This Privacy Policy explains how VenueChef collects, uses, stores and protects personal data.
Who is responsible for your data?
Real4Life LTD, the operator of VenueChef, is the controller for data processed through the VenueChef platform. For guest data entered by a venue — such as orders placed from a table or sunbed — the venue is usually the controller and VenueChef acts as a processor. A Data Processing Agreement is available at https://venuechef.com/dpa.
What data does VenueChef collect?
For venue staff and owners, we collect:
- Account information: email address, name, password hash, phone number (optional).
- Security information: two-factor authentication credentials and active sessions.
- Business information: venue name, address, floor plans, menus, staff roles and settings.
- Operational data: orders, payments, reservations, stock movements and reports.
For guests using QR ordering or reservations:
- Order details: items ordered, table or service point, time, special requests.
- Reservation details: name, party size, time, contact preference.
- Feedback provided through the guest interface.
- Browser push subscription tokens, only if the guest opts in.
Guest QR ordering does not require an account and does not collect an email address unless the guest chooses to provide one for a reservation.
How does VenueChef use that data?
We use data to operate and improve the service, to secure accounts, to process subscriptions, and to help venues run their businesses. We do not sell personal data. We do not use guest order data for advertising.
Legal basis for processing
Processing is based on the performance of our contract with venues, compliance with legal obligations, and our legitimate interests in securing and improving the service. Where consent is required — for example, marketing cookies — we ask for it before processing.
How long do we keep data?
The periods below are the criteria we apply. Where a period is set by law rather than by us, we say so.
- Account data (email, name, security credentials) — for as long as the account is active, and deleted within 30 days of a completed deletion request, except where a record must be kept under the categories below.
- Business data (venues, menus, floor plans, staff records, settings) — for as long as the organisation holds an account. Deleted with the organisation.
- Transaction and financial records (orders, payments, shift settlements, invoices) — six years from the end of the financial year they relate to. This is the retention period required of a UK company for accounting records, and it overrides a deletion request for those records specifically.
- Guest data from a single visit (order contents, table, reservation details, feedback) — kept while it is operationally needed and then only inside the transaction record above. A guest ordering by QR does not create an account and is not profiled.
- Push notification tokens — until the device is unregistered, the notification permission is withdrawn, or the token is rejected as stale by the delivery service.
- Marketing analytics — only collected where the visitor accepted analytics cookies, and retained for the period stated in our Cookie Policy.
Where a venue is the controller of guest data, the venue’s own retention decisions apply to that data and we act on its instructions. See the Data Processing Agreement.
Who do we share data with?
We use a limited set of subprocessors to host, secure, bill and communicate. The current list is published at https://venuechef.com/subprocessors.
Your rights
Depending on your location, you may have rights to access, correct, delete or restrict the use of your personal data. Venue staff and owners can update most information in their profile or venue settings. For other requests, contact legal@venuechef.com.
Security
We use Supabase authentication, row-level security, encrypted connections and optional two-factor authentication. Operational data is also cached on authorised devices to allow offline use. More details are at https://venuechef.com/security.
Changes to this policy
We may update this policy. We will notify account holders of material changes and publish the updated policy on this page.