1. Who is responsible for your data
Verimly is a point-of-sale system that hospitality businesses use to take orders, accept payments, manage reservations and run loyalty programmes. When you order, pay, make a reservation or receive a gift card at such a business, the business (the "venue") decides what happens to your data and is the controller. Verimly, which provides Verimly, processes your data on the venue’s behalf as its processor.
Venues may have their own privacy notice, which is linked on their website. This notice explains how Verimly generally works, so that you know what to expect. For questions or to exercise your rights, please contact the venue first. If you cannot reach the venue, you can write to privacy@verimly.com and we will forward your request.
2. What data is processed
| When you… | Data | Why |
|---|---|---|
| order at the venue | What you order, notes for the kitchen, the table or a name for your tab | To prepare and serve your order and settle the bill |
| order at the table with a QR code | Your order and notes, which items you pay for when splitting the bill, your tip; on your device, your cart and order | To send your order to the kitchen and let you pay at the table |
| order online for pickup | Name, email address, optionally phone number, order and notes | To prepare your order and contact you about it |
| book a table | Name, phone number and/or email address, party size, date and time, language, notes, whether you showed up | To manage your reservation |
| pay by card or online | Amount, tip, card brand and last four digits, payment status; the email address you enter for a receipt | To process your payment and refunds |
| give your contact details at the till or on the customer display | Email address and/or phone number, name, whether you want news and offers | To register you as a customer, for example for the loyalty programme |
| join the loyalty programme | Name, contact details, birthday (if you give it), visits, orders, points or stamps, rewards | To run the loyalty programme |
| receive a gift card | Your name and email address or phone number, the sender’s name and message, balance and use | To deliver the gift card and let you spend it |
Please do not share more sensitive information than needed. If you mention allergies or dietary requirements in a note, the venue uses this only to prepare your food or arrange your table.
3. Legal basis
- Taking and fulfilling your order, reservation or gift card: necessary for the agreement with the venue (art. 6(1)(b) GDPR).
- Keeping financial records of sales and payments: the venue’s legal obligations under tax and bookkeeping law (art. 6(1)(c)).
- Loyalty programme: your agreement with the venue when you join.
- News and offers by email or text message: only with your consent, which is always optional and can be withdrawn at any time (art. 6(1)(a)).
- Information about allergies or dietary needs you give in a note: your explicit consent, given by entering it, for the purpose of serving you (art. 9(2)(a)).
4. Payments
Card and online payments are processed by Stripe on behalf of the venue. Card details are entered directly into Stripe’s secure systems; neither the venue nor Verimly receives your full card number. If you enter an email address for a receipt, Stripe sends you the receipt and the venue does not keep that address for any other purpose. Stripe processes payment data under its own responsibility as well, as described at stripe.com/privacy.
5. Your contact details and the Knownbee app
When a venue registers you as a customer with your email address or phone number, for example when you book a table, order online or join its loyalty programme, Verimly prepares a place for your loyalty card and any gift cards in the Knownbee app. Nothing is activated and nothing is accepted on your behalf. Only when you sign in to Knownbee yourself with the same email address or phone number, and accept its terms, do you see your cards from that venue. A venue only sees its own card for you, never your memberships with other venues. More information is in the Knownbee Privacy Notice.
6. Who receives your data
Verimly does not use guest data for its own advertising and does not sell it. Guest pages and business websites contain no advertising trackers.
- The venue and its staff, as far as necessary for their work.
- Verimly as the venue’s processor, and Verimly’s sub-processors for hosting and for sending email and text messages (listed on the Subprocessors page).
- Where the venue uses the AI assistant in Verimly, the AI providers Anthropic and Voyage AI (listed on the Subprocessors page), on the venue’s behalf. Phone numbers, email addresses and addresses of guests are masked before data reaches the AI, and card data is never sent. The venue can switch the assistant off.
- Stripe, for payments.
- Authorities, where the venue is legally obliged to share data, for example with the tax authority.
7. How long data is kept
The venue decides how long it keeps your data. Sales and payment records must generally be kept for seven years for tax purposes. If you ask the venue to erase your customer profile, your name and contact details are removed from your orders and reservations, while the financial records of the sales are kept without your details.
8. Your rights
You have the right to access, correct and erase your data, to restrict or object to its processing, and to receive your data in a portable format. You can withdraw consent for news and offers at any time, via the link in the message, in the Knownbee app or by asking the venue. Contact the venue to exercise your rights; Verimly helps the venue to respond. You also have the right to lodge a complaint with a data protection authority, in the Netherlands the Autoriteit Persoonsgegevens.