This Privacy Policy explains what personal data the QR Zebra platform collects, why, how it is used and shared, how long it is kept and what rights you have. It applies to the restaurant owners and staff who use the dashboard (a "Restaurant"), to the guests who open a digital menu or place an order (a "Guest"), and to visitors of our website. It is written from how the platform actually works; functions that are not switched on are described as such.
Note on this document. This text is a practical baseline and has not been reviewed by a lawyer. Items shown in square brackets, such as [COMPANY_LEGAL_NAME], are business details that must be completed before the document is relied on.
1. Introduction
1.1. The QR Zebra platform (the "Platform") is operated by [COMPANY_LEGAL_NAME], registration number [COMPANY_REGISTRATION_NUMBER], registered address [COMPANY_ADDRESS] ("QR Zebra", "we", "us"). You can reach us about privacy matters at [CONTACT_EMAIL].
1.2. QR Zebra provides software to restaurants: a digital menu, QR codes and, on plans that include it, online ordering. Two kinds of personal data flow through the Platform, and it is important to tell them apart:
- Restaurant account data: the data of the business owner and staff who register and use the dashboard. For this data QR Zebra decides the purposes and means of processing and acts as the data controller.
- Customer order data: the data a Guest enters when placing an order or registering a visit with a particular Restaurant. This data is collected for the Restaurant, which uses it to fulfil the order and serve its guest. For this data the Restaurant determines the purpose and is the controller; QR Zebra hosts and processes it on the Restaurant's behalf, and also uses it to the limited extent needed to run and secure the Platform.
1.3. Each Restaurant is responsible for informing its own guests about how it uses their data, where the law requires it. This Policy describes what the Platform does with the data; it does not replace a Restaurant's own notice.
1.4. This Policy forms part of our Terms and Conditions.
2. Information we collect
2.1. We collect data in three ways: data you give us (when registering, filling in your profile, building a menu, placing an order or writing to us), data created by your use of the Platform (orders, scan statistics, log data) and data stored in your browser (cookies and similar technologies).
2.2. The following sections list the data by category. We do not collect special categories of data (such as health or religious data) on purpose. Allergen information that a Guest writes in an order comment is entered voluntarily and is visible to the Restaurant.
2.3. We do not collect payment card numbers. See section 12.
3. Account and registration information
3.1. Restaurant registration. To open an account a Restaurant gives the name of the restaurant, a short description, the name of the owner or representative, an e-mail address and a telephone number. The Platform creates a user account with this name, e-mail and telephone number, generates a first password and sends it to the e-mail address. The password is stored only in hashed form.
3.2. Staff. A Restaurant may add staff members, whose name, e-mail address and role are stored and linked to the Restaurant.
3.3. Customer accounts. A Guest who chooses to create a customer account gives a name, an e-mail address, a telephone number and a password. Creating a customer account is optional; menus can be viewed and orders placed without one.
3.4. Social sign-in. The Platform contains the option to sign in with a Google or Facebook account, in which case the identifier, name and e-mail address returned by that provider would be stored. This option is not enabled at the time of this version.
3.5. Drivers. Where a Restaurant registers its own delivery drivers, their name, e-mail address and telephone number are stored, and, while they deliver, their location (see section 6).
3.6. Account activity. We store when an account was created and last updated, its plan, its plan payment requests and their status, and the mobile push token of a user who signs in through the mobile application, where one is used.
4. Restaurant information
4.1. A Restaurant enters business information in its profile: restaurant name, description, logo and cover image, address and map position, telephone number, WhatsApp number where used, opening hours, delivery settings and areas, currency, price format, menu languages and design preferences.
4.2. Most of this information is published on the Restaurant's public menu page on purpose, so that Guests can find and contact the Restaurant. Information that is shown publicly should not contain personal data the Restaurant does not want to be public.
4.3. The Platform counts how often a Restaurant's menu is viewed and keeps aggregated scan statistics for the Restaurant (see section 7).
5. Menu and uploaded content
5.1. A Restaurant uploads its menu: categories, products, descriptions, prices, variants, options, extras, allergen labels and product images, in one or more languages. It may also import a menu from a file and export its products.
5.2. Menu content is business information and is public by design. Images are stored on our servers in several resized versions. A Restaurant should not upload images or texts that contain personal data of other people without their consent.
5.3. Where a Restaurant enables guest reviews, the review contains the rating, the name the Guest chooses to enter and a comment. To limit abuse, the Platform also stores a one-way hash (a non-reversible fingerprint) derived from the Guest's network address and a random value held in the Guest's session; the network address itself is not stored with the review.
6. Customer order information
6.1. When a Guest places an order, the Platform stores the data the Restaurant needs to fulfil it:
- the products, quantities, options and extras ordered, the prices and the total;
- the type of order: at a table, for pick-up or for delivery, and the chosen time for a pick-up;
- for an order at a table: the table identified by the QR code that was scanned;
- for a delivery: the delivery address (entered as text or as a saved address with map position, apartment, floor, entrance and intercom details where given) and the telephone number;
- a telephone number where the Restaurant asks for it;
- a comment the Guest writes, for example about preparation or allergies;
- the payment method selected (for example payment at the restaurant or on delivery) and whether the Restaurant has marked the order as paid;
- the status of the order as set by the Restaurant, and the times of each change;
- the customer account, when the Guest was signed in;
- the random visitor identifier of the browser, when scan statistics are enabled (see section 8).
6.2. Guests who order without an account are not asked for an e-mail address. The order is remembered in the Guest's own browser (see section 8) so that the Guest can see its status.
6.3. WhatsApp orders. Where a Restaurant offers ordering through WhatsApp, the Platform prepares the text of the order and opens WhatsApp on the Guest's device with that text addressed to the Restaurant's number. The conversation then takes place in WhatsApp, under WhatsApp's own terms and privacy policy; QR Zebra has no access to it.
6.4. Visitor log. Where a Restaurant uses the visitor log function and a Guest chooses to register their visit, the name, e-mail address, telephone number, table and note the Guest enters are stored for that Restaurant.
6.5. Delivery drivers. Where a Restaurant's own drivers deliver orders, the driver's current position is recorded while an order is being delivered and attached to the order, so that the Restaurant and, where enabled, the Guest can follow the delivery. A history of driver positions may be kept for the Restaurant.
6.6. Who sees order data. Order data is visible to the Restaurant that received the order and its staff, to the driver assigned to it, to the Guest who placed it (through their browser or account) and to QR Zebra administrators for support and operation of the Platform.
7. Technical information and log data
7.1. Scan statistics. When a menu is opened, the Platform records the restaurant, the table (if a table QR code was used), how the menu was reached (QR code or link), the type of device (phone, tablet or desktop), the date and hour, and a random visitor identifier stored in the browser (section 8). The network address and the full browser signature are not stored in these statistics. Restaurants see them as aggregated figures.
7.2. Server logs. Like every web service, our servers may record technical information about requests, such as the network address, the requested page, the time, the browser type and error messages. These logs are used to keep the Platform secure and working and to investigate problems.
7.3. Notifications. When the Platform sends an e-mail (for example your first password, an order notification or a decision on a plan payment) or a push notification to a mobile application, the recipient address or token and the time of sending may be recorded.
7.4. Analytics. The Platform can be connected to Google Analytics or Google Tag Manager by the operator. At the time of this version these tools are not enabled, and no third-party analytics script is loaded on the public pages.
8. Cookies and session technologies
8.1. The Platform uses cookies and similar browser storage that are necessary for it to work. They do not contain your name or contact details.
- Session cookie (name based on the Platform name, ending in _session): identifies your browser session, keeps you signed in to the dashboard or your customer account, holds the shopping cart of your current order and the language you selected. It is protected against access by scripts and expires after about two hours of inactivity.
- XSRF-TOKEN: a security cookie that protects forms against forged requests.
- lang: the language you chose for the website, kept for about two hours.
- tid: the table identified by the QR code you scanned, so that your order is linked to your table, kept for about six hours.
- orders: the identifiers of the orders you placed as a Guest without an account, so that you can see their status, kept for about six hours.
- qr_vid: a random identifier with no link to your identity, used to count how many different devices open a menu. It is protected against access by scripts and is kept for one year.
- lastaddress: on platform versions with a location search, the last address you searched for, kept for about two hours.
8.2. In the dashboard, the browser's local storage may remember interface preferences, such as whether the side menu is collapsed.
8.3. The Platform does not set advertising cookies and does not use cookies to track you across other websites. Because only necessary cookies are used, the Platform does not currently show a cookie consent banner. If optional analytics or marketing cookies are enabled in the future, we will ask for consent where the law requires it.
8.4. You can delete or block cookies in your browser settings. If you block the session cookie, you cannot sign in or place an order.
9. How we use information
9.1. We use personal data to:
- create and manage Restaurant accounts, staff access and customer accounts, and sign users in;
- publish and display digital menus and generate QR codes;
- receive orders and make them available to the Restaurant, show their status to the Guest and notify the Restaurant;
- link a dine-in order to the right table and, for delivery, to the right address;
- operate the visitor log for Restaurants that use it;
- provide scan and view statistics to Restaurants;
- manage plans, plan limits and plan payment requests, and communicate decisions on them;
- send service messages: the first password, password reset links, order notifications, plan payment decisions and, where you close your account, a copy of your data;
- answer your requests and provide support;
- keep the Platform secure, prevent abuse and fraud (including duplicate reviews and fake orders) and enforce our Terms;
- comply with legal obligations, such as accounting and responding to lawful requests;
- improve the Platform, using aggregated information wherever possible.
9.2. We do not sell personal data and we do not use it for third-party advertising. We do not make automated decisions with legal or similarly significant effects based on personal data.
9.3. We may send Restaurants information about new functions, plan changes or price changes that concern their account. Where the law requires consent for marketing messages, we will ask for it and you may withdraw it at any time.
10. Legal bases for processing
10.1. Where a data protection law such as the EU General Data Protection Regulation applies to our processing, we rely on the following legal bases:
- Performance of a contract (or steps before entering one): to provide the Platform to Restaurants under our Terms, to manage accounts and plans, and to let Guests place orders and follow them.
- Legitimate interests: to keep the Platform secure, prevent abuse, produce aggregated statistics, improve the service and communicate about the account, where these interests are not overridden by your rights.
- Legal obligation: to keep records required by tax and accounting law and to answer lawful requests from authorities.
- Consent: for optional matters where we ask for it, such as marketing messages or optional cookies, if they are introduced. You may withdraw consent at any time without affecting earlier processing.
10.2. For customer order data that the Platform processes on behalf of a Restaurant, the Restaurant is responsible for having a legal basis towards its guest; it is normally the performance of the order.
10.3. This section describes our approach. QR Zebra does not claim to be certified under, or audited for compliance with, any specific data protection framework.
11. Information sharing and third-party providers
11.1. Restaurants and Guests. Order data is shared with the Restaurant that received the order and its staff and drivers. Public business information of a Restaurant is shown to anyone who opens its menu.
11.2. Service providers. We use providers that process data on our behalf to run the Platform, under contracts that limit their use of the data:
- hosting of the Platform and storage of its database and uploaded images (the Platform stores files on its own servers by default);
- e-mail delivery: service e-mails are sent through an SMTP e-mail delivery provider, which receives the recipient address and the content of the message in order to deliver it;
- push notifications to the mobile application, where a user signs in through it, delivered through the push service of the application platform.
11.3. Third-party services you interact with directly. Some functions call services operated by others. Your browser or device then communicates with them under their own terms and privacy policies:
- Google Fonts: the public pages load fonts from Google's servers, which receive your network address and browser information when the fonts are requested.
- Content delivery networks: some pages load scripts or styles from public content delivery networks, which receive the same technical information.
- QR code image service: when a Restaurant downloads a QR code image, the Platform requests the image from an external QR code generation service, sending it the public address of the menu (not personal data of Guests).
- WhatsApp: where a Restaurant offers WhatsApp ordering, the order text is handed to WhatsApp on your own device.
- Map and address services: the Platform can use Google Maps services for address search, map display and distance calculation when the operator configures a key. These are not enabled at the time of this version.
- Payment providers: see section 12.
11.4. SMS. The Platform contains functions for sending verification codes and order updates by SMS through a messaging provider. These functions are not enabled at the time of this version; no SMS is sent and no telephone number is passed to an SMS provider.
11.5. Legal requests and protection. We may disclose data when the law requires it, to comply with a court order or a lawful request of an authority, to enforce our Terms, or to protect the rights, property or safety of QR Zebra, our users or others.
11.6. Business transfer. If QR Zebra is merged, acquired or sells its business, personal data may be transferred to the successor, who will be bound by this Policy, and we will inform you.
11.7. We do not share personal data with data brokers or advertisers.
12. Payment-related information
12.1. Orders. QR Zebra does not process payments between Guests and Restaurants. For an order the Platform records only the payment method the Guest selected (for example payment at the restaurant or on delivery) and whether the Restaurant marked the order as paid. No payment card number, expiry date or security code is entered into or stored by the Platform.
12.2. Restaurant payment providers. Where a Restaurant connects an online payment provider of its own as an add-on, the payment data is entered on the provider's pages and processed by the provider under its own privacy policy. The Platform would store only the provider's reference and the result of the payment. No such provider is enabled at the time of this version.
12.3. Plan payments. When a Restaurant requests a paid plan, the Platform records the plan, the amount, the currency, the chosen payment method, the status of the request (pending, approved, rejected, cancelled), the dates of each change and any note the Restaurant or the administrator adds. Payment is currently arranged directly with QR Zebra (for example a cash payment, or a bank transfer where offered); the Platform does not receive bank account or card details of the Restaurant.
12.4. Should QR Zebra enable online payment of plans in the future, it will be through a licensed payment provider on that provider's pages; QR Zebra would receive a transaction reference and the result, not the card data.
12.5. Records of plan payments are kept as long as accounting law requires.
13. Data storage and retention
13.1. Personal data is stored in the Platform's database and file storage on servers operated for QR Zebra by its hosting provider. Uploaded images are stored on the Platform's own storage by default.
13.2. How long we keep data. The Platform does not delete data automatically after a fixed period. In practice:
- Restaurant account and menu data is kept for as long as the account exists. When a Restaurant closes its account, the restaurant profile and menu are deleted and the user account is anonymised (section 17).
- Order data is kept for as long as the Restaurant's account exists, for the Restaurant's records and for dispute resolution. When a Restaurant closes its account, its orders are marked as deleted and hidden from the Platform's interfaces but remain in the database in that state; they are not purged automatically at this time.
- Customer account data is kept until the Guest closes the account, when it is anonymised (section 17). Orders of a closed customer account remain with the Restaurant that received them, without a link to a usable identity.
- Guest orders without an account are kept with the Restaurant's data; the link in the Guest's own browser expires after about six hours.
- Scan statistics are kept as long as the Restaurant's account exists; they identify a browser only through a random identifier.
- Plan payment records are kept for the period required by accounting and tax law.
- Server logs are kept for a limited period for security and troubleshooting and are then rotated.
13.3. We may keep data longer where the law requires it, to resolve disputes or to enforce our Terms. We may also keep aggregated or anonymised information that no longer identifies anyone.
13.4. Precise retention periods for each category: [RETENTION_PERIODS_TO_BE_DEFINED]. Until they are defined, the behaviour described in this section applies.
14. Data security
14.1. We take technical and organisational measures appropriate to the risk to protect personal data against unauthorised access, loss, alteration and disclosure. Among others:
- passwords are stored only as salted hashes and are never shown to our staff;
- access to the dashboard is restricted to the Restaurant's own users and roles; access to the administration area is limited to authorised administrators;
- session cookies are protected against access by scripts, and forms are protected against forged requests;
- uploaded files are checked and resized before they are stored; vector images are sanitised;
- registration forms are rate-limited to limit automated abuse;
- the Platform is kept up to date with security fixes.
14.2. The Platform should be served over an encrypted connection (HTTPS); the operator is responsible for the server configuration that provides it.
14.3. Your first password is sent to you by e-mail. We recommend that you change it after your first login and that you use a strong, unique password. You are responsible for keeping your login details confidential.
14.4. No system is completely secure. If we learn of a breach that affects your personal data, we will inform you and, where required, the competent authority, as the law requires.
14.5. QR Zebra does not hold any security certification such as ISO 27001 or PCI DSS, and does not claim to. Card data is never handled by the Platform, which is why PCI DSS does not apply to it.
15. International data transfers
15.1. Personal data is stored on servers located at [SERVER_LOCATION]. Our e-mail delivery provider and the other providers listed in section 11 may process data in other countries, including countries outside the one you live in.
15.2. Where data protection law requires safeguards for transfers to another country, we rely on the safeguards available under that law, such as an adequacy decision or contractual clauses approved for this purpose, and on the commitments of the providers concerned.
15.3. Third-party services that your browser contacts directly (such as font or content delivery services, WhatsApp or a Restaurant's payment provider) may be located anywhere in the world and are governed by their own policies.
16. User rights and data access requests
16.1. Depending on the law that applies to you, you may have the right to:
- be informed about how your data is used (this Policy);
- access the personal data we hold about you and receive a copy;
- correct inaccurate or incomplete data; Restaurants and account holders can edit most of their data themselves in their profile;
- have your data deleted, within the limits described in sections 13 and 17;
- restrict or object to processing based on legitimate interests;
- receive the data you provided in a portable, machine-readable form; the Platform sends a copy of your data when you close your account, and Restaurants can export their menu and orders from the dashboard;
- withdraw consent where processing is based on it;
- lodge a complaint with the data protection authority competent for you.
16.2. To exercise a right, write to [CONTACT_EMAIL] from the e-mail address of your account or with information that lets us identify you. We may ask for additional information to verify your identity. We answer within the time the applicable law sets, and in any case within a reasonable time.
16.3. Requests about order data. If you are a Guest and your request concerns an order you placed with a Restaurant, the Restaurant is the controller of that data. You may contact the Restaurant directly using the details on its menu, or write to us and we will pass your request to the Restaurant and assist it with the technical steps.
17. Account closure and data deletion
17.1. Closing an account yourself. Restaurant owners and Guests with a customer account can close their account at any time with the "Close account" function in their profile. The Platform then:
- sends a copy of the account's data to the registered e-mail address: for a Restaurant, the restaurant profile, the menu and the orders with their items and statuses; for a Guest, a summary of their orders;
- for a Restaurant: deletes the restaurant profile, its menu and its settings, and marks its orders and categories as deleted;
- replaces the name and e-mail address of the user account with anonymous values, clears the telephone number and any push token, and marks the user account as deleted, so that it can no longer be used to sign in or to identify the person.
17.2. What remains. Order records marked as deleted stay in the database in that state and are not purged automatically; they no longer link to a usable identity. Saved delivery addresses of a customer account are not deleted automatically. Printed QR codes of a closed Restaurant stop working. If you want remaining data erased earlier than described, write to [CONTACT_EMAIL] and we will erase what we are not legally required to keep.
17.3. Deactivation by an administrator. An administrator may deactivate a Restaurant or a customer account instead of deleting it. A deactivated account cannot sign in and its menu is not shown, but its data is kept until it is deleted or reactivated.
17.4. Guests without an account. If you ordered without an account, your order is held by the Restaurant. To have it corrected or erased, contact the Restaurant, or write to us and we will forward your request.
17.5. Mobile application. A customer account deactivated from the mobile application is deactivated, not deleted. To delete it, use the "Close account" function on the website or write to us.
18. Children's privacy
18.1. The Platform is a business service for restaurants. Restaurant accounts may only be registered by adults who run or represent a business.
18.2. Public menus can be viewed by anyone. The Platform does not knowingly collect personal data from children under 16 (or the age at which consent of a parent is required in your country) and does not ask for the age of Guests. A child should only place an order with the agreement of a parent or guardian.
18.3. If you believe that a child has given us personal data without the consent of a parent or guardian, write to [CONTACT_EMAIL] and we will delete it.
19. External links and third-party services
19.1. Menus and the website may contain links to external sites and services: a Restaurant's own website or social media, WhatsApp, map services or a Restaurant's payment provider. These are not operated by QR Zebra, and this Policy does not apply to them. Read their privacy policies before giving them your data.
19.2. Restaurants are responsible for the links and external content they add to their menu.
19.3. The Platform also includes an administration area where the operator can connect optional external services (analytics, maps, push notifications, SMS, social sign-in, payment providers). Where such a service is enabled in the future and changes how personal data is handled, we will update this Policy.
20. Changes to this Privacy Policy
20.1. We may update this Policy when the Platform changes, when we start or stop using a provider or when the law changes. The date of the latest version is shown at the top of this page.
20.2. For material changes we will inform Restaurants in the dashboard or by e-mail before the change takes effect, where reasonably possible. We encourage you to read this page from time to time.
20.3. Earlier versions of this Policy can be requested at [CONTACT_EMAIL].
21. Contact information
21.1. For questions about this Policy or about your personal data, or to exercise your rights, contact:
[COMPANY_LEGAL_NAME]
[COMPANY_ADDRESS]
E-mail: [CONTACT_EMAIL]
21.2. If a data protection officer or representative has been appointed, their details are: [DATA_PROTECTION_CONTACT].
21.3. For questions about an order or about how a Restaurant uses your data, contact the Restaurant using the details shown on its menu.