YOH POS and YOH Rewards

Who is responsible for your information

• •When you eat at a restaurant that uses YOH POS, the restaurant decides what it records about you (for example your name on an order, or your details for an account or a booking). The restaurant is the responsible party; YOH processes that information for them, on their instructions, and keeps it apart from every other restaurant's.
• •Your YOH card (YOH Rewards) works at every restaurant on YOH. YOH is responsible for the card itself: your card code and the email you confirmed. Each restaurant you join keeps its own membership and points, and only sees its own members.
• •If you work at a restaurant on YOH, the restaurant is responsible for what is recorded about your work, and YOH processes it for them. YOH is responsible for your YOH Team account itself (your phone number, first name and PIN).

What we keep

• •Your card: a card code, and the email you confirmed.
• •Each restaurant you join: your name, email, phone number (if you give it), birthday (if you give it), whether you'd like its news, your visits, what you spent and the points and stamps you earned there.
• •What a restaurant records for you: your name on an order or a booking, a delivery address, an account with them, and notes such as allergies or the occasion, when you give them.
• •Staff of restaurants: name, role, the hours you clocked, the sales you rang up. PINs are stored scrambled, never as typed. If you use YOH Team: the time off you ask for (and what kind, such as sick or holiday; we never ask for a medical reason, so please don't put one in a note), the times you say you can work, shifts you offer or take in a swap, whether you said your hours for a week are right, and any short note you add, and, where your restaurant uses them, short reviews your manager writes for you (what went well, what to work on), which you read in YOH Team. Owners, franchisees and managers of any store you work at, a franchise store's included, can read and write your reviews, and each review stays readable to those of the stores you worked at when it was written. When you offer a shift to swap, colleagues at that store see your first name and the shift's day and times (not your note), and when you take one, the colleague who offered it sees your first name. They are kept for three years. Your clocked hours stay with the restaurant's records while it uses YOH, and are deleted when it leaves. The sales you rang up are kept as long as the law requires (five years for tax records). Your YOH Team account (your phone number, first name and PIN) is deleted three years after your last job at a YOH restaurant ended.
• •Card payments: only the last four digits of the card and the payment reference. Card numbers are handled by the restaurant's card provider (Yoco, for example) and never reach YOH.
• •Paying at the table: the QR on your bill is a secret link to that bill. It works only while the bill is open and for 30 minutes after. Our database keeps only a scrambled form of it. The link itself passes through our hosting providers' logs (Cloudflare and Supabase), which are kept for 7 days, and the restaurant's tills keep it with the bill.
• •Feedback after paying: if you send a restaurant private feedback from the pay page, we keep what you wrote, your rating if you gave one, your email only if you asked for a reply, and which bill it was about. Only the people who run that restaurant read it, never YOH support. It is deleted after a year, or sooner if you ask the restaurant. If you gave the same email as in your details at that restaurant, it is also deleted when your details are. A restaurant closed on YOH takes no feedback, and what it had is deleted with its data when it leaves.
• •A restaurant's first nights on YOH: while it runs YOH beside its old system, it checks the card payments on its tills against its card machine's export. The export stays on the restaurant's computer. For each night YOH keeps the totals, and for 37 days the payments that didn't match: the time, the amount, the bill number or the card machine's reference, and the card's last four digits.
• •Gift card and money alerts: when a gift card is spent past what is on it, or money is given back twice on a bill, we keep what was found (the card's last four characters, never its full code, the bill number, the amounts, the store and the tills) and email the restaurant's owners once. No guest's details are in it.
• •The restaurant's iPads: each till reports whether it is online, how many sales are waiting to send, its version, short error messages and how its printers are doing (when each last printed or failed, and how many tickets wait), so problems are caught early. A kitchen screen also says which stations it shows. No order or guest details are in these reports.
• •Restaurant owners and back office users: your sign-in email, the restaurant's billing contact, when you accepted YOH's terms (with your email), and a log of each time YOH support opened the back office. Kept while the restaurant uses YOH. When it leaves, your sign-in and the billing contact go with its data; the record of the terms and the support log stay as YOH's record of the agreement until its sales records go, five years later.
• •Alerts on your phone: if you turn alerts on (a waiter's phone, the back office or YOH Team), we keep the address your browser gives for them and its keys, and whose phone it is (the till, your login or your YOH Team account). On a waiter's phone we also keep who signed in on it last, so their food-ready alert reaches them. What an alert said (never a guest's name or a staff member's) is kept 30 days. If the owner asks for it, owner alerts also go by email (Resend) to those who get the nightly email for that store. Owner alerts go to the restaurant's own people, never to YOH support. Turn alerts off, or sign out of the back office or YOH Team, and the address is deleted at once. Removing a till removes its address too. Nothing is sent for a restaurant closed on YOH, and when it leaves, its alerts and its tills' addresses go with its data.
• •Get help: the message to YOH holds your store's health (devices, their versions, what is waiting to upload, printers), never a PIN or a guest's details. It goes by WhatsApp or email from your own app, so YOH sees the number or address you send it from, and YOH keeps it with the support conversation.

We don't sell information, we don't show ads, and we don't track you across other apps or websites.

On your device

The till keeps the store's sales, the guest details the restaurant keeps and its staff's PINs (scrambled) on the iPad, so it keeps selling when the internet drops. Sales go to our servers as soon as it has a signal. YOH Team and the back office keep your sign-in on your phone or computer, and YOH Team keeps a copy of your shifts so they open without signal. We use no advertising or tracking cookies.

Why

To run the till and the rewards programme: record sales, give and redeem points, send your receipts and card, and, only if you said yes, a restaurant's news and your birthday treat. Restaurants also use their own sales records for their accounts, tax and stock.

Who else sees it

• •The restaurants you join, for their own members only. A restaurant never sees that you are a member somewhere else.
• •Service providers that run YOH for us, under contract: hosting and database (Supabase, on servers in Frankfurt, Germany), hosting for our websites and the relay in front of the guest pages (Cloudflare, which sees your IP address and the page you open), email delivery (Resend), card payments (the restaurant's card provider, such as Yoco), and Apple or Google when you add your card to your wallet.
• •Anthropic, in the United States, for the back office's AI features, when a restaurant's people use them: reading the menus and supplier invoices they upload, drafting recipes, and Ask YOH, its assistant, when a manager uses it, unless the owner switches AI features off. Ask YOH sees a summary of the restaurant's trading with staff first names and their sales, hours, discounts and voids, never guests' details.
• •For restaurant staff: text messages with YOH Team sign-in codes go through BulkSMS (your phone number and the code). Meta (WhatsApp) gets the number and the message: an owner's or manager's nightly report, if they chose WhatsApp, and a YOH Team code YOH HQ sends a staff member who can't get a text.
• •If you turn alerts on, your browser's push service (Google, Apple, Mozilla or Microsoft) carries each alert. It is encrypted, so the push service can't read it.
• •Anyone the law requires us to tell.

Information sent or stored outside South Africa is protected by contracts that meet POPIA's rules for sending information across borders.

Your choices

• •News and specials: every email has a link to stop them. On your card you can switch each restaurant's news on or off.
• •Your details at a restaurant: a restaurant only gets your name, email and birthday from your YOH card if you say yes.
• •See or correct your information: ask the restaurant, or us.
• •Object: you can object to how your information is used. Ask the restaurant, or us.
• •Delete it: use Delete my card and details on your card, or ask us. Your card, your details and your points are deleted at every restaurant. Your name and details on bills are deleted from our database at once, and from the restaurant's tills and back office once the deletion is more than 35 days old. If a restaurant deletes many guests in one day, we check with it first, and their details stay hidden but stored until we have. Restaurants keep their sales records (without your name) because tax law requires it.

Giving your details is up to you. Without an email you can't have a YOH card; without your name and PIN a restaurant's staff can't use its till.

How long we keep it

Feedback you send a restaurant after paying: one year. The payments a restaurant's first nights on YOH didn't match: 37 days. A money alert about money given back twice: 400 days; one about a gift card, while the restaurant uses YOH. Your card and memberships: until you delete them, or three years after your last visit at any YOH restaurant, whichever comes first (then hidden at once and deleted from our database after 14 days). A staff member's own card, and an account you hold with a restaurant, stay until the restaurant closes the account and it is settled. If a tax invoice of R5 000 or more named you, or your record has a VAT number, your details stay five years after your last visit, as tax law requires. Restaurants' sales records: as long as the law requires (five years for tax records). Our hosting provider keeps daily backups for 7 days; a deleted card or record stays in them until they expire, and is never brought back from them.

Security

Information is encrypted in transit, each restaurant's information is kept apart from every other's, and staff only see what their role allows.