1. Who we are
This policy explains how Tapify SRL processes personal data when you use tapify.ro, the Tapify Tab mobile app, the Tapify dashboard, Tapify connectors for AI assistants, and related services.
The data controller is Tapify SRL. For privacy questions, contact us at contact@tapify.ro.
2. Data we collect
- Account data: name, email address, encrypted password, preferred language, role, and email verification status.
- Service usage data: associated NFC or virtual cards, balances, transactions, consumption sessions, products, locations, and operation history.
- Device and authentication data: access tokens, refresh tokens, platform, device model, operating system version, and push notification tokens.
- Approximate or precise location data, only if you grant permission, to show or sort nearby locations.
- Camera or photo library data, only when you use QR scanning or upload profile, product, or venue images.
- NFC data, only when you use NFC/HCE scanning or authentication features.
- Website technical data, including locally stored theme preference and, if Google Analytics is enabled, aggregated traffic data.
- AI assistant connection data: the connected provider, your Tapify account identifier and session, the business, stations, and capabilities you approved, when the connection was created and last used, and its current authorization status.
- Data requested through the connector: the request arguments sent by the assistant and the requested business data, such as stations, taps, kegs, products, menus, sessions, and settled sales, plus cards, customers, and operators only when separately approved. Sensitive fields remain masked according to your Tapify role and permissions.
- Connector audit data: request identifier, operation, outcome, status, and duration, with hashed identifiers for the user, client, business, and connection. The gateway audit stream does not include access tokens, tool arguments, tool results, or conversation content.
- Technical and infrastructure data generated to operate and protect the connector, which may include network and request metadata and service diagnostics. These records are separate from the gateway audit stream.
3. How we use data
- To create accounts, authenticate users, verify email addresses, and reset passwords.
- To provide access to taps, cards, digital wallet, sessions, dashboard, and management features.
- To calculate balances, consumption history, reports, operational alerts, and poured-volume traceability.
- To send account, session, order, maintenance, and security notifications.
- For security, fraud prevention, internal audit, troubleshooting, and service improvement.
- To authenticate and authorize AI assistant connections, enforce the approved business, stations, capabilities, and current permissions, and answer your read requests.
- To comply with legal, tax, accounting, and regulatory obligations.
4. GDPR legal bases
- Contract performance or pre-contractual steps, to provide your account and Tapify services.
- Legal obligations, for tax, accounting, security, and authority-response requirements.
- Legitimate interests, for security, abuse prevention, service administration, and product improvement.
- Consent, for optional permissions such as location, push notifications, camera, photo library, or certain communications.
5. Mobile permissions
The app requests permissions only when needed for specific features. You can withdraw permissions from your device settings, but some features may stop working.
- Camera is used for QR code scanning and, where applicable, profile photos or dashboard image uploads.
- NFC is used to scan cards, authenticate, and check balances.
- Location is used to sort venues or credits by proximity.
- Push notifications are used for operational account, session, and order messages.
6. AI assistant connectors
An authorized Tapify business user may connect a compatible assistant, such as ChatGPT or Claude, to read data from their own Tapify business. The connector is read-only and cannot change Tapify data, balances, or configuration.
The assistant sends Tapify the arguments needed for a request, and Tapify returns the result to the selected provider, which may include it in your conversation under its own terms and privacy policy. The connector does not request your complete conversation history, files, precise location, health data, government identifiers, or full payment card numbers.
- When connecting, you select the available business, stations, and capabilities. The connector also checks your current Tapify account permissions for every request.
- You can revoke Tapify's authorization in the dashboard and separately disconnect the service in the assistant's settings. Disconnecting at the assistant provider does not automatically delete connection records kept by Tapify.
- In the authentication profile configured for the connector, the access token expires after five minutes and renewal is limited to eight hours after sign-in. These are access lifetimes, not record-retention periods.
7. Who we share data with
We do not sell personal data. We may share data with providers that help us operate the service, only as necessary and under confidentiality and security obligations.
- The assistant provider you connect, such as OpenAI for ChatGPT or Anthropic for Claude, receives the results requested through the connector under its own terms and privacy policy.
- DigitalOcean for hosting, Cloudflare for public ingress and related delivery and security services, and Grafana Cloud for sanitized operational telemetry.
- Other cloud infrastructure, file storage, and content delivery providers when needed to operate the services.
- Email, push notification, monitoring, security, and technical analytics providers.
- HoReCa operators or business clients using Tapify, for data needed to manage venues, cards, transactions, and sessions.
- Public authorities, advisers, or legal partners when required by law or to defend our rights.
8. International transfers
Some technical services may be provided from outside the European Economic Area. In these cases, we use appropriate safeguards such as standard contractual clauses or other GDPR-recognized transfer mechanisms.
9. Data security
We use technical and organizational measures to protect personal data, including secure transmission, access control, authentication tokens, secure on-device storage for sensitive data, and role-based access limits.
10. Retention and deletion
We keep data as long as needed to provide the services, meet legal, tax, or accounting duties, and support legitimate interests such as security and legal defense. Account data can be deleted or anonymized on request, except information we must retain by law or for fraud prevention.
For AI assistant connection records, gateway audits, and local infrastructure logs, the period depends on the need to provide and protect the service, investigate abuse and incidents, troubleshoot, and defend legal rights. These categories currently do not have one fixed automated deletion period applied across all systems. Revoking or disconnecting a connection does not mean these records are deleted immediately.
11. Your rights
Subject to legal limits, you have rights of access, rectification, deletion, restriction, objection, portability, and withdrawal of consent. To exercise your rights, contact us at contact@tapify.ro.
You also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing: dataprotection.ro.
12. Account deletion
If you have an app account, you may request account deletion at contact@tapify.ro or through tapify.ro/account-deletion. We will process the request according to legal requirements and inform you if any data must be retained.
13. Changes to this policy
We may update this policy to reflect changes in our services, laws, or internal processes. The updated version will be published on this page.