Privacy Policy

1. Data controller

Samlink AB (org. no. registrering pågår) is the data controller for the processing of your personal data. Contact privacy@samlink.app for questions about this policy or to exercise your rights.

2. Data we collect

We only collect what's needed to deliver the service:

• Account data — email, name, restaurant name, role
• Usage data — pages visited, features used, timestamps
• Transaction data — orders, payments, receipts
• Staff PII — schedule, attendance, payroll (when you, the employer, store it in Samlink)
• Customer order PII — name / phone / email of QR-menu customers, if they choose to provide it
• Cookie consent log — IP address (anonymised), timestamp, choice, policy version

3. Purpose and legal basis (GDPR Art. 6)

We process your data on the following grounds:

• Contract performance (Art. 6(1)(b)) — to deliver the service you subscribed to
• Legal obligation (Art. 6(1)(c)) — to comply with Swedish accounting law (Bokföringslagen), Skatteverket requirements, the Personalliggare staff-attendance log
• Legitimate interests (Art. 6(1)(f)) — to improve the platform, security, and fraud prevention
• Consent (Art. 6(1)(a)) — for marketing and analytics cookies; you can withdraw consent at any time

4. Recipients of the data

We use the following sub-processors — all are GDPR-compliant:

• Supabase (EU region) — database + authentication
• Stripe + Swish (per-tenant BYOK) — payment providers; keys stored encrypted via pgcrypto
• Resend — transactional email (receipts, reminders)
• Fortnox — accounting export (SIE4)
• Wolt / Foodora / Uber Eats — delivery platforms (HMAC-signed webhooks)

5. Retention periods

We retain data only as long as needed:

• Account data — duration of subscription + 12 months
• Transaction data — 7 years (Bokföringslagen 1999:1078)
• Personalliggare data — 5 years (Skatteverket requirement)
• Trial data — 30 days after trial expiry
• Cookie consent log — 26 months (IMY recommendation)

6. Your rights under GDPR

You have the following rights — contact privacy@samlink.app to exercise them:

• Right of access (Art. 15) — we export all your data via the dashboard
• Right to rectification (Art. 16) — you can correct directly in account settings
• Right to erasure (Art. 17) — handled manually until automated deletion is in place
• Right to restriction (Art. 18)
• Right to data portability (Art. 20) — JSON export via /api/user/export
• Right to object (Art. 21)
• Right to withdraw consent (Art. 7(3))

7. Right to lodge a complaint

You always have the right to lodge a complaint with the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten — IMY) if you believe we are processing your data unlawfully. We'd appreciate it if you contact us first at privacy@samlink.app so we can try to resolve the issue directly.

8. Is providing data statutory or contractual?

To deliver the service we must process account data (contractual) and transaction data (statutory under Bokföringslagen). Personalliggare data is statutory for restaurants under Skatteverket rules. Without these we cannot enter the contract or deliver the service lawfully.

9. Cookies

We use strictly necessary cookies (authentication, security) which do not require consent, and optional analytics cookies which are only set after your explicit consent via the cookie banner. You can change your choice at any time via the link in the footer.

10. International transfers

All data is stored within the EU/EEA (Supabase EU region). If your restaurant enables Stripe (card payments) or Resend (email delivery), those sub-processors may process data outside the EU under EU Commission Standard Contractual Clauses (SCC) or the Data Privacy Framework — we have agreements that ensure a GDPR-equivalent level of protection. Restaurants that do not enable those services keep all data within the EU/EEA.

11. Policy changes

We may update this policy as the service evolves. Material changes are announced by email + in the dashboard at least 30 days before they take effect. The "Last updated" date at the top of this page always reflects the latest revision.