Apola Hospitality Ltd
Last updated: 6 October 2026
Apola Hospitality Ltd (“Apola”, “we”) is a company registered in England and Wales under company number 17416078, with its registered office at 1 Moscow Road, Bayswater, London, W2 4SW. This policy explains what personal data we collect, why, who we share it with, and your rights. You can contact us about your data at info@apolahospitality.com.
Your name, email address, phone number and business details (business name, type, address) when you sign up.
If you use the Staff and Rota features, we process the personal data you enter about your employees: names, contact details, roles, availability, preferred hours, hourly pay and evaluation ratings. You enter and control this data as the business owner; we process it on your behalf.
If you connect a Google Business Profile or TripAdvisor link, we retrieve publicly available review content and ratings associated with that listing, for your business and any competitors you choose to track.
Questions you ask the AI dashboard and its responses are stored against your business account so the assistant can refer back to previous context.
Payments are handled by Stripe. We receive confirmation of payment status but don't store your full card number.
Standard technical data such as log-in timestamps, device/browser type and pages visited, used to keep the Service secure and working properly.
To provide the Service you've subscribed to (performance of a contract).
To process payments and prevent fraud (contract and legitimate interests).
To improve and maintain the Service (legitimate interests).
To send you service-related communications, such as billing notices (contract and legal obligation).
With your consent, to send marketing communications, which you can opt out of at any time.
For the personal data you enter about your own staff (names, contact details, roles, schedules, availability, pay and ratings), you are the data controller and Apola Hospitality Ltd acts as your data processor. We process that data only to provide the Service and on your instructions.
You're responsible for ensuring you have a lawful basis for processing your staff's data and, where required, for informing them that this data is held in Apola. We'll assist you in responding to data subject access, deletion or portability requests from your staff.
We use the following sub-processors to deliver the Service:
We don't sell personal data to third parties. Any sub-processor we use is required to protect data to a standard consistent with UK GDPR. We'll give you reasonable notice of any new sub-processor.
Data may be processed or stored outside the UK/EEA by these sub-processors. Where this happens, we rely on appropriate safeguards - such as the UK International Data Transfer Addendum or standard contractual clauses - to ensure your data is protected to a standard equivalent to UK GDPR.
We keep account and Customer Data for as long as your account is active. On termination of a paid subscription, or at the end of a pilot without conversion to a paid plan, we retain your data for [DECIDE: e.g. 30 days] to allow you to export it, after which it's deleted or anonymised - unless we're required to keep it longer by law (for example, financial records for tax purposes).
Under UK GDPR, you (and, in relation to staff data, your employees via you as the business) have the right to:
To exercise these rights, or to request export or deletion of your data, contact us at info@apolahospitality.com. You can also complain to the UK Information Commissioner's Office (ico.org.uk) if you believe your data has been mishandled.
We implement reasonable technical and organisational measures, including encryption in transit and access controls, to protect the data we hold. No system is completely secure, so we encourage you to use a strong, unique password.
We use only essential cookies - the ones needed to keep you securely signed in and to make the Service function correctly. We don't use analytics, advertising or tracking cookies. Because these essential cookies are required for the Service to work, they can't be switched off.
The Service is intended for business use by adults and isn't directed at children under 18.
We may update this policy from time to time. We'll notify you of material changes by email or in-app notice.
Questions or requests relating to this policy can be sent to info@apolahospitality.com.