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1. Who handles your information
This policy explains how GiveMyMenu, operating GiveMyMenu from Kathmandu, Nepal, handles information about website visitors, account holders, venue staff and guests using a venue’s digital menu. Contact us at hello@givemymenu.com about this policy or your information.
We determine how account administration, our subscriptions, support and service security information are used. For guest orders and staff records managed by a venue, the venue generally determines their purpose and use, and we process those records to provide its software service. Venues also have their own responsibilities to explain their privacy practices. If a request concerns a particular restaurant, cafe or hotel, contact that venue first; we can help route a request where appropriate.
2. Information we collect
- Account details: name, email address, personal phone number, password hash, staff memberships, roles, sign-in/session records, and the policy version and time recorded when you agree during signup. Venue phone numbers and addresses are collected separately when an owner adds or manages a venue.
- Venue and service records: menus, uploaded photos and videos, profile photos, branding, tables or rooms, orders, item notes, kitchen tickets, bills, payment records, cash shifts, stock records, reviews and administrative audit records entered through the service.
- Subscription details: plan and version, billing period, amount and currency, payment status, payment-provider references, customer/subscription identifiers and relevant transaction dates. Payment credentials are entered with the payment provider; our application does not store full card numbers, card security codes, wallet PINs or banking passwords.
- Enquiries: the name, work email, contact number, venue name/type and messages supplied for a demo, support, privacy or refund request.
- Technical information: IP addresses, browser/device information, request and error logs, session and verification identifiers, and time-zone or approximate country information used for security, troubleshooting and appropriate pricing.
Most information comes from you, a venue administrator, staff operating a venue, or a guest placing an order. Payment providers send payment confirmations and related subscription information. We do not require a guest to create an owner account to browse a menu or place a permitted table order.
3. Why we use information
- Provide accounts, venue workspaces, orders, bills, staff access and other requested features.
- Process and verify our subscription payments, maintain accounting records and handle billing questions or refunds.
- Arrange requested demos, answer questions and provide service-related communications.
- Prevent fraud and misuse, control access, investigate errors, maintain audit trails and protect the service.
- Produce operational reports for the authorised venue or account and understand service reliability.
- Meet legal obligations, resolve disputes and respond to valid requests from competent authorities.
We use information to fulfil a requested service or agreement, comply with applicable legal obligations and pursue proportionate interests in operating and protecting the service. Where consent is required by applicable law, we seek it for the relevant purpose and explain how to withdraw it. Required account and transaction information is needed to provide the associated feature; optional information can be omitted. A demo request is a request for follow-up, not a subscription to unrelated marketing.
4. Guest orders and venue access
Authorised staff can access the order, bill, table or room details needed for service. A table or room session can have a shared bill: people authorised for that same session may see its orders and bill. Protect table PINs and verified devices, and ask staff if a session needs to be closed or reset.
Order notes and reviews may be seen by the venue’s team. Keep them relevant to the service and avoid entering sensitive personal information that is unnecessary. Tell venue staff directly about an urgent allergy or safety issue. A venue’s retention and use of guest information outside GiveMyMenu are governed by that venue’s own practices and applicable law.
7. How long information is kept
Retention depends on the purpose and the record, rather than one deletion date for every type of information:
- Account and operational records: while the account or venue uses the service and while needed for requested administration, support or an unresolved dispute. Ask us about closure, export or removal of information that is no longer needed.
- Orders, bills, subscription payments and audit records: for the applicable accounting, tax, fraud-prevention, legal-claim and recordkeeping periods. These records may need to remain after an account closes or a table, venue or plan is removed.
- Demo and support enquiries: while responding and for necessary follow-up or a related dispute, with removal or minimisation when the purpose ends unless another lawful retention reason applies.
- Technical information and backups: for security, troubleshooting and recovery needs. Short-lived security counters and browser sessions expire according to their settings. A deletion may not immediately remove a protected backup copy; any retained copy remains restricted and subject to its recovery and retention purpose.
We can explain the criteria and any legal reason for retaining particular records when you contact us. Deletion requests are reviewed individually; closing access does not promise immediate deletion of every financial or historical record.
8. Security and international processing
We use measures appropriate to the service, including password hashing, access restrictions, protected sessions and request validation. Access to private venue records is limited by account and staff permissions. No system can guarantee absolute security; protect your credentials and contact us if you suspect misuse.
Infrastructure, payment or security providers may process information in countries other than Nepal or the country where you are located. Where applicable law requires a transfer mechanism or additional safeguards, we will use the required arrangements. Contact us for information about the providers and processing locations relevant to your account or any additional data-processing terms your organisation needs.
9. Your choices and privacy requests
Depending on applicable law and our role in the processing, you may be able to request access, correction, a copy, deletion, restriction or portability of your personal information; object to a use; or withdraw consent for a use that relies on it. Withdrawal does not affect earlier lawful processing. You can also complain to a competent privacy or consumer authority in your jurisdiction.
Email hello@givemymenu.com with the subject “Privacy request”, your account email or the venue and approximate date of the relevant interaction, and what you would like us to do. We may ask for proportionate identity or authority verification. We will respond within the timeframe required by applicable law and explain any necessary retention or other limitation.
For a venue-controlled guest or employment record, the venue may need to decide and fulfil the request. We assist within our role. Do not send a password, wallet PIN, full card number or one-time code with a request.
10. Children and automated protection
Owner and staff account registration is intended for adults aged 18 or over. The service is not directed at children. A guest’s use must follow the venue’s rules and applicable law, with a parent or guardian involved where appropriate. Contact us if you believe a child’s information has been provided inappropriately.
Security systems may automatically challenge or limit suspicious requests, including sign-in or ordering attempts. If you believe access has been blocked incorrectly, contact us for assistance. We do not use these systems to make employment, lending or similar eligibility decisions about individuals.
11. Updates and contact
We update this notice when our practices change and show the effective date and version on the page. We will draw material changes to your attention and obtain any new permission required by law before relying on it.
For privacy enquiries, email GiveMyMenu at hello@givemymenu.com. Related documents: Terms & Conditions and Refund & Cancellation Policy.