Privacy policy

1. Who we are

GhostScreen is a digital menu board service run by Ghost Dinners Group Limited ("GhostScreen", "we", "us", "our"), a company registered in England and Wales under company number 16547834, with its registered office at 3 Colndale Road, Colnbrook, Slough SL3 0HQ, United Kingdom. We are registered with the Information Commissioner's Office (ICO) under registration number [ZB000000].

We are the controller of the personal data described in this policy. This policy covers ghostscreens.com, the GhostScreen dashboard and the GhostScreen app on your screens (together, the "Service").

Where you upload content or connect a till, you decide what data is processed and we handle it on your behalf as a processor, under our Data Processing Addendum. This policy doesn't cover third-party websites or services you link to from GhostScreen.

2. What we collect

We keep this to the minimum needed to provide the Service.

Information you give us

• Account details — your name, work email, phone number, business name, business type and postcode.
• Plan details — your plan, number of screens and locations, and which till system you use.
• Billing details — payments are handled by our payment processor. We receive confirmation of payment, the card brand and the last four digits only.
• Your content — menus, prices, images and schedules you upload to show on your screens.
• Messages — anything you send us when you book a demo or contact support.

Information from your till (Intelligence plan only)

If you connect your till, we read menu items, prices and stock status so your boards stay up to date. We do not read or store your customers' names, card details or order histories.

Information from your screens

Each screen sends basic technical information so we can keep it running: a device identifier, model, software version, connection status and error logs. Screens have no cameras or microphones in use by GhostScreen and do not collect anything about people in your shop.

Information from others

If a colleague adds you to their GhostScreen account, we receive your name and email from them. If you connect a till, we receive menu data from your till provider.

Do you have to give us this information?

Account, plan and billing details are needed to enter into and perform our contract with you. Without them we can't provide the Service. Everything else is optional.

We don't collect special category data (such as health, religion or ethnicity) or criminal offence data, and we ask you not to include it in your content.

When you visit our website

Our servers record standard technical information such as IP address, browser type and pages requested, which we use only to keep the site secure and working.

3. How we use it

• To set up your account and run your screens.
• To take payment and send invoices and receipts.
• To provide support and tell you about service changes, outages or security issues.
• To keep the Service secure and fix problems.
• To meet our legal, tax and accounting obligations.

We'll only send you product news or offers if you've agreed to it, and every email has a one-click unsubscribe link.

4. Legal bases

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we must have a lawful basis for each use of your data. We rely on:

• Contract — to provide the Service you've signed up for.
• Legal obligation — to keep financial records and respond to lawful requests.
• Legitimate interests — to keep the Service secure and reliable, prevent fraud, respond to demo enquiries and improve how the Service works. We only rely on this where our interests aren't outweighed by your rights, and you can object at any time.
• Consent — for marketing emails and any non-essential cookies. You can withdraw consent at any time without affecting anything we did before.

We don't make decisions about you based solely on automated processing that have legal or similarly significant effects.

5. Who we share it with

We do not sell, rent or trade your personal data. We share it only when needed to run the Service:

• Service providers who host our systems, process payments and send email on our behalf. They act on our instructions, under contract, and may not use your data for their own purposes.
• Your till provider, if you choose to connect it, so we can read your menu data.
• Authorities, where the law requires it.
• A buyer, if our business is sold or merged, in which case this policy continues to apply.

6. Where it's stored

We store data in the UK and the European Economic Area where possible. If data is transferred outside these areas, we use safeguards approved under UK law, such as UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for a copy of the relevant safeguards.

7. How long we keep it

• Account and content — while your account is open, then deleted within 90 days of closing it.
• Billing records — 6 years, as UK tax law requires.
• Screen and server logs — up to 30 days.
• Demo enquiries — up to 12 months if you don't become a customer.

8. Security

Data is encrypted in transit and at rest. Access is limited to staff who need it, and accounts are protected by secure sign-in. No system is perfectly secure, but if a breach affects you we'll tell you and the regulator as the law requires. Please keep your login details private and tell us straight away if you think your account has been compromised.

9. Your rights

You have the right to:

• get a copy of your data;
• correct anything that's wrong;
• have your data deleted;
• restrict or object to how we use it;
• take your data to another provider;
• withdraw consent at any time;
• not be subject to decisions made solely by automated means.

Some rights only apply in certain circumstances. We may need to confirm your identity before acting on a request. If a request is clearly unfounded or excessive, we may charge a reasonable fee or decline it, and we'll explain why.

Email privacy@ghostscreens.com. We'll reply within one month, free of charge. For complex requests we may extend this by up to two further months and will tell you if so.

10. Complaints

If you have a concern about how we handle your data, please contact us first at privacy@ghostscreens.com. We'll acknowledge your complaint within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

11. Cookies

Cookies are small files stored on your device. We use only strictly necessary cookies — to keep you signed in, remember your checkout progress and protect against fraud. These don't need consent under the Privacy and Electronic Communications Regulations (PECR).

We don't use advertising or cross-site tracking cookies. If we ever add optional cookies, we'll ask for your consent first and you'll be able to change your choice at any time. You can also block or delete cookies in your browser settings, though parts of the dashboard may stop working.

12. Children

GhostScreen is a service for businesses and isn't intended for anyone under 18. We don't knowingly collect children's data.

13. Your choices

• Account details — update them any time in your dashboard under Settings.
• Marketing emails — unsubscribe from the link in any email. We'll still send essential service and billing messages.
• Till connection — disconnect it from your dashboard at any time; we stop reading data immediately.
• Closing your account — cancel from your dashboard or email us, and we'll delete your data as set out in section 7.

14. Changes to this policy

We may update this policy from time to time. If we make significant changes, we'll email account holders at least 30 days before they take effect and update the date at the top of this page. Previous versions are available on request.