Privacy Policy

This Privacy Policy describes how ProfitCtrl ("we", "our", or "us"), operated under the laws of the United Arab Emirates, collects, uses, stores, and protects the information you provide when using our F&B profit control and restaurant accounting services, website, and related platforms (collectively, the "Service"). By using our Service you agree to the practices described in this policy.

1. Information We Collect

1.1 Personal Identification Information

When you register, request a free profit check, or contact us, we collect:

• Full name and job title / role (owner, manager, partner)
• Email address
• Mobile phone number (including WhatsApp number)
• Business name and trade licence information
• Location (emirate and area)

1.2 Restaurant and Business Data

To deliver our profit control and accounting services, clients submit monthly business data, which may include:

• Daily and monthly sales figures (dine-in, delivery, takeaway)
• Cash register (POS) reports and Z-reports
• Delivery platform (Talabat, Deliveroo, Noon Food, Careem) statements
• Supplier invoices, purchase orders, and payable records
• Staff wages and labour cost data
• Utility, rent, and operating expense data
• Food cost percentages and stock / inventory records
• Bank statements (where provided for reconciliation)
• VAT records, tax invoices, and FTA filing data

1.3 Financial and Accounting Data

We process monthly profit & loss figures, partner capital accounts, partner drawings, and financial position statements required to prepare monthly reports, partner position statements, and VAT working files on your behalf.

1.4 Website Usage Data

When you visit our website we may automatically collect technical data such as IP address, browser type, pages visited, time on page, and referring URL. This data is collected through cookies and analytics tools (see Section 6).

1.5 Communication Records

We retain records of emails, WhatsApp messages, and support communications you send us, for service delivery and quality purposes.

2. How We Use Your Data

We use the information we collect for the following purposes:

2.1 Service Delivery

• Preparing your monthly profit control pack, P&L report, food cost report, and partner position statement
• Reconciling delivery platform statements and supplier payables
• Preparing VAT working files and supporting FTA compliance
• Communicating monthly results, findings, and recommendations to you

2.2 Account Management

• Creating and managing your ProfitCtrl client account
• Processing subscription and payment records
• Providing customer support and answering queries

2.3 Communication

• Sending monthly reports and data submission reminders
• Notifying you of service updates, changes, or important announcements
• Responding to enquiries submitted via the website or WhatsApp
• Sending relevant F&B accounting tips or educational content (you may opt out at any time)

2.4 Service Improvement

• Analysing aggregated, anonymised usage data to improve our reporting formats and service quality
• Internal quality audits and staff training (using anonymised examples only)

2.5 Legal and Regulatory Compliance

• Complying with UAE federal law, FTA regulations, and any lawful authority requests
• Enforcing our Terms & Conditions and resolving disputes

3. Data Storage and Security

3.1 Storage

Your data is stored on secure, password-protected systems and cloud-based platforms. We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. Sensitive financial documents submitted by clients are stored with restricted staff access on a need-to-know basis.

3.2 Retention

We retain your personal and business data for as long as your account remains active and for a minimum of five (5) years after service termination, in line with UAE commercial record-keeping requirements. After this period, data is securely deleted or anonymised.

3.3 Security Measures

• Encrypted connections (HTTPS/TLS) for all data transmissions
• Access controls: only authorised ProfitCtrl team members can access client data
• Regular security reviews and password policies
• Secure cloud storage with reputable providers

3.4 Data Breach

In the event of a data security breach that materially affects your data, we will notify you as soon as reasonably practicable and take all appropriate remedial action.

4. Sharing Your Data with Third Parties

We do not sell, rent, or trade your personal or business data to third parties. We may share your data in limited circumstances:

4.1 Service Providers

We use trusted third-party services to operate our business. These include cloud storage providers, email and communication platforms, and accounting software tools. These providers are contractually obligated to keep your data confidential and to use it only for the services they provide to us.

4.2 Legal Requirements

We may disclose your data to governmental or regulatory authorities, including the UAE Federal Tax Authority (FTA), if required to do so by law or a lawful court order.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of business assets, your data may be transferred to the successor entity. You will be notified of any such change that affects how your data is processed.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience and to collect website analytics. Cookies are small data files stored on your device. We use:

• Essential cookies: Required for the website to function correctly.
• Analytics cookies: To understand how visitors use our site (e.g. Google Analytics). Data collected is aggregated and anonymised.
• Marketing cookies: To measure the effectiveness of advertising campaigns (e.g. Meta Pixel), if enabled. These are optional.

You can disable cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

6. Your Rights

As a user or client of ProfitCtrl, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention obligations.
• Restriction: Request that we limit how we use your data in certain circumstances.
• Objection: Object to the use of your data for marketing or communications.
• Portability: Request a copy of your data in a structured, commonly used format.

To exercise any of these rights, please contact us at [email protected]. We will respond within a reasonable timeframe, usually within 14 business days.

7. UAE Law Compliance

This Privacy Policy is governed by and construed in accordance with the laws of the United Arab Emirates, including but not limited to:

• Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL) of the UAE
• UAE Federal Law No. 1 of 2006 on Electronic Commerce and Transactions
• Applicable FTA regulations relating to tax record keeping

We are committed to complying with applicable UAE data protection laws and will update this policy as regulations evolve. Any disputes arising from this policy shall be subject to the exclusive jurisdiction of the UAE courts.

8. Children's Privacy

Our Service is intended for business owners, restaurant operators, and commercial entities. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, service scope, or applicable law. We will post the updated policy on this page with a revised effective date. Continued use of our Service after any changes constitutes acceptance of the updated policy. We encourage you to review this page periodically.

10. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your data, please contact our Privacy Officer: