Last updated: 2026-09-11

Effective date: 2026-09-11

Who is responsible

Vivid Thomas, operating as Restaurant Platforms, is responsible for personal information collected for our own website, business accounts and support. Contact our privacy lead at privacy@restaurantplatforms.com, or hello@restaurantplatforms.com. Our contact address is 7150 Torbram Road, Unit 5, Mississauga, Ontario L4T 3Z8, Canada.

This notice covers visitors, business account users, and information processed through enabled Restaurant Platforms services. When a restaurant uses our tools to serve guests or manage staff, that restaurant decides the purposes of its records. We process those records on its instructions. Contact the restaurant about its service, staff or guest records; we can help route your request.

Information and purposes

We use contact and account details to provide accounts, requested assistance, onboarding, billing and service communications. Enabled restaurant features may process orders, reservations, fulfilment details, customer history, messages, recordings or transcripts, staff schedules and employment-administration information. Payment providers handle card and banking details; our application uses payment references and transaction status.

Free-text fields may contain sensitive information such as allergies, medical or religious dietary restrictions, accommodation details, staff pay information, complaints or delivery addresses. Provide only what is needed for the service. Do not send passwords, payment-card numbers, identity documents or unrelated health information through website chat.

We use technical information, including session identifiers, device/browser details, IP addresses and service events, to operate, protect and diagnose the service. We do not sell personal information. A request for assistance does not subscribe you to promotional messages or authorize unrelated advertising or model training. Separate choices apply to optional marketing and non-essential tracking.

Website assistance and human support

Our website assistant answers questions about Restaurant Platforms using approved product information. AI can make mistakes. Ask for a person when an answer is unclear or requires judgment. We record messages, responses, timestamps, the relevant page, optional contact details and the history of staff involvement so the same conversation can continue.

OpenAI processes the inputs needed for an AI response. Our website-assistance configuration does not opt conversation data into model training and requests no persistent Responses API application storage. This is not a zero-retention promise: provider security and abuse records can have separate retention periods.

Only authorized platform staff may open the website inbox and take over. Claiming a conversation stops automated replies; returning to AI requires an explicit staff action. An email or SMS alert to staff contains a generic notice and a sign-in link, not the visitor transcript or contact details. Resend and Telnyx receive the staff delivery address or phone number. A request for a person does not guarantee immediate availability.

Providers and international processing

We use service providers for hosting, databases, authentication, security, payments and communications. Website assistance uses OpenAI; staff email and SMS use Resend and Telnyx. Supporting infrastructure includes Vercel, Supabase and Upstash. Forwarded business email may pass through ImprovMX and Gmail. The providers and restaurant integrations used for other features depend on the services enabled.

Information may be processed in the United States or other countries outside Canada, where local authorities may have lawful access. Access, purpose and retention restrictions apply through the relevant service arrangements. Contact us for information about a particular provider or feature.

Retention and deletion

Identifiable website chat content and optional contact details enter deletion review after 90 days without conversation activity. The privacy lead reviews expired conversations at least weekly, checks documented holds and linked records, and records content removal. A documented legal, dispute or security need may delay removal of the affected records. Minimal non-content consent, delivery, security and deletion evidence can be retained separately for accountability.

The website continuity cookie expires after 24 hours. Short-lived rate-limit records expire under their configured limits. Provider records, business email and backups can persist separately under their own periods and applicable obligations. Before restoring a backup to service, we reconcile recorded deletions. Removal from our active conversation database does not mean instantaneous removal from every provider or backup.

Other account, restaurant, employment and transaction records have schedules based on their purpose, the restaurant's instructions and applicable recordkeeping needs. The 90-day website-chat window does not apply to those records. Ask us or the responsible restaurant about a specific record.

Your choices and requests

Contact privacy@restaurantplatforms.com to request access, correction or deletion, withdraw an optional consent, or raise a privacy concern. Use hello@restaurantplatforms.com if needed. We verify identity and authority before disclosing or changing records. Our operating target is acknowledgement within two business days and completion of ordinary requests within 30 days, subject to verification, applicable law and explained exceptions. Withdrawing information needed for a service may affect our ability to provide that service. You can also contact the applicable privacy regulator.

Safeguards and changes

We restrict access by role and service purpose and use authentication, tenant boundaries, encryption in transit and operational monitoring. No system is risk-free. If practices change materially, we will publish a dated successor notice and obtain additional consent where required. The published version is retained so the notice applicable to a conversation can be reviewed.