Privacy Policy

1. Introduction

This Privacy Policy explains how Hearth ("Hearth", "we", "our", or "us"), operated by Nexora, collects, uses, stores, and protects personal information when you use our platform or visit our website.

We are committed to protecting your privacy and handling personal information responsibly in accordance with applicable data protection and privacy laws in the jurisdictions where we operate.

By using Hearth or submitting information through our website, you acknowledge that your personal information may be processed as described in this Privacy Policy.

2. Information We Collect

A. Restaurant Users

We may collect information including:

• Name
• Email address
• Phone number
• Job title or role
• Login credentials (encrypted where applicable)
• Account settings and preferences
• Profile photo (where provided)

B. Guest Data (Provided by Restaurants)

Restaurants using Hearth may collect and store guest information, including:

• Name
• Email address
• Phone number
• Reservation and booking history
• Dining preferences
• Allergies or dietary preferences (where provided)
• Guest notes entered by the restaurant or the guest

Restaurants remain responsible for ensuring they have a lawful basis to collect and process guest information.

C. Information Submitted Through Our Website

When you submit information through our website, including by requesting a demo, contacting us, joining a waiting list, booking a discovery call, or completing an enquiry form, we may collect:

• Name
• Restaurant or business name
• Business email address
• Phone number
• Country or location
• Number of restaurant locations (where provided)
• Information about your business
• Any message or enquiry you submit
• Marketing preferences (where applicable)

D. Technical & System Information

We may automatically collect:

• IP address
• Browser type
• Device information
• Operating system
• Usage logs
• Crash reports
• Access times
• Cookies and similar technologies
• Referring website information

3. How We Use Your Information

We use personal information to:

• Operate and maintain the Hearth platform.
• Manage reservations and guest records.
• Provide CRM and operational features.
• Process subscriptions and payments.
• Communicate with customers.
• Respond to enquiries submitted through our website.
• Arrange demonstrations, onboarding sessions, or meetings.
• Provide customer support.
• Improve our platform, website, and customer experience.
• Detect fraud and maintain security.
• Comply with legal obligations.

Where permitted by applicable law, we may also contact you regarding:

• Product updates.
• New features.
• Service announcements.
• Educational content.
• Promotional offers.

Where consent is required, we will only send marketing communications after obtaining your permission. You may opt out at any time.

We do not use guest information collected by restaurants for our own marketing unless we have an independent lawful basis to do so.

4. Legal Basis for Processing

Where applicable, we process personal information under one or more of the following legal bases:

• Performance of a contract.
• Legitimate business interests.
• Compliance with legal obligations.
• Consent, where required.
• Protection of vital interests.
• Any other lawful basis permitted under applicable law.

Restaurants using Hearth remain responsible for obtaining any required guest consents under applicable privacy laws.

5. How We Share Information

We do not sell or rent personal information.

We may share information with trusted service providers that help us operate Hearth, including:

• Payment providers (such as Stripe).
• Cloud hosting providers.
• CRM systems.
• Email delivery providers.
• Customer support platforms.
• Scheduling and meeting platforms.
• Analytics providers.
• Infrastructure and security providers.

These providers are contractually required to protect personal information and process it only for authorised purposes.

We may also disclose information where required by law, to protect our legal rights, investigate fraud, or respond to lawful requests from public authorities.

6. International Data Transfers

Because Hearth is an international platform, personal information may be processed or stored in countries other than the country in which it was collected.

Where required by applicable law, we implement appropriate safeguards to protect personal information during international transfers.

7. Data Storage and Security

We take appropriate technical and organisational measures to protect personal information, including:

• Encrypted communications (HTTPS/TLS).
• Secure cloud infrastructure.
• Role-based access controls.
• Authentication mechanisms.
• Audit logging.
• Monitoring and security controls.
• Regular security updates where appropriate.

While we work to protect personal information, no online system can guarantee absolute security.

8. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Provide our services.
• Respond to enquiries.
• Comply with legal obligations.
• Resolve disputes.
• Enforce agreements.

Following account termination:

• Account data may remain available for export for up to thirty (30) days unless otherwise agreed.
• After this period, information may be permanently deleted from active systems, subject to backup, legal, regulatory, or security retention requirements.

Enquiry and contact information may be retained where reasonably necessary to manage customer relationships, respond to requests, or comply with legal obligations.

9. Your Privacy Rights

Depending on your location and applicable privacy laws, you may have rights including:

• Access to your personal information.
• Correction of inaccurate information.
• Deletion of personal information.
• Restriction of processing.
• Objection to certain processing activities.
• Data portability.
• Withdrawal of consent where processing relies on consent.
• Opting out of marketing communications.
• Lodging a complaint with the relevant supervisory authority.

We will respond to requests within the timeframes required by applicable law.

Privacy requests can be submitted to: support@hearthforrestaurants.com

10. Marketing Communications

If you choose to receive updates from Hearth, or where permitted by applicable law, we may contact you by email, telephone, SMS, or other communication methods regarding:

• Product updates.
• New features.
• Service announcements.
• Events and webinars.
• Industry insights.
• Promotional offers.

You can unsubscribe from marketing communications at any time by following the unsubscribe instructions in our communications or by contacting us directly.

Service-related communications (such as account notifications, security alerts, billing information, or operational updates) may still be sent where necessary.

11. Cookies and Similar Technologies

Hearth uses cookies and similar technologies to:

• Keep users signed in.
• Maintain secure sessions.
• Remember preferences.
• Analyse website and platform performance.
• Improve user experience.

Where required by applicable law, we will obtain consent before placing non-essential cookies.

You can manage or disable cookies through your browser settings, although doing so may affect certain functionality.

12. Third-Party Integrations

Hearth may integrate with third-party services including:

• Payment providers.
• POS systems.
• Reservation channels.
• Analytics providers.
• Communication platforms.
• CRM systems.

Where integrations involve personal information, we take reasonable steps to ensure appropriate contractual and security safeguards are in place.

13. Children's Privacy

Hearth is intended for use by restaurants and authorised business users.

We do not knowingly collect personal information directly from children. Any information relating to child guests is collected by restaurants as part of reservation management and remains the responsibility of the restaurant under applicable privacy laws.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Where material changes are made, we will take reasonable steps to notify customers before the changes take effect.

The latest version will always be available on our website.