Security and data protection

Last updated: April 2026

Your data is the foundation of your business. We know that trusting a cloud tool raises legitimate questions: where exactly is my data? who can access it? what happens if you lose it? This page answers those questions in plain language, no jargon.

1. Where your data lives

All your account information —documents, sanitary records, staff and production data— is stored on infrastructure located in the European Union. Servers comply with the General Data Protection Regulation (GDPR) by default and your data does not leave the European Economic Area.

Our infrastructure provider is bound by a data processing agreement that meets the requirements of article 28 of the GDPR.

2. How it’s protected

We apply the same security standards used in banking and healthcare:

  • In transit: all communication between your device and our servers is encrypted with TLS 1.3, the latest protocol.
  • At rest: stored data is encrypted with AES-256, the same standard governments use for classified information.
  • Passwords: stored using bcrypt hashing — not even we can see them.
  • Internal access: only authorised staff can access infrastructure, and every access is logged.

3. Backups

We run automatic backups every day, stored in a European region different from the primary servers to protect you against a regional failure. Backups include all your account information: documents, records, configuration and staff data.

All plans include a basic 7-day retention. If you need extra peace of mind, we offer the Extended backup add-on: 30-day retention, on-demand restore from your dashboard, and monthly integrity checks. Cost: €7/month (taxes not included).

4. Your data does not train external AIs

This is probably the most common question about AI. The answer is clear: we never use your data to train artificial intelligence models, neither ours nor third parties’.

When you use AI scanning of delivery notes or demand forecasting, the images and data are sent to the model only to process your specific request. The AI providers we work with are bound by contracts that expressly prohibit using your data for training. Your information is yours and no one else uses it.

5. Who can see your data

Account access is controlled by roles. You decide what each person sees:

  • Owner: full access to business information.
  • Manager: access to day-to-day operational data, without sensitive contractual information.
  • Employee: only their own data (payslips, contract, certificates, time tracking).

We also recommend enabling two-factor authentication (2FA) for your owner account, available at no extra cost on all plans.

6. GDPR: your rights

As a GelatoControl customer you have the following rights over your personal data, guaranteed by the GDPR and by Spanish Organic Law 3/2018 (LOPDGDD):

  • Access: know what data we hold about you.
  • Rectification: correct inaccurate data.
  • Erasure: have your data deleted.
  • Portability: export all your data in a structured format.
  • Objection and restriction: regarding the processing of your data.

To exercise any of these rights, write to hola@gelatocontrol.com. You may also lodge a complaint with the Spanish Data Protection Agency (www.aepd.es) or with the supervisory authority in your own country.

7. If you decide to leave

Your data is yours. If you cancel your subscription:

  • Your account remains accessible for 30 days after cancellation, so you can export everything you need.
  • After 30 days, data is irreversibly deleted from active systems.
  • Backups rotate automatically and are deleted according to the retention period (7 or 30 days depending on your plan).

8. Subprocessors

To deliver the service we work with a small number of technology providers, all of them either located in the European Union or covered by Standard Contractual Clauses approved by the European Commission where applicable. An up-to-date list of subprocessors is available on request at hola@gelatocontrol.com.

9. Service continuity

We maintain a high availability target and a disaster recovery plan. In the event of a significant outage, we’ll notify you by email and from your dashboard. Daily backups guarantee that, in the worst-case scenario, the maximum data loss would be less than 24 hours.

10. Got a question?

Security isn’t a checkbox we tick in a PDF: it’s an open conversation. If you have any question about how we handle your data, write to hola@gelatocontrol.com and we’ll get back to you.