, object storage, and backups are hosted by Hetzner in the EU. Some specialised providers may process data or permit support access outside the European Economic Area. Their jurisdictions are recorded in our current subprocessor register and are available on request. When personal data leaves the EEA, we use an adequacy decision, the European Commission’s Standard Contractual Clauses, or another lawful transfer mechanism, together with supplementary safeguards where appropriate. Contact us to request information about the location and safeguard relevant to your data.
For non-personal data held in the EU, we use contractual, organisational, and technical measures designed to prevent unlawful international government access or transfer, including access controls, encrypted transport, review of requests, challenge where legally available, and disclosure limited to what is legally required. We will keep the infrastructure jurisdiction and this general description current on this page.
9. How long we keep data
We keep personal data only for as long as needed for the service, the customer’s documented instructions, security, dispute resolution, and legal or accounting obligations. The exact period depends on the record, plan, feature, and customer configuration.
Account and venue data is generally retained while the account is active. Account deletion removes the owner’s authentication identity and app-user record and disables the tenant and its venues. The production Janitor then archives inactive venues and permanently deletes venue-scoped application and analytics data after six months, unless law, a legal hold, or an unresolved claim requires longer retention.
Venue, item, and staff analytics aggregates are retained for up to two years. Item forecasts are retained for 30 days and venue forecasts for 120 days. Inactive Dom chats are compacted after 45 days; Forkestra keeps no more than the 100 most recent provider-backed chat contexts. Deleting a chat removes its messages, chat-owned uploads, participants, and linked channel state through a staged deletion process. Completed tasks, execution history, and other operational or audit records survive chat deletion and follow their own justified schedule.
Internal records for cancelled or expired subscriptions and related invoice references are scheduled for deletion after six months. Accounting copies are kept for the statutory period where required, including by our billing provider. Analytics/replay, security logs, uploads, reports, support records, and backups follow their configured provider or system lifecycle. Customers may request the applicable schedule or configure deletion where the product supports it.
10. Security
We use technical and organisational measures designed to protect data, including role-based access, authentication, encrypted transport, access logging, tenant separation, private storage for Dom uploads and reports, and deletion controls. No online service can guarantee absolute security. Customers are responsible for protecting their accounts, assigning appropriate roles, and telling us promptly about suspected unauthorised access.
11. Your choices and rights
Depending on where you live and how we process your data, you may have rights to be informed, access your data, correct it, request deletion or restriction, receive portable data, object to processing based on legitimate interests, withdraw consent, and avoid decisions based solely on automated processing that have legal or similarly significant effects.
Email info@forkestra.app to exercise a right. We may need to verify your identity. If a venue controls the relevant data, we will direct the request to that venue or assist it in responding. You may also complain to the Estonian Data Protection Inspectorate or the data-protection authority where you live or work.
Forkestra is a business service and is not directed to children. Venue customers are responsible for ensuring that any account holder is authorised to use the service and that staff data is handled lawfully.
12. Changes and contact
We may update this policy as Forkestra, our providers, or the law changes. We will post the revised version here and update its effective date. If a change materially affects how we use personal data, we will provide additional notice where required.
Questions and privacy requests can be sent to info@forkestra.app.