Privacy Policy

This Privacy Policy explains how #wang-eat Ordering ("we", "our", or "us") collects, uses, stores, and protects your personal data when you use our service. We are committed to complying with the Personal Data (Privacy) Ordinance (PDPO) of Hong Kong (Cap. 486).

1. What Personal Data We Collect

We collect the following categories of personal data:

• Identity and contact data: Your email address and display name, which we obtain from Google sign-in or the email one-time-code flow when you first log in.
• Messaging identifiers: Your Slack user ID, which we look up using your email address to enable Slack notifications.
• Payment identifiers: Your PayMe nickname, which is saved by administrators internally to match incoming PayMe payments to the correct user and session.
• Order data: The items you order, quantities, selected options, notes (e.g., dietary preferences), and the associated session details.
• Payment records: Cash receipts, their payer, amount and timestamp; allocations of receipts to order balances; overpayments, their application to later lunch orders and refund requests; non-cash credits; refunds; payment-source nickname snapshots; and PayMe webhook payloads used to reconcile those records.
• Activity data: Timestamps of when you view an order session page (first_viewed_at and last_viewed_at).
• Preferences: Your opt-in choice for receiving order reminder notifications and browser push notifications.
• Push subscription data: Browser-generated endpoint, p256dh, and auth keys required for Web Push delivery, plus a general browser and device label used to help you manage subscribed devices. These are stored only to deliver and manage notifications and are not shared with any third party.

2. Purpose of Collection

We collect and use your personal data for the following purposes directly related to our service:

• To authenticate you and maintain your user account.
• To coordinate group lunch orders among colleagues.
• To calculate and track individual shares of group order costs.
• To send Slack announcements and reminders about order sessions.
• To send optional browser push notifications about orders, checklists, and payments.
• To match PayMe payments to the correct user and session.
• To track overpayments, apply them to the same payer's later lunch orders, and handle refund requests.
• To generate internal ordering reports and analytics.
• To notify participants when a Foodpanda order has arrived.

Providing your email address is mandatory to use the service, as it is required for authentication. Other fields such as PayMe nickname and order reminder preferences are voluntary.

3. Classes of Transferees

We may transfer your personal data to the following classes of recipients:

• Cloudflare, Inc. — Our hosting and database provider. Authentication identities and sessions are stored in our Cloudflare D1 database.
• Google LLC. — If you choose Google sign-in, Google verifies your identity and supplies your email address and basic profile information. Google or Gmail may also deliver one-time-code email when Gmail is selected as our email provider.
• Transactional email provider. — If you choose email sign-in, the configured Cloudflare Email Service, Gmail, or SMTP provider processes your email address to deliver the requested one-time code.
• Slack Technologies, LLC — We send messages to a designated Slack workspace (announcements, priced checklists, payment reminders, arrival notifications). These messages may include your display name and Slack user mention.
• PayMe / HSBC — We receive webhook notifications from PayMe containing a payer nickname and amount. We match this nickname against the optional PayMe nickname you have stored in your profile.

We do not sell or transfer your personal data to any third party for direct marketing or for gain.

4. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:

• Session page views: Retained for up to 90 days after the associated order session ends, then automatically deleted.
• Order and payment records: Retained for 7 years as required by the Inland Revenue Ordinance (Cap. 112) for tax and audit purposes. After 7 years, identifying fields such as user_id may be anonymized where business records no longer require personal identification.
• Push subscriptions: Retained while you have enabled browser notifications. Deleted when you disable notifications, delete your account, or when the subscription expires.
• In-app notifications: Retained for up to 90 days, then automatically deleted.
• User account data: Retained while your account is active. If your account is inactive for more than 1 year, we may delete or anonymize your personal data, subject to any legal obligations to retain records.

5. Data Security

We take all practicable steps to protect your personal data:

• All data in transit is encrypted using TLS (HTTPS).
• Your data is stored on Cloudflare, which provides encryption at rest.
• Access is controlled by signed, HTTP-only application sessions and an admin allowlist.
• Database access is restricted to the application server via secure bindings.

6. Your Rights Under the PDPO

You have the following rights in relation to your personal data:

• Right of access (DPP6): You may request a copy of the personal data we hold about you.
• Right of correction (DPP6): You may request that we correct any inaccurate personal data. You can update your display name and order reminder preference via your profile settings.
• Right to request erasure (DPP2 and Section 26): You may request deletion of your personal data where it is no longer required. Please note that certain financial or business records may need to be retained or anonymized rather than fully deleted to comply with legal or audit requirements.

To exercise these rights, please contact the administrator of this service (see Section 9 below).

7. Direct Marketing

We do not use your personal data for direct marketing beyond the app's core functionality. The only promotional communications we send are optional order reminders via Slack and optional browser push notifications, both of which you can opt in or out of at any time through your profile settings. Your consent is recorded when you toggle each setting.

8. Cookies, Local Storage and Analytics

Authentication session cookies: When you log in, an HTTP-only, same-site session cookie is set in your browser to maintain your authenticated state. This cookie is essential for security and access control and does not contain personal data beyond your session identifier. The session expires 30 days after sign-in and is not extended by activity. We may ask you to sign in again before sensitive account or administrative actions.

Cloudflare analytics: Cloudflare may inject analytics scripts or tracking pixels into pages served through its network to provide performance and security insights. This data is processed by Cloudflare and is subject to their privacy policy.

Local storage: The app stores your theme preference (light/dark mode) in your browser's localStorage. This does not contain any personal data and is not transmitted to our servers.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available at this page, and the "Last updated" date at the top will reflect the most recent changes.

10. Contact Us

If you have any questions about this Privacy Policy, or if you wish to exercise your rights under the PDPO (access, correction, or erasure), please contact the administrator of this instance of #wang-eat Ordering.

For general information about data protection in Hong Kong, you may also visit the Privacy Commissioner for Personal Data (PCPD).