Version: 2.0
Effective date: 6 November 2026
Last updated: 6 November 2026
1. About this policy
This policy explains how The Forbidden Fruit Bar Ltd, trading as TFFHastings, collects and uses personal information when you use the TFFHastings App and connected services. It covers accounts, bookings, enquiries, store links, loyalty, notifications, gallery submissions, analytics, diagnostics and authorised internal features.
Agreeing to App Terms does not mean you consent to every use described here. Where consent is required, we ask separately.
2. Controller and contact details
The Forbidden Fruit Bar Ltd trading as TFFHastings
Company number: 12772167
22 Grand Parade
St Leonards-on-Sea
East Sussex
TN37 6DN
United Kingdom
General enquiries: [email protected]
Data protection: [email protected]
Telephone: 01424 864160
We are the controller for the processing described here, except where a provider acts as an independent controller for its own service.
3. Information we collect
3.1 Account and profile information
– display name, verified email address and telephone number;
– Firebase user ID, App reference and account timestamps;
– email-verification, password-reset and security status;
– customer, staff or management role and access records;
– linked booking, store, EPOS Now and loyalty identifiers; and
– Terms, privacy and preference acceptance records.
Firebase Authentication handles passwords. We do not receive your readable password.
3.2 Booking, dietary and visit information
– booking reference and internal ID;
– booking type, date, time, guest count, notes, amendments and cancellation status;
– selected dietary categories and quantities;
– free-text allergy, intolerance or other dietary details;
– communications and verification status; and
– technical correlation and privacy-safe audit identifiers.
Dietary details may reveal health, religious or philosophical information and may be special-category data.
3.3 Enquiries and private hire
We process enquiry reference, contact and account identifiers, messages and replies, requested dates and guest numbers, event, accessibility or catering requirements, status and related service communications.
3.4 Store and order information
When you access linked store features, we may process WooCommerce customer ID, contact and delivery information, ordered products, options, quantities, prices, order and fulfilment status, payment status and provider references, refunds and profile-synchronisation status. WooPayments and Stripe process full card details; we do not receive your readable full card number through the App.
3.5 Loyalty information
If you voluntarily enrol, we process your verified email, display name, phone number, EPOS Now customer ID and type, enrolment and sync dates, available credit, qualifying transactions, excluded amounts, rewards, redemptions, refunds, corrections, expiry and management adjustments. The customer loyalty QR code represents the verified email address linked to the account.
Reward calculations are automated but do not produce legal or similarly significant decisions and can be reviewed and corrected.
3.6 Gallery photos and user content
If you submit gallery content, we process:
– each selected image and technical image information needed to validate and resize it;
– optional caption and accessibility description;
– confirmation that you have permission to share it;
– Firebase authentication and verified-email status for App submissions;
– a one-way uploader reference, submission time, moderation status and photo ID; and
– upload error, rate-limit and security information.
Approved photos, captions and descriptions are published on the public website and displayed in the App. They may identify you or other people shown in the photo. Do not upload a photo unless every identifiable person has agreed and, for a child, the appropriate parent or guardian has agreed.
The gallery audit is designed not to record raw Firebase tokens, email addresses, IP addresses, filenames, captions or image data. Public website security may temporarily process an IP address and derive a one-way reference for rate limiting.
3.7 Notifications and communications
We process push token, device platform, notification audience, message and delivery status, read status, preference and consent records, and relevant email or SMS delivery history. Sensitive credentials and verification codes are not intentionally stored in readable audit records.
3.8 Device, analytics and diagnostic information
This may include device model, operating system and App version, IP address and approximate region, Firebase installation and App Check identifiers, session and screen events, performance, crashes, stack traces, network and API errors, and consent status.
An Android advertising ID may be present because of an SDK dependency. We do not serve third-party advertising, sell personal information or use an advertising identifier for cross-app tracking. Apple tracking permission must be obtained before any activity that meets Apple’s definition of tracking; the App is not intended to carry out such tracking.
3.9 Maps, calendar and device media selection
The App displays the fixed venue location and does not need your precise device location. Opening directions transfers you to your chosen mapping provider under its controls.
If you add a booking to a calendar, the App creates or shares event information only when you press the relevant control. The intended implementation does not read your existing calendar.
When you choose photos for the gallery, the intended implementation uses the iOS or Android system picker. The App should receive only the images you select, rather than broad access to the photo library.
3.10 Role-restricted internal information
For approved workforce or management accounts, we process role and authorisation status, operational submissions, selected responsible-person name, timestamps, management actions and security/audit information. Detailed workforce processing is covered by separate internal privacy information.
3.11 Information from other sources
We may receive information from Firebase and Google services, our WordPress booking and store systems, WooCommerce, WooPayments, Stripe, EPOS Now, Apple, Google Play, Twilio, Microsoft 365 or Teams, Google Maps, staff, service providers, advisers or authorities where lawful.
4. Why we use information and lawful bases
We use account, booking, enquiry, order and loyalty information to perform contracts or take requested steps before a contract. We use information to comply with tax, accounting, licensing, safety and data-protection obligations. We rely on legitimate interests for proportionate security, fraud prevention, support, service administration, reliability, audit and legal claims, after balancing those interests against your rights.
We rely on consent for promotional push notifications, public gallery publication where consent is appropriate, non-essential analytics or device storage where required, and explicit consent for dietary information that is special-category data. You can withdraw consent without affecting earlier lawful processing.
We do not use App information for solely automated decisions that have legal or similarly significant effects.
5. Promotional notifications
Promotional push notifications are optional. We record your choice and you may withdraw it in the App, through device settings or by contacting us. Core App access is not conditional on marketing consent. Essential security, booking, enquiry, order or service messages may still be sent where necessary.
6. Gallery moderation, reports and removal
Customer photos are normally held for moderation and are not public until approved. We may reject or remove content that breaches our rules or creates a legal, safety or privacy concern.
You may report a photo through the App or website reporting control where available, or email [email protected] with the photo URL and reason. You may request removal of your own submission or an image that unlawfully identifies you. We will assess requests promptly, taking account of freedom of expression, ownership, consent and legal obligations.
7. Who receives information
We share only what is reasonably necessary with:
– authorised staff and managers;
– Google and Firebase for authentication, Firestore, Cloud Functions, App Check, Cloud Messaging, analytics and diagnostics;
– FlutterFlow for App development and connected services;
– WordPress, WooCommerce, our Plesk-hosted infrastructure and Cloudflare for websites, content delivery, security and gallery storage;
– WooPayments, Stripe and relevant payment or fulfilment providers;
– EPOS Now for optional loyalty and in-venue transaction processing;
– Twilio for booking-related SMS and delivery status;
– Microsoft 365 or Teams for communications and privacy-minimised operational alerts;
– Apple and Google for distribution, platform security and push delivery;
– Google Maps when maps or directions are used;
– professional advisers, insurers and technical providers under appropriate duties; and
– regulators, courts, law enforcement or authorities where required or lawfully necessary.
We do not sell personal information or allow processors to use it for unrelated marketing.
8. International transfers
Some providers operate internationally. Where UK personal information is transferred to a country without UK adequacy regulations, we use an applicable safeguard such as the UK International Data Transfer Agreement, the UK Addendum to approved Standard Contractual Clauses or another lawful mechanism, together with supplementary safeguards where appropriate.
9. How long we keep information
– Active account and profile: while the account is active, then deleted or anonymised after a valid deletion request unless another lawful reason applies.
– Verification links and codes: until expiry or use, then deleted or redacted as soon as practicable.
– Booking contract records: up to 6 years after the booking or resolution of a dispute where needed for accounting or legal claims.
– Dietary and allergy details: normally deleted or anonymised within 30 days after the booking, unless needed for an incident, complaint or legal obligation.
– Enquiries that do not proceed: normally up to 24 months after closure.
– Store orders, refunds and accounting records: normally 6 years from the end of the relevant accounting period, or longer where law requires.
– Loyalty transaction and adjustment records: up to 6 years where needed for accounting, fraud prevention or legal claims; shorter operational logs are normally kept up to 24 months.
– Pending gallery submissions: until approved, rejected or withdrawn. Rejected images are deleted from active gallery storage.
– Published gallery content: until removed, consent is withdrawn where applicable, or it is no longer required. Moderation and uploader-reference records are normally kept for up to 24 months after removal unless needed for a complaint or legal claim.
– Push notification records: normally up to 12 months. Active tokens remain until invalid, replaced, no longer needed or the account is deleted.
– Analytics user/event data: for the period configured in Google/Firebase settings, normally no more than 14 months; aggregated reports may remain.
– Crash and diagnostic data: for the configured provider period, commonly around 90 days for crash traces.
– Security and API audit logs: normally up to 12 months unless an investigation or claim requires longer.
– Rights and complaint records: normally up to 6 years after closure where needed to demonstrate compliance.
– Role-restricted records: under the applicable internal licensing, safety, employment and legal-retention schedule.
Backups are isolated from routine use and expire through normal rotation unless restoration is required for security or disaster recovery.
10. Account deletion
You can initiate deletion from the Account section of the App. We may require recent authentication. Deletion removes or anonymises the Firebase account and connected personal information that we are not legally required to retain. Associated user-generated gallery content must also be removed where linked to the account, subject to any narrow legal retention requirement.
We may retain restricted records for accounting, tax, completed orders and refunds, licensing and safety, fraud prevention, complaints or legal claims. Deleting the App from a device does not delete the account.
11. Security
Measures include authenticated and role-based access, Firebase App Check, encrypted connections, protected server credentials, redacted audit logging, rate limiting, input and file validation, idempotency controls, restricted administration and security monitoring. No service can guarantee absolute security. Protect passwords, devices, verification codes and QR codes and notify us about suspected unauthorised access.
12. Children and younger users
The App is intended for users aged 18 or over. Users aged under 18 should have parent or guardian permission. We do not knowingly permit under-18s to create an account. Contact us if you believe an under-18 has provided information.
Do not submit an identifiable photo of a child unless a parent or person with parental responsibility has agreed. Age-restricted venue and sales rules remain separate.
13. Your rights
Depending on the circumstances, you may have rights to be informed, access information, correct it, erase it, restrict processing, object to legitimate-interest processing, obtain portable data, withdraw consent and complain to the Information Commissioner’s Office. You have an absolute right to object to direct marketing.
Rights are not always absolute. We may need to retain limited information for law, security or legal claims. Email [email protected] to exercise a right. We may request proportionate identity verification and normally respond within one month, subject to lawful extensions.
14. Complaints
Contact [email protected] first so we can try to resolve the issue. You may also complain to the Information Commissioner’s Office at ico.org.uk: https://ico.org.uk/, telephone 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
15. Changes and contact
We may update this policy when the App, providers, law or processing changes. We will bring material changes to your attention through the App, email or another appropriate channel.
Data-protection enquiries and rights requests: [email protected]
Postal address:
Data Protection Enquiries
The Forbidden Fruit Bar Ltd
22 Grand Parade
St Leonards-on-Sea
East Sussex
TN37 6DN
United Kingdom