Smart Menu Solutions

Privacy Policy

How we collect, use, and protect your personal information.

Effective date: 1 September 2026

Introduction and organizational info

We, at Smart Menu Solutions, are dedicated to serving our customers and contacts to the best of our abilities. Part of our commitment involves the responsible management of personal information collected through our website and any related interactions. Our primary goals in processing this information include:

  • Enhancing the user experience on our platform by understanding customer needs and preferences.
  • Providing timely support and responding to inquiries or service requests.
  • Improving our products and services to meet the evolving demands of our users.
  • Conducting necessary business operations, such as billing and account management.

It is our policy to process personal information with the utmost respect for privacy and security. We adhere to all relevant regulations and guidelines to ensure that the data we handle is protected against unauthorized access, disclosure, alteration, and destruction.

We do not have a designated Data Protection Officer (DPO) but remain fully committed to addressing your privacy concerns. Should you have any questions or require further information about how we manage personal information, please contact us at smartmenusolutions@outlook.com.

Your privacy is our priority. This commitment extends to our collaboration with third-party services that may process personal information on our behalf, such as in the case of sending invoices. All activities are conducted in strict compliance with applicable privacy laws.

Scope and application

This privacy policy applies to website visitors, people who contact us, and customers who request or use our services.

Data collection and processing

We gather personal data through various interactions, including when you use our services or products — such as our Digital QR Menu Builder, which creates custom-branded, web-based menus accessible instantly via a smartphone camera scan without requiring an app download — or when you directly provide information to us.

The following list details the types of personal information we may process:

  • First and last name
  • Contact details and information included in your service request
  • Technical information that may be recorded in standard server security logs, such as IP address, browser type, and request time

We only process information that is essential for delivering our services, complying with legal obligations, or enhancing your user experience. The data we collect serves multiple purposes, including:

  • Responding to enquiries and processing service requests
  • Customer support

We process your personal information transparently and in accordance with your preferences and applicable privacy laws, and only for the purposes for which it was collected or that you have authorised.

When you submit a contact or order form, the information and any attached menu file are transmitted through FormSubmit so the request can be delivered to our email inbox. Please do not include sensitive personal or financial information in your message or uploaded document.

Data storage and protection

Data storage

  • Personal information is stored on secure servers located in Germany. For services that require international data transfer, we ensure such transfers comply with applicable laws and maintain data protection standards equivalent to those in our primary location.
  • We partner with reputable data hosting providers committed to state-of-the-art security measures, selected for their adherence to stringent data protection standards.

Data processing agreements

When we share your data with third-party service providers, we do so under the protection of Data Processing Agreements (DPAs) that ensure your information is managed in accordance with GDPR and other relevant data protection laws. These agreements require third parties to implement adequate technical and organizational security measures.

Transparency and control

We believe in transparency and giving you control over your personal information. You will always be informed of any significant changes to our sharing practices and, where applicable, given the option to consent to such changes. For any questions about how we share and disclose personal information, contact us at smartmenusolutions@outlook.com.

User rights and choices

We recognize and respect your rights regarding your personal information under the General Data Protection Regulation (GDPR) and other applicable data protection laws:

  • Right of access (Art. 15 GDPR) — request access to the personal information we hold about you and how we process it.
  • Right to rectification (Art. 16 GDPR) — request correction or completion of incorrect or incomplete information.
  • Right to erasure ("right to be forgotten," Art. 17 GDPR) — request deletion of your personal information when it is no longer necessary for the purposes it was collected for.
  • Right to restriction of processing (Art. 18 GDPR) — request that we restrict processing under certain conditions.
  • Right to data portability (Art. 20 GDPR) — receive your data in a structured, commonly used, machine-readable format.
  • Right to object (Art. 21 GDPR) — object to processing under certain conditions, including for direct marketing.
  • Right to withdraw consent (Art. 7(3) GDPR) — withdraw consent at any time where processing is based on consent.
  • Right to lodge a complaint (Art. 77 GDPR) — lodge a complaint with a supervisory authority if you believe our processing violates data protection law.

Exercising your rights

To exercise any of these rights, contact us at smartmenusolutions@outlook.com. We will respond in accordance with applicable data protection laws and within the required timeframes. In some cases we may need to verify your identity to protect the security of your personal information.

Cookies and tracking technologies

We value your privacy and are transparent about our use of cookies and other tracking technologies. These technologies help ensure the smooth operation of our digital platforms, enhance your user experience, and provide insights that help us improve.

Understanding cookies and tracking technologies

Cookies are small data files placed on your device that let us remember your preferences and collect information about your website usage. Tracking technologies such as web beacons and pixel tags help us understand how you interact with our site.

How we use these technologies

  • Essential cookies — necessary for the website's functionality, such as authentication and security. They do not require consent.
  • Performance and analytics cookies — collect information about how visitors use the site, to help us improve it.
  • Functional cookies — enable enhanced functionality and personalisation, such as remembering your preferences.
  • Advertising and targeting cookies — used to deliver more relevant advertisements and measure campaign effectiveness.

Your choices and consent

The current website does not intentionally set analytics or advertising cookies. If non-essential cookies are introduced in the future, we will update this policy and provide appropriate consent controls where required.

Compliance with United States privacy laws

For residents of the United States, the California Consumer Privacy Act and related state laws provide additional specific rights regarding your personal information.

A. Individual rights

California residents have specific rights regarding their personal information, additional to those described above.

B. Right to know

You may request that we disclose what personal information we have collected, used, shared, or sold about you and why, including: the categories of personal information collected; specific pieces of personal information collected; the categories of sources of that information; the purposes for which it is used; and the categories of third parties with whom it is shared or sold.

C. Right to delete

You may request that we delete personal information we have collected about you.

D. Right to correct

You may ask us to correct inaccurate information we hold about you.

E. Right to limit

You can request that we only use your sensitive personal information (for example, precise geolocation or government ID numbers) for limited purposes, such as providing the services you requested.

F. Right to opt out

Smart Menu Solutions does not sell or share personal information. If your data is ever sold or shared, you have the right to opt out of that sale or sharing.

G. Right to non-discrimination

You have the right to be protected from discrimination for exercising your privacy rights.

H. Submitting requests

You may submit a request by emailing smartmenusolutions@outlook.com. We will compare the information you submit with our records to verify your request and respond in accordance with applicable requirements. To appeal a decision, contact us within 60 days of our response, including your original request, the date of our response, and why you believe the decision was incorrect.

I. Sensitive personal data

We only process sensitive personal data with your prior consent and for specific, clearly disclosed purposes. You may withdraw consent at any time by emailing us.

Direct marketing and communications

We may use your personal information to send you direct marketing communications about our products, services, promotions, and other information we believe may interest you, in compliance with the GDPR and the ePrivacy Directive.

Obtaining consent for direct marketing

  • Opt-in consent — we obtain explicit opt-in consent before sending marketing communications, where required by law.
  • Unsubscribe option — every marketing communication includes clear instructions to unsubscribe; we promptly honour opt-out requests.

Types of direct marketing communications

We may contact you via email, SMS, telephone, or social media platforms.

Policy updates and changes

We may update this privacy policy from time to time to reflect changes in legal requirements, industry standards, or our business operations.

Notification of changes

In the event of significant changes that may affect your rights or how we handle your personal information, we will provide notice through prominent means such as email or website notifications, and indicate the effective date of the updated policy at the top of this document. We encourage you to review this policy periodically; continued use of our services after changes signifies acceptance of the updated terms.

Contact us

If you have any questions or concerns about this privacy policy, please contact us at smartmenusolutions@outlook.com. We're here to help.