Privacy Policy

Who We Are

RTJ Checkout is run by Riley Duckworth, a sole trader based in the United Kingdom, trading as RTJ Checkout ("we", "us", "our"). We make hospitality till, preparation screen and ordering software for cafés, restaurants, bars and takeaways.

This policy explains what personal information we collect through our website (rtjcheckout.com), the RTJ Checkout desktop and mobile apps, and our cloud services, why we use it, who we share it with and what rights you have. We follow UK data protection law, including the UK GDPR and the Data Protection Act 2018.

For questions about this policy or your information, email rtjsupport@rtjcheckout.com. Our postal address is available on request.

Our Role

For information about you as a website visitor, enquirer or RTJ Checkout customer (for example your account, billing and support requests), we are the controller: we decide how and why it is used.

When a venue uses RTJ Checkout, it may enter information about its own staff and customers, such as staff names on the rota, the names and email addresses of staff given their own login, staff hourly pay entered for wage budgeting, the name of the staff member on an order, or a customer name or table number on a ticket. For that information the venue is the controller and we act as its processor. We only use it to provide the service to that venue. If you are a member of staff or a customer of a venue, please contact the venue first about your information.

Information We Collect

When you book a meeting or send an enquiry

• Your name, business name, email address and phone number
• Your preferred meeting date, the package you are interested in and anything you write in your message
• For enquiries sent from inside the apps, a random ID for the device the enquiry came from

When you create and use a website account

• Your name, business name and email address
• Your password, which we store only in a scrambled (hashed) form that cannot be turned back into the password
• Your package, activation code (stored in hashed form) and subscription status
• Rota shifts you add: staff names, start and end times and any notes
• Staff you add: each person’s name and email address, and their hourly pay if you choose to enter it to track a weekly wage budget
• Your weekly wage budget, and the expected weekly sales you enter if you set the budget as a percentage of sales

When you set up the mobile app

• The first time you set up the app, we receive the name, business name, email address and phone number you enter. We use them to create your website signup, which waits for our approval, and to send you a welcome email. Once we approve it, we email you a link to set your password.

If your employer gives you a staff login

• Your employer gives us your name and email address. We email you an 8-digit code, which you use in the mobile app to set your password. We store the code and your password only in hashed form. You sign in in the mobile app, where we use your login to show you your own shifts. Staff logins do not give access to our website or to your employer’s billing, settings or other staff.
• If your employer asks for you to be a manager and we approve it, you can also sign in on our website to plan the rota and, if your employer allows it, add and remove staff. Managers never see the business’s billing or payments.
• Your employer is the controller of this information and we process it for them. Your employer can remove your login at any time, which ends your access straight away.

When you subscribe to Phone Only in the app

Phone Only is paid through the App Store or Google Play, and Apple or Google take the payment. We never see your card. We receive the store's reference for your subscription, which product it is and when it is paid until, and we ask Apple or Google to confirm it when you subscribe and when it renews. We link it to the business you set up in the app.

When you pay for a subscription

Payments are handled by Stripe. We send Stripe your email address, business name and an internal account reference. Your card details are entered on Stripe's own pages and are never seen or stored by us. We keep a record of your Stripe customer and subscription references, plan, billing period and status.

When you contact support

• Your business name, package, the subject and message of your request, and the phone number or email address you give us
• A random ID for the device the request came from
• Emails, phone calls and WhatsApp messages you send us

When you use the apps

• Each till or mobile device creates a random device ID. It is not linked to your hardware serial number. We use it to link your licence to the device and to keep enquiries tied to the right device.
• Your licence records your business name, package, device ID and expiry date.
• If your package uses cloud orders, the orders sent between your devices are stored in our cloud service. Each order holds its items, quantities, notes, eat-in or takeaway, time and a reference. The reference may be a table number, a customer name or the name of the staff member who took the order.
• Your menu (products, prices, allergens and availability) is stored in the cloud so your devices can share it.
• If you import a menu from a photo in the mobile app, the photo is sent to our AI provider, Anthropic, to read the items and prices. We do not store the photo. We keep a daily count of imports per device to limit use. Please photograph only the menu, not people.
• If you connect a delivery platform such as Uber Eats, we store the connection details needed to receive orders, and we receive the order details the platform sends, which can include item notes and special instructions.

When you visit the website

Our hosting provider, Cloudflare, processes your IP address and basic technical details (such as your browser type) to deliver the website and protect it from abuse. To stop repeated login and signup attempts we keep a scrambled (hashed) version of your IP address or email address for rate limiting. We do not use analytics, advertising or tracking tools.

Information That Stays on Your Devices

Much of RTJ Checkout runs locally on your own till and mobile devices. The following is stored on the device and is not sent to us:

• Staff till accounts: names, roles, reading preferences and PINs (PINs are stored in hashed form)
• Sales records used for Cash Up, held orders and receipts
• On the mobile app, the owner profile and recent sales history

This information is under your control and we cannot access it. If your device makes its own backups (for example to your Google or Apple account), that information may be included in them. You are responsible for securing and deleting data held on your own devices.

Card Payments at Your Venue

RTJ Checkout records whether a sale was paid by cash or card and the total. It does not read, process or store card numbers. Card payments are taken by a separate card terminal from your own payment provider.

How and Why We Use Information

UK data protection law requires us to have a lawful basis for each use of your information:

• To provide RTJ Checkout to you (contract): setting up and running your account, issuing and checking licences, syncing orders, menus and rota shifts between your devices, taking payments and providing support.
• To respond to enquiries and arrange meetings (steps before a contract, or our legitimate interest in replying to people who contact us).
• To keep our services secure (legitimate interests): rate limiting, preventing misuse and fixing faults.
• To send service emails (contract): password setup and reset links, and account deletion notices. We do not send marketing emails.
• To keep financial records (legal obligation): records of payments needed for tax and accounting.

Who We Share Information With

We do not sell your information. We share it only with service providers that help us run RTJ Checkout:

• Cloudflare: website hosting, our cloud services and databases
• Stripe: subscription payments and billing
• Resend: sending meeting requests to us and sending account emails to you, including welcome emails and staff login invitations
• Google Workspace: our business email
• WhatsApp (Meta): only if you choose to message our urgent support number
• Apple: handling and confirming App Store purchases, including the Phone Only subscription
• Google: handling and confirming Google Play purchases, including the Phone Only subscription
• Uber Eats and other delivery platforms: only if you choose to connect your venue to them
• Anthropic: reading menu photos you choose to import into the mobile app

We may also share information where the law requires it, or to protect our rights, our customers or others.

International Transfers

Some of our service providers store or process information outside the UK, including in the United States. Where this happens, we rely on protections recognised under UK law, such as UK adequacy regulations (including the UK–US data bridge) or the International Data Transfer Agreement or Addendum offered by the provider.

How Long We Keep Information

We delete the following automatically once a day:

• Cloud orders: 90 days after the order was placed. Your till's own sales records stay on your device.
• Closed support requests: 2 years after they were closed.
• Enquiries that never became an account: 2 years after they were sent.
• App Store activation records: 1 year after the subscription expired.
• Expired login sessions and rate-limit records: within a day of expiring. Sessions last 7 days. Password links expire after 15 minutes, and staff setup codes after 7 days.

We keep the rest as follows:

• Account, billing, rota, menus and delivery-platform connections: for as long as you have an account. When you delete your account, we delete them as described below.
• Staff logins: until the business removes the staff member or closes its account, or the staff member deletes their own account. Their past shifts stay on the business’s rota with their name, as part of the business’s records.
• Payment records may be kept by us and Stripe for as long as tax and accounting rules require, even after your account is deleted.
• Service logs kept by Cloudflare are held for a short period under its standard log retention.
• Emails you send us are kept in our mailbox until we no longer need them, or until you ask us to delete them.

Deleting Your Account

You can delete your website account yourself from the Privacy section of My Account. Deleting your account:

• signs you out everywhere straight away
• cancels your Stripe subscription and removes your Stripe customer record (this does not issue a refund)
• deletes your account, signup, billing, rota and activation records, the staff logins you created, and the cloud orders, menus and delivery-platform connections for locations linked only to your account
• removes your name and contact details from past support requests

We email you when deletion is complete. Some information is not covered: data stored on your own tills and mobile devices, payment history Stripe must keep, emails and notifications we sent or received before deletion, and short-term provider logs. Our database provider also keeps recovery copies for up to 30 days, after which deleted data is gone. If you share a location with another account, it must be separated before it can be deleted; contact us and we will help.

To delete an enquiry or anything else we hold, email rtjsupport@rtjcheckout.com.

Keeping Information Secure

We use encrypted connections (HTTPS), store passwords, PINs, activation codes and access keys only in hashed form, encrypt delivery-platform access tokens, and limit repeated login attempts. Licence and cloud keys on the desktop app are encrypted using your computer's secure storage. No system is completely secure, so please keep your password, PINs and activation codes private and tell us straight away if you think they have been exposed.

Cookies

We use one cookie, __Host-rtj-session, which keeps you logged in to your account for up to 7 days. It is strictly necessary for the account to work, so we do not ask for consent to it. It is removed when you log out. We do not use analytics, advertising or third-party cookies.

Your Rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information
• ask us to limit how we use your information
• object to us using your information based on our legitimate interests
• ask for information you gave us in a format you can move to another service

To use any of these rights, email rtjsupport@rtjcheckout.com. We may need to confirm your identity first. We will reply within one month.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Children

RTJ Checkout is a business service and is not intended for children. We do not knowingly collect information from anyone under 18 except where a venue enters a staff member's name to run its business.

Changes to This Policy

We will update this policy when our services or the law change. The date at the top shows when it was last updated. If we make an important change, we will tell account holders by email.

Contact Us

Riley Duckworth, trading as RTJ Checkout
Email: rtjsupport@rtjcheckout.com