Privacy policy – BEEP SYSTEM

Last updated: 3 November 2026

This policy explains what personal data we collect when you use this website or buy from us, why we collect it, how long we keep it and what your rights are. It applies to business owners, their staff and anyone else who contacts us.

1. Who we are

This website is run by the company below. We are the controller of the personal data described in this policy.

Beep System (Riversland Technologies Ltd)
Address: First Floor, Suite C2, Elsinore House, 43 Buckingham Street, Aylesbury HP20 2NQ
Email: [email protected]
Phone: +44 7577 742486

If you have a question about this policy or your data, contact us using the details above.

2. What we collect

When you ask for a quote or contact us

Your name, phone number and email address.
Your business name and business address, if you give them.
What you are looking for and any message you write.
The page you sent the form from, the date and time, and your IP address. We keep the IP address to stop spam and abuse of the form.

When you complete our onboarding form

Business details: name, address, phone, email, opening, collection and delivery hours, delivery areas, charges and minimum order.
Set-up details: the equipment and services you need, floor and table layout, service charge and cover settings, offers and deals.
Files you upload, such as your logo, menus and photos of your business.
Links to your pages on delivery platforms such as Just Eat, Uber Eats or Deliveroo.

When you become a customer

Contact and billing details for the people we deal with at your business.
Order, invoice and payment records. Card payments are handled by payment providers; we do not store full card numbers.
Support history: calls, messages, emails and notes about work we have done for you.

When you call, email or message us

We keep the details you give us and a record of the conversation so we can help you and follow up. If you message us on WhatsApp, WhatsApp (Meta) also processes that message under its own privacy policy.

3. How we use it, and our legal basis

To reply to your enquiry and prepare a quote. Basis: steps you have asked us to take before entering a contract, and our legitimate interest in answering business enquiries.
To set up, deliver and support your system. Basis: performing our contract with you.
To invoice you and keep accounting records. Basis: contract and legal obligation.
To keep the website and our systems secure, including blocking spam and sales pitches sent through our forms. Basis: legitimate interests.
To tell you about our products and offers by email or phone, where the law allows it for business contacts. Every message lets you opt out, and you can ask us to stop at any time. Basis: legitimate interests, or your consent where the law requires it.
To meet legal and regulatory duties and to deal with legal claims. Basis: legal obligation and legitimate interests.

We do not sell your personal data. We do not make decisions about you that have legal or similarly significant effects using automated means alone.

4. Who we share it with

We only share personal data where we need to, and only with organisations that must keep it secure and use it for the purpose we give them:

Our website hosting, security and email providers.
Our own customer management system, where enquiries and customer records are kept.
Suppliers we use to deliver your order, such as hardware suppliers, couriers and engineers.
Payment providers and card machine providers, where you take those services through us.
Delivery and ordering platforms you ask us to connect to your system.
Our accountants, insurers and professional advisers.
The police, regulators or courts, where the law requires it.

5. Data about your own customers

When your business uses our EPOS, online ordering or booking services, your customers’ orders and contact details are stored in those systems. For that data your business is the controller and we act as your processor: we only use it to provide the service to you, on your instructions, as set out in our terms and conditions.

6. Transfers outside the UK

Some of our providers, such as our website security service, may process data outside the UK. When that happens we make sure the transfer is protected, for example by UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

7. How long we keep it

Enquiries and quotes that do not lead to an order: up to 24 months after our last contact with you.
Customer, contract and invoice records: 6 years after the end of the contract, to meet tax and accounting rules.
Onboarding answers and files: for as long as we provide the service, then deleted or returned on request.
Security logs: for the period our security tools keep them.

After that we delete the data or make it anonymous.

8. Cookies

This website does not use advertising or analytics cookies, and it does not track you across other websites. It only uses cookies that are strictly necessary:

Security cookies set by our website protection service to tell real visitors from automated traffic.
Login cookies, which are only set for our own staff when they sign in to manage the website.

Because these cookies are strictly necessary, the law does not require us to ask for consent. Some pages show maps of our customers’ locations; the map pictures are loaded from OpenStreetMap, which receives your IP address when your browser fetches them. If we add any non-essential cookies in future, we will ask for your consent first and update this policy.

9. Keeping your data safe

We use access controls, encrypted connections (HTTPS), a website firewall and regular updates to protect personal data. Only staff who need the data for their job can see it.

10. Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal data we hold about you;
ask us to correct data that is wrong or incomplete;
ask us to delete your data, where we no longer have a reason to keep it;
object to, or ask us to restrict, how we use your data, including for direct marketing;
withdraw consent at any time, where we rely on consent;
ask for your data in a portable format, in some cases.

To use any of these rights, contact us using the details in section 1. We will reply within one month. We may ask you to confirm your identity first.

If you are unhappy with how we have handled your data, please tell us so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

11. Changes to this policy

We will update this page when the way we use personal data changes. The date at the top shows when it was last updated.