This Privacy Policy explains how VisionnIQ ("we", "us", "our") collects, uses, and protects information when you use the VisionnIQ web platform and mobile app (together, the "Service"). VisionnIQ is a business-intelligence tool provided to hospitality venues (bars, restaurants, and similar businesses) and their authorised staff.
We act as a data processor for the business data your venue puts into the Service, and as a data controller for the account information we need to run the Service. If you are an EU/UK user, we process personal data in line with the GDPR and UK GDPR.
1. Information we collect
Account information — your name, email address, business/venue name, role, and password (stored only as a secure hash).
Business documents you provide — supplier invoices and delivery notes you photograph, upload, or email in; sales/till reports; stock counts; and the data extracted from them (products, prices, totals, dates, suppliers).
Photos — images captured with your device camera or chosen from your library for the purpose of submitting invoices.
Usage and device data — basic log data such as IP address, timestamps, and actions taken, used to operate and secure the Service.
2. How we use your information
To provide the Service — reading invoices, tracking spend and prices, generating stock, ordering, margin, and sales insights.
To authenticate you, keep your account secure, and provide support.
To maintain, troubleshoot, and improve the Service.
To send essential service communications (e.g. alerts about your account or invoices).
We do not sell your data, and we do not use it for advertising or track you across other companies' apps or websites.
3. Legal bases (EU/UK users)
Contract — to provide the Service you or your venue signed up for.
Legitimate interests — to secure, maintain, and improve the Service.
Legal obligation — where we must retain records (e.g. tax/accounting documents).
4. Sharing and sub-processors
We share data only with trusted providers who help us run the Service, under appropriate data-protection terms:
Anthropic (Claude API) — invoice/document images and text are sent to Anthropic to extract line items and figures. Anthropic processes this data to return the extraction and does not use it to train its models under our API terms.
Cloud hosting — our servers and encrypted backups are hosted with DigitalOcean (EU region).
Email delivery — inbound invoice emails and account email are handled by our mail infrastructure and Namecheap Private Email.
We may also disclose information if required by law, or to protect the rights, safety, and security of our users and the Service.
5. Data retention
We keep your business documents and account data for as long as your venue uses the Service, and for any period required by law (invoices and financial records may be retained for statutory accounting periods). You can request deletion of your account data at any time, subject to those legal retention requirements.
6. Security
Data is transmitted over encrypted connections (HTTPS/TLS), passwords are stored only as salted hashes, access is restricted per venue and per user, and backups are stored in a private, access-controlled location. No system is perfectly secure, but we take reasonable measures to protect your information.
7. Your rights
Depending on your location, you may have the right to access, correct, export, or delete your personal data, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, contact us at the address below. EU/UK users also have the right to lodge a complaint with their local data protection authority.
8. Children
The Service is intended for business use by adults and is not directed at children under 16. We do not knowingly collect data from children.
9. Changes to this policy
We may update this policy from time to time. We will post the updated version here and revise the "Last updated" date above.
10. Contact
Questions or requests about this policy or your data: info@visionniq.com