Summary: We collect only what we need to operate the Hanna AI platform. We never sell your data. We store it securely in the UK/EU. You have full rights to access, correct, and delete it.
1. Who we are
Hanna AI Ltd is a company registered in England and Wales (Companies House number 17119925). We operate the Hanna AI hospitality platform at hannaai.co.uk. We are the data controller for personal data collected through this website and through the Hanna AI platform.
Contact: [email protected]
2. What data we collect
From venue operators (customers)
- Name, email address, phone number, and venue details when you submit a demo request or sign up
- Billing information processed securely via our payment provider
- Usage data — how you interact with the Hanna AI platform (for support and improvement)
From restaurant guests (end users)
When guests book through a Hanna-powered venue, we collect and process on behalf of that venue:
- Name, email address, phone number
- Reservation details (date, time, party size, occasion)
- Dietary requirements and allergen information (explicitly provided)
- Visit history and preferences (to provide personalised service)
From website visitors
- Standard server logs (IP address, browser type, pages visited)
- Information you submit via the demo request form
3. How we use your data
- To deliver the service — operating bookings, sending confirmations, managing reservations
- To respond to enquiries — following up on demo requests
- To improve the platform — analysing usage patterns (anonymised where possible)
- To comply with legal obligations — financial records, GDPR requests
We do not use your data for advertising. We do not sell your data to third parties. We do not use your data for automated decision-making that produces legal or similarly significant effects.
4. Legal basis for processing
- Contract — processing necessary to deliver the service you have requested
- Legitimate interests — improving our platform, communicating with prospects, security
- Legal obligation — financial record-keeping, responding to regulatory requests
- Consent — where you have explicitly opted in (e.g. marketing communications)
5. Who we share data with
We share data only with trusted third-party processors necessary to operate the platform:
- Railway — cloud hosting and database (EU data centres)
- Cloudflare — content delivery and DDoS protection
- Resend — transactional email delivery
- Anthropic — AI processing for the Hanna chatbot (conversation data only, not stored)
- Paymentsense/Dojo — card payment processing
All processors are bound by data processing agreements. We do not transfer personal data outside the UK/EEA without appropriate safeguards.
6. How long we keep data
- Guest booking records: 24 months from last visit, then flagged for erasure
- Demo enquiries: 12 months if no contract formed
- Financial records: 7 years (legal requirement)
- Server logs: 30 days
7. Your rights
Under UK GDPR you have the right to:
- Access — request a copy of your personal data
- Rectification — correct inaccurate data
- Erasure — request deletion ("right to be forgotten")
- Restriction — limit how we process your data
- Portability — receive your data in a machine-readable format
- Object — object to processing based on legitimate interests
To exercise any right, email [email protected]. We respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
8. Security
We use industry-standard security measures including encrypted connections (HTTPS), database encryption at rest, access controls, and regular security reviews. No method of transmission over the internet is 100% secure — we cannot guarantee absolute security but take all reasonable precautions.
9. Cookies
This website uses minimal cookies. See our Cookie Policy for details.
10. Changes to this policy
We may update this policy from time to time. Material changes will be communicated via email to customers. The "last updated" date at the top of this page reflects the most recent revision.
Questions? Email