Privacy policy

Posoda makes point-of-sale and management software for hospitality businesses — cafés, restaurants, bars, and food trucks. This policy explains what personal information we collect, why, who we share it with, where it is processed, and the rights you have over it.

Last updated 2 August 2026.

If we change this policy in a way that materially affects your rights, we will tell you before the change takes effect — usually by email to the account holder, and by updating the date above.

Two very different roles

Most of what this policy has to explain follows from one distinction, so it comes first.

When you are a Posoda customer — a business that subscribes to Posoda, or someone who works for one — we decide how your information is handled. We are the controller of that information and this policy governs it directly.

When you are a guest of a business that uses Posoda — you booked a table, joined a loyalty program, ordered online, or simply bought something — the business you dealt with decides what is collected and what it is used for. We only hold and process that information on their instructions, as their processor. That business is your first point of contact for access, correction, or deletion, and their own privacy policy governs how they use it. We will still help you reach them, and we act on their instructions promptly.

Where this policy says "the business" or "the venue", it means the merchant operating the till you bought from — not Posoda.

Who we are

"We", "our", and "us" mean Posoda Limited and its wholly owned subsidiaries. You can reach us about anything in this policy at support@posoda.com. If you would prefer to write, ask us for the postal address of the entity that holds your information and we will provide it.

Information we collect from businesses and their staff

Account and billing. The name, email address, phone number, and country of the person who signs up; the trading name, address, and settings of each venue; and the subscription and invoice records tied to them. Card details for your subscription are entered directly into Stripe and are never stored on our systems.

Staff records. Names, email addresses, the numeric PIN used to unlock a till, role and permission assignments, and — for venues using the roster, timesheet, and payroll-export features — pay rates, availability, shifts scheduled, and clock-in and clock-out times. These records are created and managed by the business that employs you. If you work at a venue that uses Posoda and want to see or correct what is held about you, ask your employer first; we will act on their instruction.

Devices. When an iPad is paired to a venue we record a device name and type, a device key, a hashed user-agent string, and the time of the last heartbeat, so that a lost or stolen till can be identified and revoked.

Support. Anything you send us when you contact support, including diagnostic reports you choose to submit from the app.

Information the software collects about guests

We hold the following on behalf of the business you dealt with. What is collected depends on which features that business has switched on.

Loyalty members — first and last name, email address and mobile number, an optional date of birth, points balance and full earning and redemption history, the version of the loyalty terms you accepted, the IP address you accepted them from, and whether you separately opted in to marketing and when. Agreeing to marketing is never a condition of joining.
Bookings — name, email address, phone number, party size, the time and table booked, and any note you or the venue added to the reservation.
Online and QR orders — the contents of your cart, the contact details you enter at checkout, a delivery address if you choose delivery, and the order's status history.
Transactions — what was ordered, the amounts, the payment method, any tip or refund, and the time and till involved. Where a sale is linked to a loyalty account or an online order, it is linked to you.

Loyalty enrolment is confirmed by a one-time code sent to the email address or mobile number you give, so an account cannot be created against contact details that are not yours. You must be at least 16 to join a loyalty program.

Payment card information

We never see or store card numbers. In-person card payments run on an external EFTPOS terminal supplied by the venue's payment provider; the card never touches the Posoda app, and the app receives only an approval result and a printable receipt. Online payments are handled by Stripe on Stripe's own hosted infrastructure. We keep the amount, the outcome, and a payment reference so that receipts, refunds, and reports work.

Information collected automatically

Diagnostics. When the app or the dashboard hits an error we send a crash report to Sentry so we can fix it. Reports identify the user only by an opaque internal id, and names, email addresses, phone numbers, tokens, and similar values are stripped from error payloads and breadcrumbs before they leave the device.

Websites. On posoda.com and the dashboard we collect standard server and analytics data — IP address, browser and device type, pages viewed, and referring links — to keep the sites working and understand which pages are useful.

What we do not collect. The POS app does not collect your location, does not use advertising identifiers, and does not track you across other companies' apps or websites. On Android it requests location permission only where the operating system requires it to scan for Bluetooth printers, and the scan is flagged as not being used to derive location. The camera permission is used solely to scan QR codes and barcodes; images are processed on the device and never uploaded.

Cookies

The dashboard and staff portal set session cookies (pd.ssid, pd.rt, pd.portal) to keep you signed in. The online ordering pages set pd.esid to remember your cart and order between page loads. These are necessary for the service to function and cannot be turned off without breaking sign-in or checkout. We also use a small amount of privacy-preserving analytics on our public website.

Why we use this information

To provide the service — taking orders, processing payments, printing receipts and kitchen tickets, running rosters and timesheets, and syncing data between tills.
To keep working offline. Tills store a local copy of the data they need so a venue can keep trading through a network outage, and reconcile when the connection returns.
To bill for subscriptions and provide support.
To keep the service secure — detecting fraud, abuse, and unauthorised access, and revoking compromised devices.
To fix bugs and improve the product, using diagnostics and aggregate usage patterns.
To send marketing about Posoda to business contacts, where we are permitted to. You can unsubscribe from any such message.
To meet our legal, tax, and accounting obligations.

Depending on where you live, our legal basis is performance of a contract with you, our legitimate interests in operating and securing the service where those interests do not override your rights, compliance with a legal obligation, or your consent — which you can withdraw at any time.

We do not sell personal information, and we do not use guest data from one business to market to them on behalf of another.

Who we share it with

We share personal information with service providers who help us run Posoda. They may only use it to provide their service to us, and are bound by contract to protect it.

Supabase — the main database and account authentication.
PowerSync — real-time sync between our database and each till's offline copy.
Fly.io and Vercel — hosting for our API and our web applications.
Stripe — subscription billing and online payments.
Resend — transactional email such as receipts, booking confirmations, and one-time codes.
Twilio — SMS, where a business sends one-time codes or confirmations by text.
Sentry — crash and error reporting.
Apple and Google — where you add a loyalty card to Apple Wallet or Google Wallet, the details shown on that pass.
Google Maps — address lookup when a business enters a venue or delivery address on the dashboard.
Anthropic — where a business enables the AI assistant, the questions asked and the business data needed to answer them. This feature is off unless a business turns it on, and the data is not used to train models.

We may also disclose personal information:

to the business whose guest, staff member, or customer you are — this is the ordinary operation of the service;
to regulators, law enforcement, or courts where the law requires it, or to establish or defend legal claims. Where we are permitted to tell you, we will;
to a buyer, and their advisers, in connection with a sale or merger of our business; and
to anyone else you ask us to.

Where your information is processed

Our API runs in Sydney, Australia. Some of the providers listed above process data outside your country — Sentry in particular processes diagnostic data in the United States, and Stripe, Resend, Twilio, and Anthropic operate internationally. Where we transfer personal information across a border we rely on contractual protections with each provider requiring them to handle it consistently with this policy and applicable law. Ask us at support@posoda.com if you want the detail for a specific provider.

How long we keep it

Business account and transaction records are kept for as long as the business subscribes and afterwards for as long as we need them for tax, accounting, or legal reasons — usually seven years for financial records. Loyalty and booking records are kept while the account is active and the business continues to use the feature. Crash reports are kept for a short retention window and then deleted. When a business closes its account we delete or anonymise its data once the retention periods above have run.

Security

Data is encrypted in transit. Access to production systems is restricted to the people who need it. Tills authenticate with device-bound tokens that we can revoke immediately if a device is lost, and the app is configured to keep its offline database out of automatic device backups so that a lost or stolen till does not leak its local copy. No system is perfectly secure; if a breach affects you and the law requires it, we will notify you and the relevant regulator.

Your rights

Subject to local law, you can ask us to:

tell you what we hold about you and why;
correct anything inaccurate or out of date;
delete your information, where we are not required to keep it;
give you a copy in a portable format, or send it to someone else;
restrict or stop a particular use, including objecting to processing based on our legitimate interests.

To make a request, email support@posoda.com. If your request concerns a loyalty account, a booking, or an order at a particular venue, the fastest route is to ask that venue directly — the data is theirs, and we act on their instruction. You can also ask any member of their staff, or email us and we will pass the request on.

Marketing. You can opt out at any time using the unsubscribe link in any message, by asking staff at the venue, or by emailing us. Withdrawing marketing consent never affects your loyalty account, your points, or your ability to redeem a reward.

Children

Posoda is not directed at children. Loyalty enrolment requires you to be at least 16, and the enrolment form rejects a date of birth under that age. If you believe we hold information about a child, contact us and we will delete it.

Complaints

If you are unhappy with how we have handled your information, tell us at support@posoda.com and we will investigate and respond. You can also complain to the data protection authority where you live — in New Zealand the Office of the Privacy Commissioner, in Australia the Office of the Australian Information Commissioner, and in the EU or UK your national supervisory authority.