How Read The Room handles personal information.

1. Who we are and what this policy covers

Read the Room Systems Inc., operating as RTR Systems / ReadTheRoom ("RTR," "we," "us"), provides restaurant operations software from Ontario, Canada. Personal information means information about an identifiable individual.

This policy covers people who visit our website, request a demo or support, hold an RTR account, or have personal information in a customer's records. Some people whose information is processed through RTR, including restaurant staff, do not have an RTR account themselves.

An organization using RTR is our "customer." When we process a customer's business records, the customer decides which systems it connects, why it uses the records, and who may see them; we act as its service provider and process the records only to provide its service. The customer's own employment and privacy policies also apply to its staff. We decide how to handle information for our own purposes, such as website visits, demo requests, account administration, security and support, and this policy describes those uses too.

2. Information we collect

The information depends on the features and connections a customer uses.

We collect information directly from you, from your organization and its authorized users, from the systems your organization connects, and automatically when you use our website or service. Calculations also create information about a person, such as a tip share.

Please avoid putting unnecessary personal information, especially sensitive information, in free-text notes or support messages.

3. How we use information

We use personal information to:

• Create and maintain accounts, authenticate users, deliver invitations, and manage access.
• Read the customer's connected systems and calculate cashouts, tip shares and reconciliations.
• Show each authorized user the records their role and scope allow.
• Answer questions, provide support, and respond to demo or business enquiries.
• Diagnose problems, prevent abuse, and protect accounts and the service.
• Meet legal obligations and address disputes or security incidents.

Automated calculations. RTR calculates each person's cashout and tip share automatically, from time punches, payments and the restaurant's settings. A manager reviews and closes each cashout, and any payment to staff is made by the restaurant, not by RTR. If you think your share is wrong, ask your employer; they can see the punches, payments and settings behind it.

We use personal information only for the purposes in this policy. Before using it for a new purpose, we ask for consent. We treat totals that identify a person or a small group as personal information, even without a name attached.

4. Connected systems

RTR reads records from the point-of-sale, card-payment and scheduling systems a customer connects. The customer chooses which systems to connect, authorizes each connection, and can end it at any time. RTR asks for no permission to change anything in these systems.

Who can see it. Only people in the customer's own RTR organization whose role covers that restaurant, such as its head office, franchisee or general manager, and RTR staff when needed to support or secure the service. The customer controls those roles.

Where it is kept. Records from connected systems are stored in RTR's database in Montreal, Canada. The tokens and logins that let RTR read each system are stored encrypted in WorkOS Vault, separately for each customer, and are never shown on screen or written to logs.

How it is used. RTR uses a customer's connected-system data only to provide RTR to that customer, as the customer directs. It does not sell that data, use it for advertising, or combine it with other customers' data.

When a connection ends. When a customer disconnects a system in RTR, RTR stops reading from it and deletes the stored token or login. Records already read stay with the customer's records until the customer asks us to delete them or its service ends (section 12). Uninstalling the RTR app on Clover has its own deletion timeline, set out below.

The RTR app on Clover

This part applies when a restaurant connects its Clover merchant account by installing the RTR app on Clover. The merchant approves the app's permissions in Clover and can end them at any time by uninstalling the app. The app asks Clover only for these read permissions:

Clover's payment records can also include a cardholder's name and the first six digits of a card. RTR does not need them and does not keep them. RTR never receives full card numbers or security codes.

Uninstalling. RTR keeps Clover records while the app is installed so that past cashouts can be reviewed. When the app is uninstalled, Clover notifies RTR, and RTR stops reading that merchant's data and deletes its access token. For 30 days after uninstalling, the merchant can ask us for a copy of its records. On day 30 we permanently delete the data we received from Clover for that merchant from our production systems, and backup copies expire within a further 30 days. Cashout records your organization keeps in RTR under its written agreement with us are handled under that agreement. The data deletion page sets out each step.

Incidents. If a security incident involves Clover data, we notify the merchant as described in section 11, and we also notify Clover.

Sign-in IP addresses. Clover's developer terms require app developers to record the IP addresses of the people who use their apps and to provide them to Clover for fraud prevention. Our sign-in provider records the IP address of each sign-in, and RTR provides it to Clover when Clover asks.

Clover is a separate company, and its own privacy policy covers how Clover handles information. RTR is not made or endorsed by Clover.

5. Sign-in and authentication providers

The RTR platform uses WorkOS for sign-in, with a one-time email code or Continue with Google. WorkOS processes the account identifiers, authentication results and session information needed to sign you in, and gives RTR your account identifier, name and email address. Our website's earlier sign-in form and our earlier platform use Supabase for email-and-password sign-in.

If you choose Continue with Google, Google provides basic identity information to WorkOS: your Google account identifier, name, email address, verification status and profile image. It does not give RTR access to your Gmail, Google Drive files, calendars or contacts, and RTR never receives your Google password. Our handling of information received through Google sign-in follows the Google API Services User Data Policy.

You can remove the connection through your Google Account; Google explains how. Removing it does not delete your RTR account or its records; see our data deletion instructions.

6. AI features on our earlier platform

Our earlier platform offers AI features, such as Ask your data, to customers who turn them on. When used, the question, relevant conversation history and the records retrieved for it are sent to the AI services supporting the feature: OpenRouter, which routes requests to an xAI model, and, for some content-generation features, Anthropic. This can include employee names, hours or tip figures. We store conversation messages and usage records to show conversation history.

If you or your organization connect an external AI application to RTR, information requested through that connection is also handled by that application's provider under its own terms.

AI answers can be wrong. People making employment or pay decisions should check the underlying records. The RTR app on Clover has no AI features, and data received through it is not sent to AI services.

7. Who receives information

Your organization and its authorized users. Customer administrators and other authorized users can see the information their role and scope allow, and can export reports. Ask your organization about its own use of those records.

Our service providers. The sub-processors in section 8 receive the information they need to provide their service to us, under written agreements that limit their use of it to that service and require them to protect it.

Legal and safety disclosures. We may disclose information where the law requires it, to respond to a lawful request, or where the law permits it and it is reasonably necessary to investigate abuse, protect safety or security, or establish or defend legal claims.

Business transactions. If a financing, acquisition, reorganization or sale of our business requires personal information to be reviewed or transferred, we will limit it to what the transaction requires, under a confidentiality agreement, and notify customers before their information is transferred to a new owner.

RTR does not sell personal information or share it for cross-context behavioural advertising.

8. Sub-processors

These providers process personal information on our behalf. We will update this list and give customers at least 30 days' notice before a new provider starts processing customer information. If a provider must be replaced sooner to keep the service running or secure, we tell customers within 5 business days of the change. Our data processing addendum sets out the details.

RTR platform

Website and support

Earlier RTR platform (being retired)

Our earlier platform still serves our first pilot customer until it moves to the RTR platform. It holds that customer's records, including payment records read from its connected systems, and is retired when the move is complete.

9. Cookies and browser storage

RTR and its sign-in providers use cookies and similar storage to keep you signed in, protect sign-in flows and remember preferences. We do not use advertising or cross-site tracking cookies, and we do not use analytics tools on this website.

Our web pages load fonts from Google Fonts, and the website's sign-in form loads a code library from esm.sh. Your browser sends those services its IP address and browser details when it requests these files.

You can clear or block cookies in your browser, but you may be signed out and some features may stop working.

10. Emails and messages

Service messages. We send the messages needed to run your account and the service, such as invitations, sign-in codes, security notices and cashout notices. You receive these while you have an account.

Promotional emails. We send news or offers only with your express consent, or where Canada's anti-spam law implies consent, such as within two years of a purchase or contract with us or six months after you ask us about our products. Requesting a demo does not sign you up for a newsletter. Every promotional email identifies RTR, gives our mailing address and includes an unsubscribe link. We act on an unsubscribe within 10 business days. You can also email support@rtrsystems.com to stop them.

Operational text or WhatsApp messages on our earlier platform are sent only to numbers a customer configures. Adding a phone number to your account does not subscribe you to promotional texts.

11. Where information is processed and how it is protected

Our main database is in Montreal, Canada. Our sign-in provider, WorkOS, and our error-monitoring provider, Sentry, process information in the United States, and Cloudflare at the data centre nearest each user. Our earlier platform stores its records in the United States. Information processed in another country is subject to that country's laws and may be accessible to its courts, law enforcement and national security authorities.

We protect information with encrypted connections, database-enforced separation of each customer's records, encrypted storage of vendor credentials, and access limited by role. If an incident involving information we control creates a real risk of significant harm, we report it to the Office of the Privacy Commissioner of Canada and notify the people affected as soon as feasible. If an incident affects a customer's records, we notify that customer within 72 hours of confirming it.

12. Retention and deletion

We keep personal information only as long as needed for the purpose we collected it for, then delete it or make it anonymous. These are our periods:

We keep information longer only where a law requires it, and then only for that reason. Removing someone's access, revoking an invitation or disconnecting Google does not by itself delete the records linked to that person; a restaurant may still need an accurate record of who received a tip. To ask for deletion, use our data deletion instructions.

13. How we govern personal information

• Accountability. Our Privacy Officer (section 18) is responsible for how RTR protects personal information and approves these practices.
• Access by our staff. Only RTR staff who need personal information for their work can access it, and they are bound by confidentiality. Staff who handle personal information are trained on these rules.
• Privacy impact assessments. Before we build or significantly change a system that handles personal information, we assess the privacy risks and record the result.
• Incidents. We assess every privacy incident, take steps to reduce harm, notify as described in section 11, and keep a register of incidents.
• Retention and destruction. We follow the periods in section 12. We destroy information by deleting it from our systems and letting backups expire. If we anonymize information instead, we remove or aggregate it so it can no longer identify anyone.
• Complaints. Send complaints to our Privacy Officer. We acknowledge them, investigate each one, reply within 30 days, and tell you how to take the matter further if you are not satisfied.

14. Your requests and concerns

You can ask to access the personal information we hold about you, correct it, delete it, or withdraw consent you gave us. We may ask for information to verify your identity. Requests are free.

We reply within 30 days. If we need up to 30 more days, we tell you why within the first 30. If we refuse, we explain why in writing and how to challenge it.

If the information is in records a restaurant controls, such as your cashouts or punches, we will help you or send your request to that restaurant, which decides on it. You can also contact your employer directly.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

15. Additional rights where California law applies

If you are a California resident and the California Consumer Privacy Act applies to our handling of your information, you may have rights to know the information collected, its sources, purposes and recipients; obtain a copy; request deletion or correction; opt out of sale or sharing for cross-context behavioural advertising; and limit certain uses of sensitive personal information. Exercising these rights will not result in unlawful discrimination or retaliation.

Send requests to our Privacy Officer. You may use an authorized representative; we may require proof of authority and any verification permitted for the request. Where RTR acts as a service provider for your organization, we will help direct the request to that organization. See the California Attorney General's rights guidance.

16. Young people in the workplace

RTR is a workplace service, not a service directed to children. Customer records may include staff who are minors. Contact our Privacy Officer if you believe information about a child has been provided improperly.

17. Changes to this policy

We will update this page and its effective date when our practices change. For a material change, we will email customers' account owners at least 30 days before it takes effect.

18. Privacy Officer and contact

Our Privacy Officer is the person in charge of protecting personal information at RTR. Contact them for privacy questions, requests or complaints:

For anything else, email support@rtrsystems.com or see our support page. You can also ask for this policy in an accessible format. Please don't send passwords, verification codes, or unnecessary sensitive records.