This Privacy Policy describes the personal data we collect and process to provide products and services offered by En Place, Inc. ("En Place," "we," "us," or "our"), including our web-based platform, mobile applications, staff management tools, mood tracking features, and related services (collectively, "En Place Products and Services" or "Services").
En Place is a restaurant emotional intelligence platform designed to help reduce staff turnover through mood tracking and management insights. We are committed to protecting the privacy of restaurant operators, managers, and staff members who use our Services.
1. What Personal Data Do We Collect?
Personal data is any information from or about an identified or identifiable person. We may collect the following categories of personal data when you use or interact with En Place Products and Services:
Account Information
Information associated with a restaurant or organization account, which may include: restaurant name, business address, administrator contact information, account ID, billing and payment information, subscription plan details, and account settings.
Profile and User Information
Information associated with manager and staff profiles, which may include: name, display name, email address, phone number, job title or position, hire date, employment status, wage information, and profile photos.
Mood and Wellness Data
Information submitted through our Staff Stability Engine (SSE), including daily mood check-ins, wellness indicators, and emotional state data.
CRITICAL: Mood data is collected anonymously and is never directly associated with individual staff identities in management-facing reports. This anonymization is fundamental to maintaining staff trust and the integrity of our emotional intelligence platform.
Schedule and Shift Data
Information related to work schedules, including: shift times and dates, availability preferences, time-off requests, call-in records, shift coverage requests, overtime records, and scheduling preferences.
Communication Data
Information from communications through our platform, including: SMS notifications, in-app messages, shift coverage requests and responses, and notification preferences.
Device Information
Information about devices used to access our Services, which may include: device type, operating system, browser type, IP address (which may be used to infer general location), and device identifiers.
Usage Information
Information about how users interact with our Services, including: feature usage patterns, login times, pages viewed, actions taken within the platform, and performance data.
Recruiting and Candidate Data (Stable Hire)
For restaurants using our Stable Hire recruiting features: candidate names, contact information, resume data, application responses, assessment results, interview notes, and hiring pipeline status.
2. How Do We Use Personal Data?
En Place uses personal data to provide, improve, and secure our Services. We do not sell personal data to third parties. Specifically, we use personal data for the following purposes:
Provide En Place Products and Services
To provide our platform to restaurant accounts and their authorized users, including: processing mood check-ins, generating anonymized management insights, facilitating schedule management, sending shift notifications, enabling staff communication, processing payments, and providing customer support.
Generate Anonymized Insights
To analyze mood and wellness data in aggregate to generate management insights, identify trends, and provide early warning indicators of potential retention issues. Individual staff members are never identified in these reports except where their data is already publicly observable (such as scheduled shifts).
Product Development and Improvement
To develop, test, and improve our products and services, including using aggregated and anonymized data to train and improve our predictive models and algorithms.
Security and Fraud Prevention
To authenticate accounts, detect and prevent malicious activity, address security threats, and protect the integrity of our Services.
Communications
To communicate with you about your account, service updates, shift notifications, coverage requests, and changes to our policies. We may also send promotional communications with your consent, which you can opt out of at any time.
Legal Compliance
To comply with applicable laws, respond to valid legal process, enforce our Terms of Service, and protect our rights and the rights of our users.
3. Consent and Opt-In
En Place is built on trust. We obtain your explicit consent before collecting or processing personal data. We do not collect data without your knowledge and affirmative agreement.
Staff Portal Consent
When staff members first access the En Place Staff Portal, they are presented with clear information about what data will be collected and how it will be used. Staff must affirmatively agree to these terms before using the platform. This includes:
- Consent to submit mood check-ins (which are processed anonymously)
- Consent to receive shift-related notifications
- Acknowledgment of how their schedule data will be used
Staff participation in mood check-ins is voluntary. Staff may use scheduling features without participating in mood tracking.
SMS and Text Message Consent
En Place uses SMS text messaging to deliver shift notifications, coverage requests, and other time-sensitive communications. We will never send you text messages without your explicit opt-in consent.
TCPA Compliance: In accordance with the Telephone Consumer Protection Act (TCPA), you must affirmatively opt in to receive SMS communications from En Place. You may opt out at any time by replying STOP to any message.
By providing your mobile phone number and agreeing to receive SMS notifications, you consent to receive text messages from En Place related to:
- Shift assignments and schedule changes
- Open shift opportunities and coverage requests
- Time-sensitive operational alerts
- Account and security notifications
Message frequency varies based on restaurant activity. Message and data rates may apply. See our Terms of Service for complete SMS terms.
Marketing Communications
We will only send you promotional or marketing communications if you have explicitly opted in to receive them. Marketing consent is separate from operational communications (like shift notifications). You may opt out of marketing communications at any time by:
- Clicking the "unsubscribe" link in any marketing email
- Updating your preferences in your account settings
- Contacting us at support@en-place.ai
Opting out of marketing communications will not affect operational messages necessary to provide our Services.
Withdrawing Consent
You may withdraw your consent at any time. Depending on the type of consent:
- SMS: Reply STOP to any message
- Marketing emails: Click unsubscribe or update account settings
- Mood check-ins: Simply stop submitting them (participation is always voluntary)
- Platform use: Contact your manager or our support team to deactivate your account
Withdrawing consent may limit your ability to use certain features of the Services. Withdrawal of consent does not affect the lawfulness of processing based on consent before withdrawal.
Manager and Account Owner Consent
Restaurant managers and account owners consent to our Terms of Service and Privacy Policy when they create an account or are granted access by an account owner. By subscribing to En Place, account owners confirm they have authority to enroll their restaurant and staff in the platform.
5. Anonymization and Staff Privacy
En Place is built on a foundation of staff trust. Our anonymization principles are central to this commitment:
Mood-Based Data: Always Anonymous
Mood check-ins and emotional wellness data submitted by staff are processed anonymously. When mood-based insights are escalated to management, they appear as "Multiple staff affected" or similar aggregate descriptions. Individual staff members are never identified based on their mood submissions.
Schedule-Based Data: Observable Information
Schedule-based events (such as call-ins, shift coverage, or attendance) may identify individual staff members because this information is inherently observable and part of normal restaurant operations.
The Distinction Matters
This distinction ensures that staff can provide honest mood feedback without fear of identification, while managers still receive actionable insights about publicly observable scheduling matters. We believe this balance is essential for building genuine trust and achieving the retention benefits our platform provides.
6. Data Security
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit using TLS/SSL
- Encryption of sensitive data at rest
- Row-Level Security (RLS) policies ensuring data isolation between restaurant accounts
- JWT-based authentication with secure token management
- Regular security assessments and monitoring
- Access controls limiting data access to authorized personnel
- Audit logging of management actions
While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
7. Data Retention
We retain personal data for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy. Our retention periods are determined by:
- The duration of your relationship with En Place
- Legal obligations requiring retention of certain records
- Legitimate business purposes such as maintaining audit trails and resolving disputes
- Your requests for data deletion (subject to legal requirements)
When personal data is no longer needed, we will securely delete or anonymize it in accordance with our data retention policies.
8. Your Privacy Rights and Choices
Depending on your location, you may have the following rights regarding your personal data:
Access and Portability
You may request access to the personal data we hold about you and, in some circumstances, request that data be provided in a portable format.
Correction
You may request that we correct inaccurate or incomplete personal data.
Deletion
You may request that we delete your personal data, subject to certain legal exceptions.
Opt-Out of Marketing
You may opt out of promotional communications by following the unsubscribe instructions in those messages or by contacting us directly.
Withdraw Consent
Where we process your data based on consent, you may withdraw that consent at any time.
To exercise these rights, please contact us at support@en-place.ai. We will respond to your request within 45 days (or sooner if required by law). We may need to verify your identity before processing your request.
9. Children
En Place Services are intended for use by restaurants and their adult employees. We do not knowingly collect personal data from children under the age of 16. If we learn that we have collected personal data from a child under 16, we will take steps to delete that information promptly.
10. California & Other U.S. State Privacy Rights
California residents and residents of other U.S. states with applicable privacy laws may have additional rights, including:
- Right to Know: The categories and specific pieces of personal data we have collected about you
- Right to Delete: Request deletion of your personal data
- Right to Correct: Request correction of inaccurate personal data
- Right to Opt-Out: Opt out of the "sale" or "sharing" of personal data
- Right to Non-Discrimination: We will not discriminate against you for exercising these rights
En Place does not sell personal data in the conventional sense. We do not share personal data for targeted advertising purposes. To exercise these rights, contact us at support@en-place.ai.
11. International Data Transfers
En Place is based in the United States. If you access our Services from outside the United States, your personal data may be transferred to, stored, and processed in the United States or other countries where our service providers operate. These countries may have data protection laws that differ from those in your country. By using our Services, you consent to such transfers.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the updated Privacy Policy on our website with a new "Last Updated" date. If we make material changes, we will notify you by email or through a prominent notice on our Services before the changes take effect.
13. How to Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:
En Place, Inc.
Email: support@en-place.ai
Phone: 513-954-3338
Website: www.en-place.ai