Privacy notice

Last updated 30 August 2026

Who's responsible

The restaurant you're ordering from is the data controller — they decide why your data is collected. Klevra is the processor that runs the ordering software on their behalf. If you have questions about how a specific restaurant uses your data, contact them directly.

What we collect

• Pickup orders: your name, phone number, optional email, the items you ordered, and (for online payments) the masked payment confirmation we receive from Stripe. We never see your full card details.
• Dine-in table tabs: the nickname you enter to join the table, the items you order, and a temporary guest ID stored in a cookie so split-bill and live order tracking work. No phone or email is requested.
• Table bookings: your name, email address, a phone number if you give one, the date, time and size of your party, and anything you write in the notes box — people often mention an allergy or a pushchair there. What you enter is emailed to you, with a link for changing or cancelling the booking, and to the restaurant, so they can hold the table and reach you if something changes.
• Restaurant accounts (staff/owners): your email, password (hashed), and team role. Covered separately by the cookie policy for the dashboard session.

Why we can process it

We rely on contract performance (GDPR Article 6(1)(b)) — your data is needed to prepare your order or hold your table, and to contact you if something goes wrong. We don't ask for consent because the data is essential to the order or booking itself; without it we can't take it.

Bookings you've made before

When a booking comes in, the restaurant's list shows how many times that email address has eaten there and how many bookings it did not turn up for. It is counted from bookings at that one restaurant and nowhere else: there is no profile that follows you between venues, and Klevra does not build one. The basis is the restaurant's legitimate interest in holding tables for people who come. It stops counting a booking once that booking passes the retention period below.

How long we keep it

Order data is retained as long as required for accounting and tax (typically 5–10 years depending on local law). Customer contact details on active orders are kept for up to 90 days after the order is collected. Table tab guest IDs are deleted automatically when the tab is closed. Booking details — name, email, phone and your notes — are erased automatically 24 months after the sitting, whatever became of the booking; what survives is the shape of it, meaning when, how many people and which table. Cancelling a booking does not delete it: the restaurant keeps it as history until that same 24 months is up.

Who else sees it

We use a small set of sub-processors to run the service, each bound by contract to act only on our instructions. Where a provider is described as EU below, that data is processed inside the EU. Where a provider is outside it, the transfer relies on the European Commission's standard contractual clauses. Specific provider names are available on request.

• EU cloud database provider — stores your order securely.
• EU cloud object storage provider — holds menu images uploaded by the restaurant. No customer personal data is stored here.
• Payment processor — handles online checkout. They see your card details directly; we only receive a confirmation and the masked summary.
• EU real-time messaging service — powers live order updates.
• Email delivery service — sends the messages the service has to send you: an order or booking confirmation, the link for changing a booking, and the reminder before your table. It handles the address we send to and what that message says, which for a booking includes your name and any note you left. Mail is dispatched from within the EU (Ireland), but this provider stores the message content and its delivery records in the United States under the safeguards described above.
• AI text-processing service — used by the restaurant to translate or extract menu copy. Never receives customer order data.
• EU error-monitoring service — receives automatic technical reports when something in the app breaks (the error, the page address, and the browser/device type). Sign-in details are redacted before reports leave your device; no names, order contents, or payment data are included. Reports are deleted automatically after 90 days.

Your rights

Under GDPR you can:

• Ask the restaurant for a copy of the personal data they hold about you.
• Correct anything that's wrong (typo in your name, wrong phone number).
• Ask the restaurant to delete your data, subject to accounting retention obligations.
• Receive your data in a structured, machine-readable format.
• Complain to your national data-protection authority if you think your rights have been breached.

Updates

We'll update this page if how we process data changes. The date at the top reflects the most recent change.

Contact

For privacy questions about Klevra as a processor, email [email protected]. For questions about a specific order, contact the restaurant directly.