LeisureHQ Limited provides LeisureHQ, software that leisure venues use to run their bookings, memberships, sales and marketing. This policy says what we keep, why, and what your rights are. It covers three groups of people: venues who register and their staff; guests of those venues, whose details the venue keeps in LeisureHQ; and visitors to this website.
If you're a guest of a venue
The venue you book with, sign an agreement for or buy from is the controller of your details: it decides what's collected and why, and its own privacy policy (linked wherever you give your details) applies. We process those details on the venue's behalf as its processor, to run the service, and never for our own marketing. Requests about your details (to see, correct or delete them) go to the venue, and we help it answer.
If you run or work at a venue
We keep what's needed to run your account:
- Your name, email, phone and role, and your sign-in details (a hashed password, two-step and passkey credentials).
- The venue's details: its name, sites and addresses, branding, products and settings.
- An audit log of what was done in the account and by whom, kept so your venue can see who changed or viewed what.
- Usage that's billed: emails and texts sent, and Ask HQ used, with their cost.
- Support requests and messages you send us, and enquiries made on this website.
We use these to provide the service, keep it secure, bill you, and help you. Our lawful basis is the contract with your venue and our legitimate interest in running the service safely. We don't sell personal details, and we don't use them for advertising.
Where it's kept and who helps us
LeisureHQ runs on hosting providers in the United Kingdom and the European Union, with files encrypted before they're stored. We use a small number of suppliers to run the service: hosting and database, email and text message delivery, and an AI provider for Ask HQ (which is sent only what's needed to answer the question asked, and whose use each venue can limit or switch off). Each is bound by a contract that limits what it can do with the data.
Cookies
We use only the cookies the service needs to work: one that keeps you signed in, one that remembers your email on the sign-in page if you ask, one that marks a tablet as a particular POS, check-in or kitchen device once it's set up, and ones that remember a view you chose (a theme, a site). None of them track you across other sites, and there's no advertising or analytics cookie. This website sets no cookies at all until you sign in.
How long
Account data is kept while your venue uses LeisureHQ and for a short period afterwards, then deleted, except what we must keep by law (invoices, for example). A venue's guest data is kept for as long as the venue keeps it; the venue can archive or delete records at any time.
Your rights
You can ask to see the details we hold about you, correct them, have them deleted, or object to how we use them, and you can complain to the Information Commissioner's Office (ico.org.uk). Write to us at the address below.
Changes
If this policy changes in a way that matters, we say so in the app and here, with the date at the top.