Privacy Policy

This Privacy Policy explains how RestaurantFlow LLC (“RestaurantFlow,” “we,” “us”) collects, uses, shares, and protects information in connection with the RestaurantFlow websites and applications (the “Service”). It applies to our account holders and visitors, and it describes how we handle information that restaurants put into the Service about their staff and guests.

1. Our two roles: controller and processor

RestaurantFlow is a business-to-business platform. Our privacy responsibilities depend on whose data is involved:

• Account data — we are the controller. When a restaurant signs up, and for the owners, managers, and administrators who create and manage an account, we decide how that information is used and are the data controller.
• Customer data — we are a processor. Information a restaurant enters about its employees, job applicants, and guests (the “Customer Data”) is controlled by that restaurant. We process it on the restaurant’s behalf and under its instructions, solely to provide the Service.

If you are an employee, applicant, or guest of a restaurant that uses RestaurantFlow and you want to access, correct, or delete your information, please contact that restaurant directly — they control their data. We will help them respond to your request.

2. Information we collect

Information you provide to us

• Account and profile: name, email address, phone number, password (stored only as a salted hash), job role, profile photo, and the organization, location, and team details you set up.
• Billing: subscription plan and billing contact. Card payments are handled by our payment processor (Stripe); we do not store full card numbers.
• Customer Data you enter: depending on the features you use, this can include staff records, schedules, time-clock punches, availability and time-off, wage/labor inputs, bonuses and performance notes, uploaded documents, training and compliance records, recipes and SOPs, applicant details, and guest information such as reservations and complaints.
• Communications: messages you send through in-app chat, support requests, and feedback.
• AI features: the prompts and context you submit to AI features such as the AI Coach, so we can generate a response.

Information we collect automatically

• Usage and device data: log data, IP address, browser and device type, pages viewed, and actions taken, used to operate, secure, and improve the Service.
• Cookies and similar technologies: see “Cookies” below.

Phone calls answered by the AI agent

Restaurants can route a phone line to an AI agent that answers questions about hours, the menu, and directions, takes callback requests, and, where the restaurant turns it on, books tables into the restaurant’s reservation book or reads callers the restaurant’s own booking page. When a call is routed to the agent, we and our voice provider process the caller’s phone number, the audio of the call, a transcript, and, where the restaurant has enabled it, a recording. Transcripts, callback requests, bookings, and recordings are Customer Data controlled by the restaurant that owns the line.

Photos and scanned documents

Members may photograph receipts, menus, completed tasks, and equipment, and outside contractors may attach photos and invoices to a work order through a link the restaurant sends them. Receipt and menu images are sent to our AI provider to read the line items; the images and the text read from them are Customer Data.

Contractors and other outside parties

A restaurant may store the business name, contact name, phone number, and email address of maintenance contractors and vendors it works with, and may send them no-login links to a work order or a contractor portal. That information is Customer Data controlled by the restaurant.

Staff activity within the Service

To run a shared operations tool, we record who did what inside the Service: the time of a member’s last activity, a log of privileged actions (for example role changes and settings changes), and, where the restaurant uses the time clock, clock-in times measured against the published schedule. Other members see only what their role permits; owners and administrators see the team activity view. Restaurants are responsible for any notice their staff are owed about this under local law.

Point-of-sale data you connect

If a restaurant connects its point-of-sale system (Toast, Square, or Clover), we receive daily sales totals and item-level sales figures from that provider at the restaurant’s direction, and we store the credentials for that connection in encrypted form. We do not receive card numbers or individual customer purchase histories through these connections.

The public menu

A restaurant may publish a read-only copy of its menu at a public web address for guests to open by QR code. That page shows menu items, prices, and allergens only; it takes no orders and collects no personal information from guests beyond the usage data described above.

3. How we use information

• Provide, maintain, and secure the Service and your account.
• Process subscriptions, payments, and trials.
• Send transactional messages (e.g. invitations, notifications, schedule alerts) by email and, where enabled, SMS or voice.
• Provide support and respond to your requests.
• Monitor performance, debug, prevent fraud and abuse, and protect the rights and safety of users and the public.
• Improve and develop features. We do not use the content of your Customer Data to train generative-AI models.
• Comply with legal obligations and enforce our agreements.

Where AI features send your information

AI features send only what they need to our AI provider: the question and context for the AI Coach and help desk, the image for a receipt or menu scan, and the audio and transcript of a call for the phone agent. Our provider is contractually barred from using that content to train its models. AI usage is metered per restaurant so we can show what these features cost.

4. Cookies and tracking

We use a small number of cookies and similar technologies. Strictly necessary cookies keep you signed in and protect against cross-site request forgery; these are required for the Service to work. We also use limited analytics and error-monitoring to understand reliability and usage. We do not use third-party advertising cookies or sell information gathered through cookies. You can control cookies through your browser, though blocking necessary cookies will break sign-in.

5. Service providers and subprocessors

We share information with vendors who process it on our behalf to run the Service, under contracts that require appropriate confidentiality and security. Our current subprocessors are:

We may also disclose information to comply with law, regulation, legal process, or enforceable governmental request; to enforce our terms; to detect or prevent fraud or security issues; or in connection with a merger, acquisition, or sale of assets (with notice as required by law).

6. We do not sell your personal information

We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under applicable U.S. privacy laws.

7. Data retention

We retain account data for as long as your account is active and as needed to provide the Service, then for a limited period afterward to comply with legal, accounting, or reporting obligations. We process Customer Data for as long as the controlling restaurant maintains it in the Service. On account termination, we delete or return Customer Data within a commercially reasonable period, except where retention is required by law. Residual copies may persist in backups for a limited time before being overwritten.

Exporting and deleting your data yourself

An owner can export a complete copy of the restaurant’s data and can delete the restaurant from Settings. Deleting removes the restaurant, its members, and its Customer Data from the live Service; copies in backups are overwritten on the backup schedule described above. Voice recordings and transcripts, audit logs, and time records are kept for as long as the restaurant keeps them, and are deleted with the restaurant.

8. Security

We use technical and organizational measures designed to protect information, including encryption in transit, tenant isolation through row-level security so one restaurant cannot access another’s data, access controls, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please keep your password confidential and notify us promptly of any suspected unauthorized access.

9. International data transfers

We operate the Service in the United States, and our subprocessors may process information in the United States and other countries. Where required, transfers are made under appropriate safeguards such as Standard Contractual Clauses. By using the Service, you understand that information may be processed in countries whose data-protection laws differ from those in your jurisdiction.

10. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to restrict or object to certain processing, and to withdraw consent. These include rights under the EU/UK GDPR and U.S. state laws such as the California Consumer Privacy Act (as amended by the CPRA). We do not discriminate against you for exercising these rights.

To exercise rights over account data we control, email support@restaurantflow.app. We will verify your request before acting on it. To exercise rights over Customer Data, contact the restaurant that controls it, as described in Section 1.

11. Children’s privacy

The Service is intended for use by businesses and is not directed to children under 16. We do not knowingly collect personal information directly from children. Restaurants that employ minors and enter their information into the Service are responsible for providing any required notices and obtaining any required consents under applicable child-labor and privacy laws.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised policy.

13. Contact us

RestaurantFlow LLC
5812 Chesapeake Blvd., Norfolk, VA 23513
Email: support@restaurantflow.app