1. Who we are
SparesHaven is operated by Patrick Hackman, an independent sole trader based in Ireland, trading as SparesHaven.
For personal data processed in connection with operating our website, administering accounts, managing subscriptions, and providing customer support, Patrick Hackman is the data controller.
Email: hello@spareshaven.com
Business correspondence address: [BUSINESS ADDRESS TO BE CONFIRMED]
2. Information we collect
Depending on how you interact with SparesHaven, we may collect the following categories of information:
- Account details, including your name, email address, organisation name, and account role.
- Subscription information, including your selected plan, billing status, and payment-related identifiers.
- Information entered into the application, including inventory records, supplier information, stock movements, and associated activity records.
- Technical information, such as IP addresses, device information, and security or diagnostic logs.
- Communications you send to us when requesting assistance or contacting our business.
We do not intentionally request special-category personal data, such as medical information, through our inventory management service.
3. How we use personal data
We process personal data for the following purposes:
- Creating and managing user accounts.
- Authenticating users and controlling access.
- Providing inventory management functionality.
- Maintaining stock movement and activity records.
- Managing subscriptions and payments.
- Responding to support requests.
- Protecting the service against fraud, misuse, and unauthorised access.
- Meeting applicable legal, tax, and accounting obligations.
4. Legal bases for processing
Under the General Data Protection Regulation (GDPR), our legal bases for processing personal data may include:
- Performance of a contract: Providing the service, managing accounts, and administering subscriptions.
- Legitimate interests: Maintaining service security, preventing abuse, and improving operational reliability, where those interests are not overridden by individual rights.
- Legal obligations: Retaining records where required by applicable law.
- Consent: Where consent is required, such as for certain optional cookies or communications.
5. Customer inventory data
Organisations using SparesHaven may enter information relating to employees, suppliers, or other individuals.
Where an organisation determines why and how such personal data is processed, that organisation will generally act as the data controller and SparesHaven will act as a data processor on its behalf.
Customers are responsible for ensuring that personal data they enter into the service is collected and processed lawfully. Appropriate data processing terms may be required between SparesHaven and business customers.
6. Service providers
SparesHaven uses third-party service providers to operate its platform.
- Supabase: Database services, authentication, and application data storage.
- Stripe: Subscription billing and payment processing.
- Vercel: Proposed website and application hosting provider, subject to deployment configuration.
Service providers may process personal data under their own applicable privacy notices and contractual arrangements.
7. Data storage and international transfers
Our Supabase project is configured in the AWS Europe (Ireland) region, identified as eu-west-1.
This does not mean that every category of personal data is processed exclusively within Ireland or the European Economic Area. Some service providers may process information internationally.
Where required, international transfers will need appropriate safeguards under applicable data protection law, such as adequacy decisions or approved contractual protections.
8. Cookies and similar technologies
SparesHaven may use cookies or similar technologies necessary for authentication, session management, security, and the operation of the service.
If optional analytics, advertising, or other non-essential technologies are introduced, we will review the applicable notice and consent requirements before enabling them.
9. Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including providing the service, maintaining security records, resolving disputes, and complying with legal obligations.
Retention periods may differ depending on the type of information and applicable legal requirements. Some billing and accounting records may need to be retained after an account is closed.
10. Security
We use technical and organisational measures intended to protect personal data, including authentication, access controls, and database-level permissions.
No online service can guarantee absolute security. We continually review our safeguards as the platform develops.
11. Your GDPR rights
Subject to applicable law, individuals may have the right to:
- Access their personal data.
- Request correction of inaccurate information.
- Request deletion in applicable circumstances.
- Restrict or object to certain processing.
- Request data portability where applicable.
- Withdraw consent where processing relies on consent.
To exercise these rights, contact hello@spareshaven.com.
You may also lodge a complaint with Ireland's Data Protection Commission.
12. Changes to this policy
We may update this Privacy Policy to reflect changes to our services, suppliers, or legal requirements. The date at the top of this page indicates when it was last updated.