How to use these templates
As a business using Verimly, you are responsible for informing your guests and for the conditions of your gift cards, loyalty programme and reservations. These templates help you get started. Your website already has an automatic privacy policy and a terms of service page you start from a template (Settings → Policies); use these texts for anything else. Replace everything in [square brackets], remove what does not apply, and add the result to your terms of service or hand it out at the till. The templates are not legal advice; check them against your situation and local law.
A. Privacy notice for your guests
Who we are. [Venue legal name], [address], KvK [number], is responsible for the personal data described here. Contact: [email].
What we use and why. When you book a table, we use your name, contact details, party size and notes to manage your reservation. When you order online or at the table, we use your order, name and contact details to prepare and hand over your order. When you join our loyalty programme, we keep your name, contact details, birthday if you give it, visits and points or stamps to run the programme. When you receive a gift card, we use your name and contact details to deliver it. We keep sales records for seven years because tax law requires it.
Legal basis. We need this data to perform our agreement with you, and to meet our legal obligations. We only send you news and offers if you have agreed, and you can unsubscribe at any time. If you tell us about allergies or dietary needs, we use this only to serve you.
Who receives your data. We use Verimly (Verimly) as our point-of-sale and reservation system; Verimly processes your data on our behalf. Card payments are processed by Stripe. [Add others, e.g. your accountant or delivery partner.]
How long. Reservation details: [e.g. 12 months after your visit]. Loyalty data: until you leave the programme or after [e.g. 24 months] without visits. Sales records: 7 years.
Your rights. You can ask us to access, correct or erase your data, to restrict or object to its processing, or to receive a copy. If you use the Knownbee app, you can download your data and leave our programme yourself. You may complain to the Autoriteit Persoonsgegevens.
B. Gift card terms
- Gift cards are issued by [Venue legal name] and can be used at [all our locations / location name] for [food and drinks / all products].
- A gift card is valid for [24] months from the date of issue. The expiry date is shown in the Knownbee app and on the receipt.
- You can pay with a gift card in several visits until the balance is used. Gift cards cannot be exchanged for cash, except where the law requires it.
- The recipient receives the gift card by email or text message and can open it in the Knownbee app. To pay, the recipient shows a one-time code from the app at the till.
- Treat a gift card like cash. We are not responsible for misuse of a gift card after it has been delivered, unless it is our fault.
- If our business closes or changes ownership, we will inform holders of outstanding gift cards in good time about how they can use them.
- Questions: [email].
C. Loyalty programme terms
- The loyalty programme of [Venue name] is free. Membership is open to anyone aged 16 or over.
- You earn [1 stamp per visit of at least €X / X points per euro spent] on purchases paid at [our locations]. [New members receive a welcome reward after their first paid purchase.]
- Rewards: [e.g. a free coffee after 10 stamps]. Rewards are personal, cannot be exchanged for cash and cannot be combined with other offers unless stated otherwise.
- Points, stamps and rewards expire [after X months without a visit / X months after they were earned].
- Misuse, such as earning rewards with someone else’s code, can lead to the cancellation of rewards and membership.
- We may change or end the programme with [30] days’ notice. Rewards already earned remain valid for at least [30] days after the notice.
- Your membership is managed through the Knownbee app by Verimly. Our privacy notice explains how we use your data. You can leave the programme at any time in the app or by asking us.
D. Reservation policy
- Reservations can be made online up to [X days] in advance and at least [X hours] before arrival, for up to [X] guests. For larger groups, please contact us.
- We keep your table for [15] minutes after the reserved time. After that we may give it to other guests.
- Please cancel or change your reservation as early as possible via [phone/email].
- Let us know about allergies or special requests in the notes; we will do our best but cannot always guarantee them.
- [If you plan to charge deposits or no-show fees: state the amount, when it is charged and the cancellation deadline clearly before the guest books. Verimly does not currently collect deposits or no-show fees.]