Privacy Policy

Introduction

Top Food App lets restaurants create, translate and publish digital menus. This Privacy Policy explains what personal data we collect, why, who we share it with and what rights you have over it.

The service is operated from Spain, in the European Union, and is subject to the EU General Data Protection Regulation (GDPR) and Spanish data protection law. In this policy, "we" means the operator of the service.

This policy covers both our customers — the restaurants and their staff who have an account — and the people who open a digital menu we host.

Who Is Responsible for Your Data

For your account, your subscription and your use of the dashboard, we decide why and how data is processed, so we are the data controller.

For the data of people who open a restaurant's digital menu, the restaurant decides to publish that menu and we process the data on its instructions, so the restaurant is the controller and we are its processor. The same goes for the ratings, comments and email addresses that people choose to leave a restaurant through its feedback form. Restaurants that need a written data processing agreement can request one through our contact page.

Information We Collect

Account and Restaurant Data

Data you give us when you sign up and use your account:

• Your name and email address.
• Your password, which we store only as a salted hash and can never read.
• If you sign in with Google, we receive your name, email address and Google account identifier from Google. We never receive your Google password.
• Your restaurant's name, description, address, city, postal code, country, phone number and opening hours, plus any social media links you add.
• Your cookie choice, the date you made it and the version of the cookie policy it applied to, so we do not have to ask you again on every device and so there is a record of what you agreed to.
• Optionally, your role at the restaurant (for example owner, manager or chef), if you choose one in your account settings. You can clear it at any time.
• How you found us, recorded once when you sign up: the campaign parameters of the link you followed (if any), the website that sent you (its address only, never the page you were on), the first page of ours you saw, the date, and your country as your network reports it. It contains no name or email address, and it is deleted with your account.

Content You Create

The menus, sections, dishes, descriptions, prices, allergen information, photos and design choices you create or upload. Photos are stored on our storage provider. Files you upload to the menu importer are kept with the import.

Payment Data

If you subscribe to a paid plan, our payment provider collects and holds your payment details. We never see or store your full card number. We keep your subscription status, plan, invoices and the identifier our payment provider assigns to you.

Usage and Technical Data

Data collected automatically as you use the service:

• IP address, including the addresses of your last sign-ins, which we keep for security. We also use the IP address to guess your country so we can show the right currency and language.
• Browser type and version, device type and language.
• Pages visited, time spent on them and how you reached us, collected only if you accept analytics cookies.
• Technical details of errors and crashes, which may include your email address, your IP address and the page you were on, so we can reproduce and fix the problem.

Support and Feedback

The feedback you send us, including through the contact page, where we also keep the email address you give us so we can answer, and the optional details you may add about yourself — your country, your restaurant's name and your role there; the messages you exchange with us about it; and the page and browser you were using when you sent it. If you leave, we also keep the reason you give.

Data About People Who View a Menu

When someone opens a restaurant's digital menu, we process the same technical data as above on behalf of that restaurant. We do not ask menu visitors for their name or any other identifying detail. The only thing a visitor can choose to give is the optional feedback form described next.

Feedback Left by Diners

If a restaurant turns on guest feedback, its digital menu offers a short form. A diner can send a rating from 1 to 5 stars, an optional comment and an optional email address, and nothing but the rating is required. We also keep the language of the page, the menu or dish the diner was looking at, and the browser's user agent, which we delete after 90 days and use only to stop abuse. We do not save the diner's IP address with the feedback. It is only used, as a scrambled value that cannot be turned back into the address, to count how many forms one connection sends in an hour; the count stops after an hour and the scrambled value is deleted from our cache within two weeks at the latest. Like every request to a web server, the address also passes through our server's technical log, which holds only the most recent traffic. This data belongs to the restaurant, which reads it in its own inbox in our service, and we process it on its behalf.

Why We Use Your Data, and on What Legal Basis

We use your data for the following purposes, and for the reasons the law calls "legal bases":

• To create and run your account, publish your menus and provide customer support — because we need to in order to perform our contract with you.
• To run the AI features you choose to use, menu import and automatic translation — because we need to in order to perform our contract with you.
• To take payment for a paid plan, issue invoices and prevent fraud — to perform our contract with you, and to meet our legal obligations for the invoices.
• To understand how the service is used and improve it, and to measure how the digital menus perform — with your consent for anything that uses cookies, and on our legitimate interest in improving the service for data that reaches us without cookies.
• To learn how people find us — which website, search engine, campaign or link brought someone to our home page before they created an account — so we can tell which of our efforts work. It is recorded once, when you sign up, from a small cookie described in our cookie policy, and we use it only in aggregate figures on our legitimate interest in understanding how our service is discovered.
• To understand who uses the service — for example how many users are restaurant owners, managers or chefs, and in which countries — from the optional details about yourself that you choose to give us in your account settings or on the contact page. We use these answers only in aggregate figures and to read your message in context, never to decide how we treat you. Because you choose to give them, the legal basis is your consent, which you can withdraw at any time by clearing the answers.
• To let a restaurant ask its diners how it went, read the answers translated into its own language, and be emailed when a rating is low. We do this on the restaurant's behalf and on its instructions, because we need to in order to perform our contract with the restaurant, which decides to offer the form. We never use what diners write for our own purposes.
• To keep the service secure, detect abuse, and diagnose errors and crashes — on our legitimate interest in a service that works and is not abused.
• To send you occasional emails about the service, tips and new features — on our legitimate interest in communicating with our own customers, and with your consent where the law requires it. Every one of these emails has an unsubscribe link.
• To meet our legal obligations, in particular accounting, tax and consumer-protection duties — because the law requires it.

Artificial Intelligence

Some features work by sending content to artificial-intelligence providers on our behalf. We only send what the feature needs, we do not send it for any other purpose, and the providers process it only on our instructions.

• When you import a menu, the file you upload (photo or PDF) and the text extracted from it are sent to an AI provider so it can be turned into menus, sections, dishes and prices.
• The pages of the file you import are also sent to an AI provider to find the photos of your dishes in it and the colours of your menu. The photos it finds are cut out of your file and added to the matching dishes, and a short description of each photo is kept to suggest better stock photos for that dish.
• When your menu is translated automatically, the dish names, descriptions and section names are sent to an AI provider to be translated.
• When you send us feedback in a language we do not read, the text is sent to an AI provider to be translated so we can answer you.
• Every comment a diner leaves on a restaurant's feedback form is sent to an AI provider, which works out the language it is written in and, when that is not a language the restaurant reads, translates it for the restaurant.

Your content is not used to train the models of these providers, and we do not use it to train models of our own.

The result the model returns is stored with your import so you can review it before applying it, and is deleted when the import or the account is deleted.

Menus Created Through ChatGPT or Claude

You can create a menu by talking to an AI assistant such as ChatGPT or Claude, which connects to us on your behalf. No account exists yet at that point, so this is what happens to what you create.

• The menu you dictate — restaurant name, sections, dishes, descriptions and prices — is stored on our servers so the assistant can give you back a working menu and a link to it. Do not put personal or confidential information into it.
• We receive only what the assistant sends us to build the menu. We never receive your conversation with the assistant, your assistant account, or your name or email address. What the assistant itself does with your conversation is governed by its own privacy policy, not ours.
• We keep the IP address the request came from, so we can rate-limit and block abuse of an endpoint that anyone can write to without signing in. It is used for nothing else.
• The menu is held for you to claim with a link for 30 days. If nobody claims it, the menu and everything created with it are deleted automatically about 37 days after creation. Unclaimed menus are also hidden from search engines.
• As soon as you claim the menu by creating an account, it becomes a normal account and the rest of this policy applies to it in full.

Who We Share Your Data With

We share data only with the providers we need to run the service. Each of them processes it on our instructions and nothing more. We do not sell your personal data. These are the providers and what they receive:

• Hetzner — hosts our servers in Germany. Holds the database and therefore all data in the service.
• Cloudflare — stores uploaded images and delivers the site worldwide. Holds your photos and sees the traffic that reaches us.
• Stripe — takes payments and issues invoices. Receives your billing identity and payment details.
• Mailgun — sends the emails the service sends you and receives the replies you send back. Receives your email address and the content of those emails.
• OpenRouter, and through it the model providers it routes to — runs menu import, automatic translation, the translation of the feedback you send us and of the comments diners leave a restaurant. Receives the content described in the artificial intelligence section.
• Sentry — collects error and crash reports so we can fix them. Receives technical data and, when an error happens while you are signed in, your email address and IP address.
• Google Analytics — measures traffic on our website and on published menus. Receives technical data, only with your consent.
• PostHog — measures how our website and published menus are used, records a sample of sessions and collects error reports, so we can improve the service. Its servers are in the European Union. In your browser it is only loaded if you consented to analytics cookies. Separately, when you use the dashboard our own servers send PostHog a record of what you did there, together with your name and email address, so we can see where the product helps and where it gets in the way.
• Google AdSense — shows ads on the digital menus of restaurants on the free plan. Receives the technical data of menu visitors, with their consent, collected through Google's own consent message.
• Google — provides the "Sign in with Google" option and the reCAPTCHA check that keeps bots from creating accounts or from sending us messages through the contact page.
• OpenAI and Anthropic — if you create a menu by talking to ChatGPT or Claude, that assistant sends us what it needs to build the menu. They are not our processors: your conversation with them is covered by their own privacy policies.
• GitHub — holds our development tracker, where feedback is mirrored so it can be worked on. Receives the text of the feedback, without your name or email address.

International Data Transfers

Most of our providers store data inside the European Economic Area, and our servers and email are in the EU. Some providers — including our payment, error-monitoring, session-recording, advertising and AI providers — are based in the United States or process data there. When your data goes outside the European Economic Area, it is protected either by an adequacy decision of the European Commission or by the European Commission's Standard Contractual Clauses, together with the additional safeguards those clauses require. You can ask us for details of the safeguards that apply to a specific transfer.

Cookies and Similar Technologies

We use cookies that are necessary for the service to work, and — only with your consent — cookies that measure how the site is used. On the digital menus published by restaurants on our free plan, Google shows ads and collects your advertising choice through its own consent message. You can change your choice at any time. Read our cookie policy for the full list and controls

How Long We Keep Your Data

We keep your data only for as long as you have an account with us, with the exceptions listed below.

• Your name, email address, role at the restaurant, restaurant details, menus, dishes and uploaded photos are deleted permanently 30 days after you ask us to delete your account. During those 30 days you can cancel the deletion and nothing is lost.
• When an account is deleted we keep a record that it existed and was closed, together with non-personal figures such as how many menus it had and whether it was on a paid plan, so we can measure how many people stop using the service. This record contains no name, email address or restaurant name.
• If you tell us why you are leaving, we keep the reason you chose and anything you type in the optional comment box, for as long as we find it useful for improving the service. Please do not put personal or confidential details in that box.
• Menus you import, including the file you uploaded and the AI provider's raw response, are deleted with the import or when the account is deleted.
• What an import found in your file — the photos cut out of it, their descriptions, the colours read off it, and the dishes it created as they were created — is kept with the import, used only to improve the menu importer, and deleted with the import or when the account is deleted.
• A menu created through an AI assistant and never claimed is deleted automatically about 37 days after it was created, together with the account holding it.
• Feedback and the messages we exchange about it are kept for up to three years after the conversation ends, so we have a record of what was asked and answered.
• Ratings and comments that diners leave through a restaurant's feedback form are kept for as long as the restaurant's account exists, so the restaurant can read them, and are deleted with the account. A restaurant can archive a rating to take it out of its inbox, but archived ratings are kept until the account is deleted. The browser details saved with each one are deleted after 90 days. If you left feedback and want it removed sooner, ask the restaurant or contact us and we will delete it.
• Error and crash reports are kept by our error-monitoring provider for up to 90 days.
• Dashboard session recordings, if you consented to them, are kept for up to 365 days.
• Invoices and payment records are kept for as long as accounting and tax law requires, which in Spain is six years. Your payment profile is deleted from our payment provider when your account is deleted.
• Encrypted database backups are rotated and expire on their own schedule, normally within 30 days, after which deleted data is gone from them too.

You can delete your account yourself at any time. See our account deletion page for how it works and how long it takes. Deleting your account

Data Security

We protect your data with technical and organisational measures appropriate to the risk. These include encrypted connections (HTTPS) for all traffic, passwords stored only as salted hashes, access to production data limited to the people who need it, encrypted backups, and regular security reviews and dependency audits. No system can be completely secure, but we work to keep the risk low.

If a security incident affects your personal data and is likely to put your rights at risk, we will notify the competent supervisory authority within 72 hours of becoming aware of it, and we will tell you directly when the law requires it.

Your Data Protection Rights

You have the following rights over your personal data, free of charge:

• Access — to know whether we process data about you and get a copy of it.
• Rectification — to correct data that is wrong or incomplete. Most of it you can edit yourself in the dashboard.
• Erasure — to have your data deleted. You can do this yourself for your whole account from your account settings.
• Restriction — to have us pause processing while a dispute about your data is resolved.
• Portability — to receive the data you gave us in a structured, machine-readable format, or have us send it to another provider where technically possible.
• Objection — to object to processing we base on our legitimate interest, including direct marketing, which you can stop at any time.
• Withdrawal of consent — to withdraw consent at any time, for cookies or for anything else based on consent, without affecting what was done before you withdrew it.

To exercise any of these rights, contact us through our contact page. We may ask you to confirm your identity before we act, so that nobody else can make a request in your name. We answer within one month; if a request is unusually complex we may extend this by two further months and will tell you why.

You also have the right to lodge a complaint with a supervisory authority. In Spain this is the Agencia Española de Protección de Datos (www.aepd.es). We would appreciate the chance to resolve the matter first.

Automated Decisions and Profiling

We do not make decisions about you by automated means that produce legal effects or similarly significantly affect you, and we do not build behavioural profiles of you for advertising.

Age Requirements

The service is meant for businesses and is not directed at children. You must be at least 14 years old to create an account, and 18 or older to enter into a paid subscription. We do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.

Changes to This Privacy Policy

We may update this Privacy Policy. When a change materially affects how we use your data, we will tell you by email or with a notice inside the service before it takes effect, and we will update the date at the top of this page. Continuing to use the service after that means you accept the updated policy.

Contact Us

If you have any question about this Privacy Policy, or you want to exercise any of the rights above, contact us through our contact page. We answer within one month, as the law requires. You can also write to us by replying to any email you receive from us.

The identity and registered address of the operator of this service are provided on request through the contact page, and to any authority that asks for them.

Click below to visit our contact page and get in touch with us.