Data Processing & Handling

You are the data controller (APP entity) for client, staff and volunteer information entered into the platform. GreenPlate acts as your data processor and handles that information only to provide, secure and support the service, or where required by law.

Categories of people: meal recipients and their carers or emergency contacts, staff, volunteers, drivers, and supplier contacts.

Categories of data: names and contact details, delivery addresses, dietary requirements and allergies (health information), care and delivery notes, order and production records, roster records, invoices and payment references, and audit logs.

Purpose: operating meal ordering, kitchen production and labelling, delivery scheduling, rostering, billing, reporting and support.

We will process personal information only on documented instructions from you; ensure the people who access it are bound by confidentiality; apply the security measures below; assist you with access, correction and complaint requests; and not use the information for our own marketing or profiling.

Data is stored in an encrypted managed database with encryption in transit (TLS) and at rest. Access is enforced by row-level security and server-side role checks, so each role sees only what it needs — for example drivers see delivery details but not billing, and kitchen staff see production data but not full financial records. Sensitive financial and government identifiers are additionally restricted. Administrative actions are recorded in an audit log, backups are taken regularly, and internal access is limited to personnel who need it for support.

We use the following providers to run the service. Each is bound to confidentiality and security obligations no less protective than these terms. We will give reasonable notice before adding a sub-processor that handles personal information, and you may object on reasonable grounds.

All customer records are stored in Australia. The database, uploaded files and backups holding client, staff, volunteer, order and billing information are hosted in the AWS Asia Pacific (Sydney) region, ap-southeast-2. Records are not replicated outside Australia.

Three functions necessarily involve overseas processing, and we have deliberately kept the data they see to a minimum:

• Email delivery — the recipient's name, email address and message content leave Australia to be delivered. No client care records are included.
• Address lookup and route optimisation — only the delivery address text or its coordinates are sent to Google. Client names, phone numbers, allergies, care notes and carer details are never included in these requests.
• Card payments — handled by Stripe. We never receive or store full card numbers; only the last four digits are retained for reconciliation.

For each of these we take reasonable steps under Australian Privacy Principle 8 to ensure the recipient handles the information consistently with the APPs. If your funding agreement prohibits any overseas processing, contact us before onboarding — address lookup, route optimisation and AI invoice extraction can each be disabled for your instance.

We keep customer data for as long as your subscription is active. On termination you may request a full export within 30 days; after that we delete or de-identify the data, other than records we must retain by law or that exist in secure backups, which age out on our normal backup cycle.

If we become aware of a data breach affecting your data, we will notify you without undue delay and in any case within 72 hours of confirming it, describe what happened and the data involved, and assist you in meeting your obligations under the Notifiable Data Breaches scheme.

Where an individual contacts us directly about their information, we refer them to you and assist you with the response. On reasonable notice, and no more than once a year, you may request written information about our security controls and sub-processors.

Data handling enquiries: privacy@greenplate.example.