1. Who is responsible
Verimly (Verimly), Newtonplein 20 A, 2562 JT 's-Gravenhage, The Netherlands, registered with the Dutch Chamber of Commerce under number 42197957, is the controller for the processing described in this policy. You can reach us about privacy at privacy@verimly.com.
2. Which policy applies to you
- This policy covers visitors of verimly.com, people who contact us or request a demo, and the people who sign up for and manage Verimly on behalf of a business (owners, managers and other back-office users), including billing contacts.
- If you are a guest of a restaurant, café or bar that uses Verimly (for example when you order at the table, order online or make a reservation), the business is responsible for your data and we process it on its behalf. See our Privacy notice for guests.
- If you work for a business that uses Verimly and use the POS or the staff portal, your employer is responsible for your data. See our Privacy notice for staff.
- If you use the Knownbee app, see the Knownbee Privacy Notice.
3. What we process, why, and on what legal basis
| Purpose | Personal data | Legal basis (GDPR) |
|---|---|---|
| Creating and managing your back-office account and giving you access to the organisations you belong to | Name, email address, password (stored hashed), profile photo (optional), language, theme and region preferences, two-factor settings, memberships and roles, invitations | Performance of a contract (art. 6(1)(b)); for users invited by a business, our and the business’s legitimate interest in providing access (art. 6(1)(f)) |
| Billing the subscription and complying with tax and bookkeeping obligations | Business name and legal name, VAT ID, registration number, billing email and address, plan and invoices, Stripe customer and subscription references (card details are held by Stripe, not by us) | Performance of a contract (art. 6(1)(b)); legal obligation (art. 6(1)(c)) |
| Setting up payment acceptance for your business through Stripe | Information about the business and its representatives that you enter in the embedded Stripe onboarding, and the status of the Stripe account | Performance of a contract (art. 6(1)(b)); Stripe processes identity verification data under its own responsibility |
| Sending service messages, such as sign-in and password reset emails, invitations, notices about changes to the service, price changes and payment problems | Name, email address | Performance of a contract (art. 6(1)(b)); legitimate interest (art. 6(1)(f)) |
| Answering questions, support requests and demo requests, including requests made through a form in our advertisements on Facebook or Instagram | Name, business name, email address, phone number, the content of your message and our correspondence | Steps at your request prior to a contract (art. 6(1)(b)); legitimate interest in answering you (art. 6(1)(f)) |
| Securing the service, preventing abuse and investigating incidents | IP address, browser and device information, session records, sign-in attempts, rate-limit counters, audit records of actions in the back office | Legitimate interest in keeping the service and our customers’ data secure (art. 6(1)(f)); legal obligation to secure personal data (art. 32) |
| Measuring our advertising (only with your consent) | Meta cookie identifiers (_fbp, _fbc), IP address, browser information, the page visited, and, when you sign up, a hashed email address, a user identifier, your country and the sign-up, trial and subscription events | Consent (art. 6(1)(a)); you can withdraw it at any time in the cookie settings |
| Sending news about Verimly to business users | Name, email address, business name | Legitimate interest for existing customers (art. 6(1)(f) and article 11.7 of the Dutch Telecommunications Act), with an unsubscribe option in every message; otherwise consent (art. 6(1)(a)) |
| Providing the AI assistant and the agent (MCP) interface, if you use them (see section 5) | Your questions and the assistant’s answers, the data returned by the tools the assistant uses on your behalf, proposed and confirmed changes, usage counters, and a record of each tool call made by the assistant or by an agent you connected | Performance of a contract (art. 6(1)(b)), because the assistant is part of the Service you chose to use; legitimate interest (art. 6(1)(f)) for usage quotas, abuse prevention and security logs |
| Improving the service | Aggregated, anonymised usage statistics | Legitimate interest (art. 6(1)(f)) |
| Establishing, exercising or defending legal claims | Data relevant to the claim | Legitimate interest (art. 6(1)(f)) |
Your region is detected from the country your connection comes from when you sign up, so that we can suggest the right language and settings. We do not use your data for automated decision-making that has legal or similarly significant effects for you.
4. Advertising measurement with Meta
With your consent we use the Meta Pixel on verimly.com and on the sign-up pages of the back office, and send events from our servers to Meta (the Conversions API), to measure which advertisements lead to sign-ups and subscriptions. Meta Platforms Ireland Limited and we are joint controllers for collecting and transmitting this data to Meta; Meta is the sole controller for its further processing. Meta’s privacy policy is available at facebook.com/privacy/policy.
Without your consent, the Meta Pixel does not load and no events are sent. We never send data about guests of businesses or about staff to Meta. Events we have queued for Meta are deleted from our systems 30 days after they have been sent.
5. AI assistant and agent access
Verimly offers an AI assistant in the back office and an interface (MCP) that lets you connect your own AI agents to your Verimly data. Both are optional. You are told in the product whenever you are talking to an AI; see our AI transparency notice.
What is sent to the AI providers. When you ask the assistant something, we send your message, the recent conversation, instructions that tell the assistant how to behave, and the results of the lookups the assistant makes for you to Anthropic, which runs the language model. The assistant can only look up what you are allowed to see in the back office with your own role and permissions; it has no extra access. Where a lookup involves guests, their phone number, email address and address are masked, and payment details are never sent; analysis tools return totals rather than people wherever possible. To find the right help article we send help-centre text and your question to Voyage AI, which converts them into numeric vectors; we remove personal data from your question before that. If you connect your own agent, what that agent and its provider receive is governed by your agreement with them, not by this policy.
Providers and location. Anthropic Ireland, Limited and Anthropic, PBC process the data to generate answers, and Voyage AI Innovations, Inc. processes it for search. Both are listed on the Subprocessors page. Anthropic processes data in the United States or other regions of its global service, so it leaves the EU. These transfers rely on the European Commission’s Standard Contractual Clauses in the providers’ data processing terms. Under its commercial terms Anthropic does not train its models on our requests or its answers, and it deletes them from its systems within 30 days, unless a request is flagged as violating its usage policy, or the law requires longer storage. We configure Voyage AI so that content we send is not used to train its models.
Files you attach. You can attach files to a message to the assistant, such as a photo, PDF or spreadsheet of your menu. The file (photos are scaled down and their metadata, such as location, removed) or the rows read from a spreadsheet are sent to Anthropic with your message so the assistant can work with it, and again when the assistant needs to look at it later in the same conversation. Only you can open or use the files you attached. Attach only what the task needs: if a file contains personal data of guests or staff, it reaches the AI provider as it is and is not masked.
What we keep. Your conversations with the assistant, including the files you attached to them, are kept for 90 days and then deleted; files you attached but never sent are deleted after 24 hours; you can delete a conversation yourself at any time, and they are deleted when your account is deleted. Records of the tool calls made by the assistant or by connected agents (which tool, who, when, and the outcome, including approvals) are kept for 1 year for security, accountability and support. Usage counters are kept as long as needed for billing periods and quotas. We do not use your conversations to train AI models, and we do not give them to other customers.
Rights and choices. The AI never decides anything about you on its own: every change that the assistant or an agent proposes needs your confirmation, and it never makes refunds, voids or other money movements. You can use Verimly fully without the assistant; an owner can switch off the assistant and agent access for the organisation at any time. You have the rights described in section 9, including objection to processing based on legitimate interest. If personal data about guests or staff of a business appears in the assistant’s answers, that business is responsible for it and we act on its behalf, as described in the Data Processing Agreement.
6. Who receives your data
We do not sell personal data.
- Our sub-processors for hosting, email, text messages and, if you use the AI assistant or agent access, AI model inference and search (Anthropic and Voyage AI), listed on the Subprocessors page.
- Stripe, for subscription payments and for payment acceptance by your business.
- Meta, only with your consent, as described in section 4.
- Other members of an organisation you belong to see your name, email address, role and the actions you take in that organisation.
- Professional advisers, auditors and authorities, where necessary for the purposes above or required by law.
- A buyer or successor of our business, if our business is transferred, subject to this policy.
7. Transfers outside the EEA
Our main systems are in the European Union. Some providers (for example Vercel, Postmark, Meta, and Anthropic and Voyage AI for the AI features) are based in the United States or may access data from there. Such transfers rely on the EU–U.S. Data Privacy Framework or on the European Commission’s Standard Contractual Clauses. You can ask us for a copy of the relevant safeguards.
8. How long we keep data
| Data | Retention |
|---|---|
| Back-office account data | As long as you have an account; deleted within 90 days after you close it or after your last organisation has ended its subscription and its data has been deleted |
| Invoices, billing and payment records | 7 years, as required by Dutch tax and bookkeeping law |
| Correspondence, support and demo requests | Up to 2 years after our last contact, or longer for customers while the agreement runs |
| Session records (IP address, browser) | Until the session expires (at most 30 days without use) and at most 12 months for security logs |
| Audit records of back-office actions | As long as the organisation’s data is kept (see the Terms of Service) |
| Advertising measurement data | Event queue: 30 days after sending. Attribution data linked to your account: up to 13 months |
| Marketing email list | Until you unsubscribe |
| AI assistant conversations | 90 days, or earlier when you delete them |
| Files attached to the AI assistant | With their conversation: 90 days, or earlier when you delete it; deleted when your access to the organisation ends. Files never sent: 24 hours |
| Tool-call records of the assistant and connected agents | 1 year |
| Requests and answers at Anthropic | Deleted by Anthropic within 30 days under its current commercial terms (longer only where flagged for a usage-policy violation or required by law) |
9. Your rights
You have the right to access your data, to have it corrected or erased, to restrict its processing, to data portability, and to object to processing based on legitimate interests, including at any time to direct marketing. These rights also apply to your use of the AI assistant. Where processing is based on consent, you may withdraw consent at any time without affecting earlier processing.
To exercise your rights, email privacy@verimly.com. We may ask you to confirm your identity. We respond within one month; if a request is complex, we may extend this by two months and will tell you why.
You also have the right to lodge a complaint with a supervisory authority. In the Netherlands this is the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl). You may also complain to the authority in the EU country where you live or work.
10. Security
We protect personal data with appropriate technical and organisational measures. These are described on our Security page.
11. Children
Verimly is a service for businesses and is not directed at children. Back-office accounts may only be created by people aged 18 or over.
12. Changes
We may update this policy. The date at the top shows when it was last changed. We will inform account holders of material changes by email or in the back office.