Written to be read. If any part of this is unclear, that is our failing rather than yours — tell us and we will rewrite it.
Version 1.0 · 27 July 2026Hanna AI Ltd, registered in England and Wales, company number 17119925, registered office in London. We build and operate the Hanna platform for hospitality venues.
For questions about this notice or about any data we hold, write to [email protected]. A named person reads that inbox; it is not a ticketing system.
For your guests' data, your venue is the controller and we are the processor. You decide what is collected and why. We act on your instructions and on nobody else's.
For your own data as a customer of ours — your name, your venue, your billing — we are the controller. That is a much smaller set, and it is covered in section 3.
This is not a technicality and it is worth being clear about, because it is the legal expression of the thing we say everywhere else on this site: your guests are yours. A platform that made itself the controller of your guest list would be free to use that list for its own purposes. We are not, and we have written it this way deliberately.
The arrangement is set out properly in the data processing agreement that forms part of your contract with us. This notice describes it; the agreement governs it.
This is data about you and your staff as our customer, not about your guests.
| What | Why | Lawful basis |
|---|---|---|
| Name, work email, venue, venue typeFrom the demo form or from talking to us | To prepare for and hold a demo, and to reply to you | Legitimate interests |
| Contract and billing detailsCompany, address, payment reference | To provide the service and get paid for it | Contract |
| Staff logins and rolesName, role, PIN, hours worked | To run the product for you, and so hours reach your payroll | Contract |
| Support correspondenceEmails, notes from calls | To help you, and to remember what we agreed | Legitimate interests |
| Diagnostic and error dataTechnical logs, scrubbed of personal detail | To find and fix faults | Legitimate interests |
We do not run advertising, we do not buy contact lists, and we do not add you to a marketing sequence because you booked a demo. If you ask us to stop contacting you, we stop.
This is your guests' data. We hold it on your behalf, under your instructions, because you asked us to run software that needs it.
Allergy and access information is special category data. It is collected because a guest volunteered it so that you could serve them safely, it is used only for that, and it is not used to build audiences or to target marketing.
We use a small number of sub-processors to run the platform. Each is bound by contract, each is listed here, and we will tell you before we add one.
| Who | What for | Where |
|---|---|---|
| RailwayApplication and database hosting | Running the platform and storing your records | EU · Amsterdam |
| CloudflareContent delivery and site hosting | Serving the applications and protecting them | Global edge |
| AnthropicLanguage model | Understanding guest enquiries and writing answers | United States |
| ResendTransactional and marketing email | Sending confirmations, reminders and your notes to guests | EU · Ireland |
| Dojo / PaymentsenseCard payments | Taking payment at the table and reconciling it | UK |
| GoogleSign-in | Letting staff and guests sign in with a Google account | Global |
On the language model. Guest enquiries are sent to Anthropic's API so that Hanna can understand and answer them. Prompts are not used to train their models under the terms we operate on. Any figure Hanna quotes is computed by our own reporting engine and passed to the model to put into a sentence — the model does not query your database directly.
Your records, and their backups, are held in the European Union, in Amsterdam. Email is sent from Ireland. Two sub-processors operate outside the UK and EEA — Anthropic in the United States, and Google globally — and those transfers rely on the safeguards in each provider's own terms: UK international data transfer addenda or standard contractual clauses.
| What | Kept for |
|---|---|
| Guest and trading records | As long as you are a customer, then deleted within 30 days of your contract ending |
| Financial records | Six years, as UK tax law requires |
| Demo enquiries that go nowhere | 12 months, then deleted |
| Diagnostic logs | 90 days |
Where we are the controller — your own data — you can ask us to show you what we hold, correct it, delete it, restrict what we do with it, hand it over in a portable format, or object to processing we do on the basis of legitimate interests.
Write to [email protected]. We will respond within one month, and usually much sooner.
If we get it wrong you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you told us first so we can fix it, but it is your right either way and we will not treat it as a hostile act.
If one of your guests asks us directly to see, correct or delete their data, we do not act on it ourselves — because it is not our data to act on. We pass the request to you promptly, and we help you carry it out inside the product.
That is what being a processor means in practice, and it is the correct answer even though it is the slower one.
If we change this notice we will date the new version and tell every venue by email. We will not make a material change quietly and hope nobody reads it.
Hanna AI Ltd · Company No. 17119925 · London
[email protected]