Privacy Policy

This Policy explains how Restoflow SRL processes personal data in connection with the RestoFlow platform. For account, authentication, billing, security, promoter, support and platform administration data, Restoflow SRL acts as controller.

For restaurant guest data processed through QR menus, orders, table requests, reservations or reviews, the restaurant is usually the controller and RestoFlow acts as technical provider/processor under the restaurant's instructions and platform configuration.

Depending on your role and the features used, we may process:

• account data: name, email, phone, role, authentication, user identifiers and language preferences;
• business data: restaurant, fiscal profile, tax ID, registration number, address, billing email, VAT status;
• promoter data: legal profile, IBAN, bank, payout contact, referral code, commissions, Stripe Connect/KYC status;
• operational data: menus, ingredients, allergens, prices, orders, reservations, tables, zones, staff, offers and reviews;
• guest data: QR/PIN sessions, table, waiter requests, orders, comments and limited technical identifiers;
• AI/social data: prompts, imported files, images, translations, suggestions, reports, posts and Meta integrations;
• technical data: IP, user-agent, logs, API errors, cookies/session tokens, audit trails and security signals.

We process data to provide and administer the service, including to:

• create accounts, authenticate users, enforce access control, provide dashboards and contractual support;
• run QR menus, orders, reservations, floor operations, reports, imports and AI features;
• handle subscriptions, checkout, invoicing, e-Factura, fiscal documents, referral credits and accounting records;
• manage referral codes, commissions, payouts, Stripe Connect/KYC checks, anti-fraud and promoter compliance;
• protect security, prevent abuse, troubleshoot, audit, ensure continuity and defend legal rights;
• send service communications, required notices and policy or terms updates.

Legal bases may include contract performance, legal obligations, legitimate interests, consent where required and the restaurant's instructions when RestoFlow acts as processor.

We do not sell personal data. We share data only when needed to operate the service or comply with legal obligations. Recipient categories include hosting, database, storage, email, operational analytics, AI, payment, invoicing, e-Factura, accounting, support and security providers.

Relevant integrations may include Supabase, Stripe, Stripe Connect, SmartBill/fiscal document services, ANAF/RO e-Factura, Meta/Facebook/Instagram and AI providers. When you connect Meta or Stripe Connect, processing also depends on those providers' terms and policies.

For AI features we may send technical providers information needed to generate or analyze content: menus, ingredients, images, text, prompts, translations, aggregated order data or configured preferences.

AI outputs are suggestions and must be reviewed by the customer before use. We do not use AI for solely automated decisions producing legal effects on users without meaningful human involvement.

We use cookies and similar technologies needed for authentication, security, session continuity, language preferences, guest QR/PIN sessions and app functionality. These are mainly technically necessary for the service.

Technical logs may include IP, user-agent, accessed routes, errors and security events. We use them for debugging, audit, abuse prevention and platform protection.

Some providers may process data outside Romania or the European Economic Area. Where this happens, we rely on GDPR-permitted mechanisms such as adequacy decisions, standard contractual clauses or other applicable safeguards.

For customer-selected integrations such as Meta or Stripe Connect, transfers may also be governed by that provider's documentation and settings.

We keep data for as long as needed to provide the service, perform the contract, meet tax and accounting obligations, protect security, audit, resolve disputes and comply with law. Operational data may have different retention periods depending on restaurant configuration and legal obligations.

When an account ends, data may be deleted, anonymized or retained in a limited form if legal obligations or legitimate interests require it. Practical deletion details are available on the Data Deletion page.

We apply reasonable technical and organizational measures, including authentication, role-based access, RLS policies, access separation, logs, administrative access limits and protections for tokens and integrations.

No online service is risk-free. Users must protect credentials, grant access only to authorized persons and notify us promptly if they suspect unauthorized access.

Subject to GDPR conditions, you may request access, rectification, deletion, restriction, portability, objection or withdrawal of consent where processing is based on consent. You may also lodge a complaint with the Romanian data protection supervisory authority.

For guest data processed on behalf of a restaurant, we may redirect the request to the restaurant or handle it together with the restaurant. For formal requests, email robert.serban@restoflow.ro with enough details to verify your role and context.

We may update this Policy for product, provider, legal or operational changes. The current version is posted at this URL with the latest update date.

Service usage terms are available in the Terms and Conditions.

Privacy requests and questions: robert.serban@restoflow.ro.

Service URL: https://restoflow.ro