How long data is kept

Kept. Every booking, guest card, visit, note, tag, allergy and occasion stays for as long as your restaurant has a HostyFlow account, and after your plan ends. Nothing erases them on a schedule. A guest who asks to have their details removed is the one exception, below.

Kept. Every text and email with a guest stays on that guest's thread in Messages, with no end date.

Kept. The caller's side of the call, up to 30 minutes, and a written transcript are saved with the guest's messages, with no end date.

Kept. Each recording and its transcript stays in Messages, with no end date.

Kept. Every fax you send or receive stays in Messages as a PDF, with no end date.

Archived. When you take a photo off your page, or remove your own domain, it is archived and not erased.

Kept. Every change your team makes, with the person's name and the time, stays in the activity log, with no end date.

Kept. HostyFlow keeps each payment's amount, status and guest. When a guest's details are removed, the payment keeps its amount and the payment company's reference, for disputes and taxes, and loses the guest's name and email. Card numbers never reach HostyFlow. The payment company keeps its own records under its own rules.

Kept. When a guest replies STOP, HostyFlow records it and sends that number no more texts until the guest replies START.

10 minutes. Every code sent to sign in works for 10 minutes.

2 hours. A guest who signs in on your booking card stays signed in on that browser for 2 hours.

Up to 400 days. A team member stays signed in on a device for up to 400 days, or until they sign out.

Last 50. HostyFlow keeps the last 50 delivery records for each address you send booking notices to, and clears the contents of each notice once it is delivered or has failed.

Right away. A guest writes to deletemydata@hostyflow.com or uses the form at hostyflow.com/privacy and gets a 6-digit code. Once they enter it, HostyFlow removes their details from use right away, at HostyFlow and at every restaurant that holds them, and confirms by email or text. No more texts or emails reach them through HostyFlow.

Right away. Owners and managers can remove a guest from your own records with Remove on the guest's card in the Workstation. The card, bookings, notes and messages read Removed guest, visits, covers and amounts stay, and it can't be undone.

At least three years. A sealed copy of what was removed is kept for at least three years, for legal and dispute needs only. It is never used for anything else, no screen in HostyFlow shows it, and every time HostyFlow's team opens it for one of those needs is recorded.

Where. Write to privacy@hostyflow.com about anything on this page.