The short version. We collect very little. If you fill in a form or email us, we hold your contact details so we can reply. If you subscribe, we hold your account and billing contact details so we can run your account. Our website carries no advertising or analytics trackers. We do not sell personal data to anyone, ever.
This summary is for orientation. The sections below are the full notice.
Who we are
TruLens is the data controller for the personal data described in this notice.
| Controller | TruLens, company number 17011282, registered in England and Wales |
| Registered office | 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB |
| Contact | hello@trulens.co.uk |
| Regulator | Information Commissioner's Office, ico.org.uk |
We are not required to appoint a Data Protection Officer. Data protection questions are handled by the business owner and should be sent to the address above.
1. What this notice covers
1.1 This notice explains how we handle personal data where we decide why and how it is used. That means:
- people who visit trulens.co.uk or food.trulens.co.uk;
- people who contact us, request a demo or sign up for a trial;
- the account, billing and administrative contacts at our customers; and
- people who apply to work with us or supply us.
1.2 It does not cover the operational data our customers put into the platform. For that data our customer is in charge and we act on their instructions. Section 4 explains the difference.
2. What we collect
Information you give us
Your name, business name, work email address, telephone number, job role, and anything you choose to write in an enquiry, support request or email to us.
Account information
If you subscribe, we hold the details needed to run your account: the named contacts, login identifiers, the plan you are on, and a record of support requests and correspondence.
Billing information
Your billing contact, billing address and invoice history. We do not see or store card numbers. Card details are handled by our payment provider on their own systems.
Information collected automatically
When you visit our websites or use the platform, our servers record technical information such as your IP address, browser type, device type, the pages requested and the date and time. When you use the platform, we also keep security and audit logs recording sign-ins and significant actions taken in the account.
What we do not collect
We do not knowingly collect special category data such as health, ethnicity, religion or biometric data, and you should not send it to us. We do not build advertising profiles and we do not buy personal data from data brokers.
3. Why we use it, and our legal basis
| What we do | Data used | Legal basis |
|---|---|---|
| Reply to your enquiry or demo request | Contact details, message content | Legitimate interests: responding to someone who has approached us |
| Provide the platform and support your account | Account and contact details, support correspondence | Performance of our contract with your business, and our legitimate interest in managing that relationship |
| Take payment and issue invoices | Billing contact and invoice records | Performance of contract, and legal obligation for accounting records |
| Keep the service secure and investigate misuse | IP address, sign-in and audit logs | Legitimate interests: protecting our service and our customers |
| Send service messages such as outages, security notices and changes to terms | Account contact details | Performance of contract, and legal obligation where the notice is required |
| Send occasional marketing about our products | Business contact details | Legitimate interests for business contacts, or consent where required. You can opt out at any time |
| Improve the platform | Aggregated usage statistics that do not identify anyone | Legitimate interests: understanding how the product is used |
| Meet legal and tax obligations, and handle disputes | Account, billing and correspondence records | Legal obligation, and legitimate interests in establishing or defending legal claims |
3.1 Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights and concluded that it is not, because the processing is limited to what is needed to run a business relationship you or your employer chose to enter. You can object at any time using the details in section 14.
4. Data inside the platform
4.1 Our customers enter operational data into TruLens for Food: ingredients, recipes, stock counts, production and waste records, supplier details and sales figures. Some of that contains personal data, typically staff names, work email addresses and records of who performed an action.
4.2 For that data, our customer is the data controller and we are the data processor. We only act on their instructions. We do not use their data for our own purposes, we do not sell it, and we do not use it to train artificial intelligence models for other customers.
4.3 If you are a member of staff at one of our customers and you want to know what is held about you or want it corrected or removed, please ask your employer, because they control that data. If you contact us directly we will pass the request to them.
4.4 The terms on which we process that data are set out in our Data Processing Agreement.
5. Cookies and tracking
5.1 Our marketing website does not use advertising cookies, analytics cookies or third party tracking pixels. There is no advertising network, no social media tracking and no behavioural profiling on this site.
5.2 The platform itself uses strictly necessary cookies and similar storage to keep you signed in, keep your session secure and remember basic preferences. These cannot be switched off without breaking sign-in, and under the Privacy and Electronic Communications Regulations they do not require consent.
5.3 Our pages load typefaces from Google Fonts. To deliver them, Google receives your IP address and basic browser information as part of that request. No cookie is set for this purpose. If you would rather this did not happen, most browsers and privacy extensions can block external font loading.
5.4 If we introduce analytics in future, we will update this notice and ask for consent through a cookie banner before any non-essential cookie is set.
6. Who we share personal data with
6.1 We do not sell personal data. We share it only with organisations that help us run the business, and only as far as they need it.
| Who | What for |
|---|---|
| Amazon Web Services | Hosting, database, file storage, authentication and outbound service email |
| Our payment provider | Taking subscription payments and handling card data, which never reaches us |
| Our email and productivity provider | Business email and document storage, which will hold correspondence with you |
| Our accountant and professional advisers | Bookkeeping, tax, and legal advice where needed |
| Law enforcement, regulators or courts | Where we are legally required to disclose, or need to establish or defend a legal claim |
| A buyer or successor | If the business is reorganised or sold, on the same protections as this notice |
6.2 The current list of sub-processors used to deliver the platform, with their roles and locations, is maintained in our Data Processing Agreement.
7. Data leaving the UK
7.1 Customer data in the platform is hosted in the United Kingdom.
7.2 Some of the suppliers we use for our own business operations, such as email and support tools, are part of international groups and may access data from outside the UK. Where that happens we rely on an appropriate safeguard under UK data protection law, normally the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy regulation covering the destination country.
7.3 You can ask us for details of the safeguard applying to a particular transfer using the contact details in section 14.
8. How long we keep it
| Record | Kept for |
|---|---|
| Enquiries that do not become customers | 12 months from last contact |
| Account and contact records | The life of the subscription, then 12 months |
| Support correspondence | 24 months from the date the request was closed |
| Invoices and accounting records | 6 years after the end of the relevant accounting period, as UK tax law requires |
| Security and audit logs | 12 months |
| Backups | Overwritten on a rolling cycle, so deleted data may persist in a backup for a short period before it is cycled out |
8.1 We may keep information for longer where we need it to establish or defend a legal claim, or where the law requires it. When a retention period ends we delete the data or anonymise it so that it can no longer identify anyone.
9. Security
9.1 We protect personal data using measures appropriate to the risk, including encryption of data in transit, encryption at rest where applicable, separation of each customer's data into its own database schema, role based access control so staff and users only reach what they need, multi-factor authentication on administrative access, and audit logging of significant actions.
9.2 Access to production systems is limited to those who need it to run the service and is reviewed periodically.
9.3 We do not currently hold ISO 27001, SOC 2 or PCI DSS certification and we do not claim to. We describe what we actually do rather than what a certificate would imply.
9.4 No system is completely secure. If a personal data breach occurs that is likely to result in a risk to people's rights, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and tell affected people where the law requires.
10. Your rights
10.1 Under UK data protection law you have the right to:
- Be told what we hold and why, which this notice is intended to do;
- Get a copy of the personal data we hold about you;
- Have it corrected if it is wrong or incomplete;
- Have it deleted where we no longer have a good reason to keep it;
- Restrict what we do with it while a concern is being resolved;
- Object to processing based on legitimate interests, and to direct marketing at any time;
- Receive it in a portable format where processing is based on consent or contract and is automated; and
- Withdraw consent at any time where consent is the basis we rely on. This does not affect anything done beforehand.
10.2 To exercise any of these, email hello@trulens.co.uk. We will respond within one month. If a request is complex we may extend that by up to two further months and will tell you if we do. There is no charge unless a request is manifestly unfounded or excessive.
10.3 We may ask you to confirm your identity before we act, so that we do not disclose someone's data to the wrong person.
10.4 We do not make decisions about you by automated means that produce legal effects or similarly significant effects.
11. Marketing
11.1 We may send occasional emails about our products to business contacts who have enquired, subscribed, or otherwise shown interest. Every marketing email carries an unsubscribe link that works, and you can also opt out by replying or emailing us.
11.2 Opting out of marketing does not stop service messages such as billing notices, security alerts, outage notifications or changes to our terms, because those relate to the running of your account.
12. Children
12.1 Our website and platform are aimed at businesses and are not directed at children. We do not knowingly collect personal data from anyone under 18 through our marketing site. If you believe we hold such data, contact us and we will remove it.
12.2 Where a customer employs staff under 18 and records them in the platform, that data is under the customer's control as described in section 4.
13. Changes to this notice
13.1 We may update this notice. The version in force is always the one published here, with the version number and date shown at the top. Where a change materially affects how we use your personal data, we will tell account contacts by email before it takes effect.
14. Contact and complaints
14.1 For anything in this notice, including requests about your rights, email hello@trulens.co.uk or write to TruLens, 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB.
14.2 If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would prefer the chance to put things right first.
TruLens, company number 17011282, 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB. Version 1.0, effective 9 August 2026. Previous versions are available on request.