Summary: Regent POS collects only the data needed to provide our service. We never sell your data. You have full rights under UK GDPR to access, correct or delete your information.
1. Who We Are
Regent POS is operated by Regent POS Ltd ("we", "us", "our"), a company registered in England and Wales. Our registered address is in London, United Kingdom. We are the data controller for information collected through regentpos.com.
If you have any questions about this policy, contact us at hello@regentpos.com.
2. What Data We Collect
We collect information you provide directly to us and information generated through your use of our services:
- Account information: Name, email address, phone number, restaurant name and business address when you register.
- Payment information: Billing details processed securely through our payment providers. We do not store full card numbers.
- Order data: Menu items, order history, table data and transaction records associated with your restaurant account.
- Usage data: Pages visited, features used, login timestamps and device information collected automatically.
- Communications: Messages you send us via contact forms or email.
3. How We Use Your Data
We use your information to:
- Provide, operate and maintain the Regent POS service
- Process payments and manage your subscription
- Send service notifications, receipts and updates
- Respond to support requests and enquiries
- Improve our product through aggregated, anonymised analytics
- Comply with legal obligations
4. Legal Basis for Processing
Under UK GDPR, we process your data under the following lawful bases:
- Contract performance: To deliver the services you signed up for
- Legitimate interests: To improve our services and prevent fraud
- Legal obligation: To comply with UK law and financial regulations
- Consent: For marketing communications (you may withdraw at any time)
5. Data Sharing
We do not sell your personal data. We share data only with:
- Payment processors (Stripe, PayPal) to handle subscription billing
- Infrastructure providers (hosting, email delivery) under data processing agreements
- Legal authorities when required by law or court order
6. Data Retention
We retain your account data for as long as your account is active plus 3 years, or as required by UK financial regulations. Order data is retained for 7 years for HMRC compliance. You may request deletion of personal data at any time, subject to legal obligations.
7. Your Rights (UK GDPR)
You have the right to:
- Access — request a copy of the data we hold about you
- Rectification — correct inaccurate or incomplete data
- Erasure — request deletion of your personal data
- Restriction — limit how we process your data
- Portability — receive your data in a machine-readable format
- Object — object to processing based on legitimate interests
To exercise any of these rights, email hello@regentpos.com. We will respond within 30 days.
8. Cookies
We use essential cookies to keep you logged in and maintain your session. We use analytics cookies (with your consent) to understand how our product is used. You can manage cookie preferences through your browser settings.
9. Security
We implement industry-standard security measures including TLS encryption, password hashing and regular security audits. No system is 100% secure — if you suspect a security issue, please contact us immediately.
10. Changes to This Policy
We may update this policy from time to time. We will notify registered users of material changes by email. Continued use of Regent POS after changes constitutes acceptance of the updated policy.
11. Contact & Complaints
For privacy queries: hello@regentpos.com
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.