Your data, in plain English.
Last updated: 9 October 2026
Who we are
ServeMate is run by ServeMate Ltd, a company registered in England and Wales (company number 16480251), registered office Unit A, 82 James Carter Road, Mildenhall, IP28 7DE, United Kingdom. If you have a question about your data, email hello@servemate.co.uk.
Two different roles
When you run a shop on ServeMate, we are the "controller" of the information about you and your account: we decide how it's used, and this policy explains how.
When your customers order from your shop (online, on the kiosk, on the till or by phone with Sophie), the shop is the controller of their information and we process it for the shop, only to provide ServeMate. If you're a customer with a question about an order, the quickest route is to contact the shop.
What we collect
About shop owners and their staff
- Your name, email, mobile number and password (passwords are stored securely and we can't see them).
- Your shop details: name, address, phone, opening hours, menu, logo and photos.
- Billing details for your subscription. Card details are handled by Stripe; we never see or store your full card number.
- How you use ServeMate, for example which setup steps you've finished, so we can help you and fix problems.
- Messages you send us on WhatsApp, email or phone.
About your customers (processed for your shop)
- Orders, names, phone numbers, emails, delivery addresses and loyalty details.
- If your shop uses Sophie, our AI phone assistant: call audio, recordings and transcripts of calls to your shop.
About visitors to this website
This website doesn't use analytics or tracking cookies. Our hosting provider keeps standard technical logs (such as IP address and browser type) for security. See our cookie policy.
How we use it
- To provide ServeMate: your till, online ordering, kiosk, kitchen screen, website, Sophie and everything else in your account.
- To help you set up, including reminder emails and, if you said yes, texts. Every message has a way to turn reminders off.
- To take payment for your subscription and send receipts.
- To keep ServeMate secure, prevent fraud and fix problems.
- To meet our legal obligations, such as keeping financial records.
Our legal bases are: providing the contract you've signed up for; our legitimate interest in running, securing and improving ServeMate and helping new shops get set up; your consent where we ask for it (for example setup texts); and legal obligations.
We don't sell personal information, and we don't use your customers' information for our own marketing.
Who we share it with
We use trusted suppliers to run ServeMate. They only use the information to provide their service to us:
- Hosting and database: Supabase and Vercel.
- Payments: Stripe (your ServeMate subscription) and Dojo (card payments in your shop and online).
- Phone calls and texts: Twilio, and our SMS partner Text Management.
- Email: Resend.
- AI: Google, OpenAI, Anthropic and Cartesia, for features such as Sophie (understanding and speaking on calls) and reading a photo of your menu.
- Delivery apps: HubRise, if you connect Just Eat, Uber Eats or Deliveroo.
- Maps and addresses: Google Maps, Mapbox and postcodes.io, for delivery areas and driver tracking.
Some of these suppliers may process data outside the UK. Where they do, we rely on the protections the law requires, such as UK adequacy regulations or the UK International Data Transfer Agreement. We may also share information if the law requires it.
How long we keep it
We keep your account information while you use ServeMate. If you cancel, we keep it for 30 days in case you come back, then delete it, except where we must keep records for longer by law (for example, financial records for 6 years). Recordings of calls answered by Sophie are deleted automatically after 7 days.
Your rights
You can ask to see, correct or delete your information, ask us to stop or limit using it, or ask for a copy to take elsewhere. Email hello@servemate.co.uk and we'll help. You can also complain to the Information Commissioner's Office at ico.org.uk, though we'd love the chance to sort it out first.
Changes
If we change this policy we'll update the date at the top, and tell you about any big changes.