Privacy policy
This policy explains what personal data DrinksQR handles, why, and what rights you have. It covers our website, the accounts of venues that use DrinksQR, and the order data we handle on behalf of those venues.
Who we are
DrinksQR is a trading name of SimplySIM Solutions Ltd, a company registered in England and Wales (company number 16302568), registered office 4 Gallowsfield Walk, Market Drayton, England, TF9 3FP. ICO registration ZB960469. You can contact us about privacy at hello@drinksqr.com.
Our two roles
Controller. We decide how and why personal data is used for visitors to this website, people who contact us, and the owners and managers of venues who hold a DrinksQR account.
Processor. When a customer orders at a venue that uses DrinksQR, the venue is the controller of that order data, of the staff profiles it sets up for its bar screen, and of its mailing list (the email addresses of customers who chose to receive its marketing). We process that data only on the venue's instructions, under our data processing addendum. If you ordered at a venue and have a question about your data, please contact the venue first; we will help them answer you.
What we collect and why
| Data | Purpose | Lawful basis (UK GDPR) |
|---|---|---|
| Contact form: your name, venue name (optional), email address and message | Replying to your enquiry | Legitimate interests; steps before entering a contract |
| Venue owner account: your name, email address, business or venue name, and password. We store the password only as a bcrypt hash, never in readable form. We also record whether your email address is verified and when you last signed in. | Creating and running your account, signing you in, support | Contract |
| Email verification and password reset links. We store only a one-way hash of each link, with an expiry time (48 hours to verify, 1 hour to reset); each link works once. | Confirming your email address and letting you reset your password securely | Contract; legitimate interests (account security) |
| Venue and plan details: venue name and (if you add it) address, menu, tables, branding and logo, plan (Standard or Large), branding add-on, free trial status and end date, account status | Providing the service, applying your plan limits, managing the trial and your subscription | Contract |
| Billing records once you subscribe: invoices, amounts and payment dates | Billing and accounting | Contract; legal obligation (accounting records) |
| Sign-in session for the back office and the bar screen (session cookie) | Keeping you and your staff signed in securely | Contract; legitimate interests (security) |
| Venue mailing lists (on behalf of venues): the email address of a customer who ticks the optional box when ordering, with a record of their consent (the wording they saw, the language, the date and time, and a keyed hash of their IP address) and any unsubscribe | Letting the venue send its own news and offers to people who asked for them, and proving their consent | Consent, given to the venue (the venue is the controller; we store the list for it as its processor) |
| Security data: IP address, held only as a one-way keyed hash | Rate limiting and preventing abuse (sign-in, sign-up, ordering, contact form) | Legitimate interests (keeping the service secure) |
Account emails, such as the email verification link and password reset link, are sent from our own server. We don't use a third-party email marketing service, and we don't send marketing emails without your agreement.
This website does not currently use Google Analytics or any other analytics or advertising service. If we add one, we will only load it with your consent and will update this policy first.
Data we process for venues
Orders. An order contains the table, the items and options chosen, any notes, an optional first name, the total, the language used, timestamps, and which member of staff moved it on the bar screen. Customers do not create accounts, and we do not ask for phone numbers or payment card details when ordering. An email address is only collected if the customer chooses to join the venue's mailing list (below). Payment happens at the table, directly between the customer and the venue; DrinksQR does not take payments.
Venue mailing list (optional). When ordering, a customer can tick an unticked box to receive news and offers from that venue by email, and enter their email address. Ordering never depends on it, and nothing is stored unless the box is ticked. The venue is the controller of this list and the lawful basis is the customer's consent. We store the address with a consent record (the exact wording shown, the language, the date and time, and a keyed hash of the IP address, never the address itself) until the person unsubscribes or the venue deletes them. Every marketing email from the venue must include the person's own unsubscribe link, which works without signing in. DrinksQR doesn't send these emails and doesn't use the list for its own marketing. The consent history is kept as evidence of consent; if the venue deletes a contact at their request, the email address in that history is replaced by a one-way hash.
Bar staff profiles. A venue can add its staff to the bar screen with a name, a colour and a 4 to 6 digit PIN. The PIN is stored only as a bcrypt hash. Staff profiles have no email address or password.
Who we share data with
- Our hosting provider, IONOS SE, which hosts the service and its database for us on servers located in the United Kingdom.
- Professional advisers (for example accountants and lawyers) where needed.
- Law enforcement or regulators, where the law requires it.
We do not sell personal data, and we do not use customers' order data for our own marketing.
Where data is stored and international transfers
The service, its database and its files are stored on servers in the United Kingdom. IONOS SE is based in Germany; if its staff access data from the European Economic Area, for example for support, that is covered by the UK's adequacy regulations for the EEA.
How long we keep data
- Contact enquiries: up to 12 months after our last exchange, unless you become a customer.
- Venue owner accounts and venue data: for as long as the account is open. After a subscription ends, we delete the account, menu, table and order data within 30 days, unless the law requires us to keep something. If a free trial ends and you don't subscribe, we don't delete the account: it stays dormant, with the back office still available and the venue's ordering pages showing that ordering isn't available, until you subscribe or ask us to close it.
- Billing records: up to 6 years after the end of the financial year they relate to, for tax and accounting.
- Email verification and password reset links: they stop working after 48 hours and 1 hour respectively, or as soon as they are used.
- Order data: 24 hours after an order was last updated we remove the customer's name and any notes on it. The rest of the order record (table, items, total and times) is kept for the venue's reporting for as long as the venue uses DrinksQR, then deleted as above.
- Venue mailing lists: an address stays on the list until the person unsubscribes or the venue deletes it, and while the venue uses DrinksQR. An unsubscribed address is kept, marked as unsubscribed, so the venue can respect the choice; the consent history is kept as evidence of consent for as long as the venue uses DrinksQR, with the address replaced by a one-way hash if the venue erases the contact.
- Sign-in sessions: a back office or bar screen sign-in expires after 12 hours at most.
- Security (rate-limit) records: removed by routine clean-up after 24 hours.
Your rights
Under UK data protection law you can ask us to: give you a copy of your data; correct it; delete it; restrict or object to how we use it; and, in some cases, transfer it to someone else. Where we rely on consent, you can withdraw it at any time. To exercise a right, email hello@drinksqr.com. We will reply within one month.
You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to deal with your concern first.
Security
We use HTTPS, security headers, CSRF protection and rate limiting. Passwords and PINs are stored only as bcrypt hashes, email links only as one-way hashes, and IP addresses only as keyed hashes. Customer names and notes are removed from orders after 24 hours, and each account can only see its own venues. We limit access to personal data to people who need it. No system is perfectly secure, but we work to protect your data and will notify the ICO and affected venues of a qualifying breach as the law requires.
Children
This website and the DrinksQR service are aimed at businesses. Venues are responsible for age checks when serving alcohol, which staff carry out at the table.
Changes to this policy
We will post any changes on this page and update the date at the top. We will tell venues with an account about significant changes by email.