Privacy Policy

1. Who we are and what this covers

Aduane is restaurant software: a dashboard, a staff app and public ordering and booking pages. It is run by [Company legal name] (“Aduane”, “we”, “us”). This policy explains what personal data the Service handles, why, who it is shared with, how long it is kept, and the rights people have under Ghana’s Data Protection Act, 2012 (Act 843).

We handle personal data in two different roles:

• For restaurants (as their processor). Each restaurant decides what it records about its guests and staff: orders, bookings, receipts, messages, staff hours and so on. For that data the restaurant is the data controller and we process it on its behalf, under our Terms of Service. If you ordered from, booked with or work at a restaurant that uses Aduane, the restaurant is responsible for your data and you should contact it first. We will help it answer you.
• For ourselves (as controller). We are responsible for the data we need to run Aduane as a business: the accounts of the people who sign up and use the dashboard, subscription billing, support conversations, and security records.

Words such as Restaurant, Users, Staff and Guests have the meanings given in the Terms of Service.

2. What we collect

Restaurant owners and dashboard users

• Name, email address, phone number, the restaurant’s name, address and business details.
• Your password (stored only as a one-way hash) and, if you turn on two-factor sign-in, its secret (stored encrypted) and recovery codes (hashed).
• Billing details: your plan, invoices and payment status. Card and mobile money details are entered with our payment provider, Paystack; we never see or store full card numbers.
• Phone numbers you add for alerts and the daily briefing, and messages you send to support.

Staff (recorded by the restaurant)

• Name, role, a PIN for the staff app (stored only as a hash), and clock-in and clock-out times.
• What each person does in the app: orders taken, items voided, discounts and refunds given, payments taken, cash-ups. These records protect the restaurant and its staff, and appear in reports, the audit log and the owner’s daily briefing (which can point out unusually many voids, discounts or refunds).

Guests (recorded by the restaurant, or entered by the guest on its pages)

• Name, phone number, email address and delivery address, when given for an order, booking, receipt or loyalty account. A guest’s record is kept for offers only if they tick the box agreeing to it, and they can ask the restaurant to stop at any time.
• Orders, bookings, payments, loyalty points and visit history, and notes you or the restaurant add, which can include dietary needs or allergies.
• For card or mobile money payments at the table or online: the mobile money number the payment prompt is sent to, and the payment reference and status from Paystack. Card details go to Paystack only.

Technical information

• Sign-in and security records: when and from which IP address and device someone signed in, and an audit log of important changes.
• The devices registered as staff devices, and the app version they run.
• Server logs kept for a short time to keep the Service working and secure.

We don’t use advertising trackers or third-party analytics, and we don’t collect data from guests’ devices beyond what their browser needs to use the restaurant’s page.

3. How we use it, and why we are allowed to

• To provide the Service the restaurant has signed up for: taking orders and payments, sending receipts and messages it has switched on, keeping stock and reports. (Performing our contract with the restaurant, which in turn relies on its own lawful basis, usually the guest’s order or booking.)
• To run accounts and billing: sign-in, invoices, payment reminders, and moving accounts between plans. (Contract.)
• To keep the Service and its users safe: two-factor sign-in, rate limits, audit logs, detecting misuse and fixing faults. (Our legitimate interests, and the restaurant’s.)
• To support you and tell you about changes to the Service, prices or these documents. (Contract and legitimate interests.)
• To meet legal obligations, such as keeping billing records for tax, or answering lawful requests from authorities. (Legal obligation.)
• To improve the Service, using anonymous, aggregated statistics that never identify a restaurant, person or guest. (Legitimate interests.)

We don’t sell personal data, and we don’t use it for advertising. We send marketing to restaurant owners only where the law allows, and every such email has a way to unsubscribe.

4. SMS and email

• Guests receive only service messages the restaurant has turned on: order and booking updates, booking reminders and receipts. A guest who doesn’t want them should tell the restaurant, which can stop them.
• Once an SMS has been sent (or has failed), we delete the full phone number and the message text, and keep only a masked number (for example 024•••••567), the kind of message and its status, so the restaurant can see what was sent.
• Owners and managers receive alerts and a daily briefing they can switch off in Settings → Messages.

5. AI features

• Menu import, invoice scanning and counting stock from a photo send the photo or PDF a user uploads to our AI provider, Anthropic, to be read. The file is not stored by Aduane afterwards. Photos of shelves and fridges should show stock, not people.
• Ask your numbers and the forecast note send Anthropic totals from the restaurant’s records (sales, dishes, stock, service times, and staff shown only as labels such as “Staff 1”, not by name), never guests’ names, phone numbers or emails. Menu writing sends dish names, descriptions and recipe ingredients; the help assistant sends the question asked.
• The daily briefing sends Anthropic the restaurant’s figures for the day (sales, dishes, counts of voids, discounts and refunds against staff labels such as “Staff 1”, not names, and stock levels). It never sends guests’ names, phone numbers or email addresses.
• Anthropic processes this data only to provide the feature, under commercial terms that do not allow it to use the data to train its models. Neither do we.
• AI output is a draft. Nothing it reads is saved until a person has checked it, and no decision about a person is made by AI alone.

6. Who we share it with

We use these providers to run the Service. Each receives only what it needs for its part, under a contract that requires it to protect the data:

• Hosting: [hosting provider], where the Service and its database run, and where encrypted backups are stored.
• Email: [email provider], to send sign-in, billing, receipt and booking emails.
• SMS: Arkesel or Hubtel (Ghana), to send text messages.
• Payments: Paystack. For subscriptions, through Aduane’s own account; for guests’ payments, through the restaurant’s own Paystack account, where Paystack and the restaurant handle the payment under their own terms.
• AI: Anthropic, for the features in section 5.

We may also share personal data when the law requires it or to answer a lawful request from a court or authority, to protect people’s safety or our rights, or with a company that takes over the Service (which would be bound by this policy). Within a restaurant, what each person can see depends on the role the restaurant gives them.

7. Data outside Ghana

Some providers process data outside Ghana: Anthropic in the United States, and [hosting provider] in [country]. When data leaves Ghana we make sure it is protected to a standard at least as high as Ghanaian law requires, through our contracts with those providers and the security measures in section 9.

8. How long we keep it

• Restaurant data, including guests’ and staff details, is kept while the restaurant’s account is open, and the restaurant can delete records it no longer needs. When an account is closed, we keep the data for 30 days in case it changes its mind or wants a copy, then delete it; copies in backups disappear as the backups rotate, within a further 30 days.
• SMS: full numbers and message text are deleted once sent (section 4).
• Files uploaded to AI features are not kept (section 5).
• Dashboard user accounts are deleted with the restaurant’s account, or when the restaurant removes the user. Staff are removed by the restaurant; records of what they did stay with the restaurant’s orders and reports.
• Billing records are kept for as long as tax law requires, even after an account is closed.
• Server logs are kept for a short time, normally no more than 30 days.

9. Security

We protect data with encryption in transit (HTTPS), hashed passwords and PINs, encrypted storage of secrets such as payment keys and two-factor secrets, two-factor sign-in, role-based access, rate limits, an audit log, and nightly backups. Each restaurant’s data is kept separate from every other restaurant’s. No system is perfectly secure; if we become aware of a breach affecting personal data, we tell the restaurants affected without undue delay, and the Data Protection Commission where the law requires it.

10. Cookies and storage on your device

• We use one essential cookie to keep you signed in to the dashboard or staff app. It can’t be read by scripts on the page, and expires when that sign-in does.
• The staff app stores the menu, recent orders and orders waiting to sync on the device, so it keeps working without internet. Orders are sent to the server when the connection returns. Setting the device up for a different restaurant clears this data, and the restaurant can remove a device from its account at any time.
• The browser may also remember small preferences, such as a chosen tab. We don’t use cookies for advertising or tracking, so there is nothing to opt out of.

11. Your rights

Under the Data Protection Act, you can ask:

• to be told whether we hold personal data about you, and for a copy of it;
• for inaccurate data to be corrected, and for data to be deleted when it is no longer needed or was collected unlawfully;
• us to stop processing your data for a purpose you object to, including any marketing.

For data a restaurant holds about you as a guest or member of staff, ask the restaurant; it can correct or delete most records itself, and we will help it with anything it can’t. For your Aduane account or anything else, email support@nanafi.africa. We may need to confirm who you are first, and we reply within 21 days, or tell you if we need longer.

If you are unhappy with how your data has been handled, please tell us so we can put it right. You can also complain to the Data Protection Commission of Ghana (dataprotection.org.gh).

12. Children

The dashboard and staff app are for adults working in restaurants. Restaurants may record a booking or order for a family, but we don’t knowingly collect personal data from children, and guests ordering online should be old enough to do so under the law.

13. Changes to this policy

We may update this policy as the Service changes. We show the date it took effect at the top, and tell restaurant owners by email or in the dashboard before a change that materially affects how their data, or their guests’ and staff’s data, is handled.

14. Contact

[Company legal name], [registered address], Ghana. Registered with the Data Protection Commission under number [registration number]. Questions about privacy or requests about your data: support@nanafi.africa.