Privacy policy

1. Who is responsible for the data

RUSEI MS COMPANY SRL, with its registered office at Str. Oltului no. 4, staircase C, apartment 2, postal code 500283, Brașov, Romania, is the controller for the Outfayz account, authentication, platform security, management of the contractual relationship, business billing and the handling of data requests.

Each participating business is an independent controller for its own loyalty programme: it determines point rules, rewards, campaigns and how its customer history is used. For these operations, Outfayz provides the technical infrastructure and processes data on behalf of the business under the applicable agreement.

2. Data we process

• Identity and account: Firebase UID, name, email address, Google authentication provider, role and business membership.
• Loyalty: associated businesses, point balance and history, visit count and dates, activated rewards, eligible campaigns and redemptions.
• Checkout transactions: receipt totals entered by the cashier, or reviewed OCR totals, refunds, calculated points, session and receipt identifiers, and the applied reward. Optional OCR sends the photographed receipt to the configured OCR processing service and its model provider to propose totals. Outfayz does not retain the image or individual item details in its backend.
• Limited profiling: loyalty segments, recency, frequency, estimated value and inactivity probability, used for statistics and offers. We do not make solely automated decisions with legal or similarly significant effects.
• Team and administration: owner, manager and cashier roles, invitations, NFC stations, settings, administrative changes and audit logs.
• Business billing: plan, subscription status, Stripe identifiers, amounts, currency and payment date. Full card data is processed by Stripe and does not enter the Outfayz database.
• Optional notifications: consented device registrations, provider acceptance, recorded opening events only after separate optional consent, and aggregated completed receipts associated with messages. An association does not establish that a message caused the purchase.
• Technical and security data: API requests, errors, limited device or station identifiers and events required to prevent abuse and troubleshoot the service.

The NFC tag contains only an opaque technical token. It does not contain the customer's name, email, balance, business identity or any other customer personal data.

3. Purposes and legal bases

• creating and operating the account, wallet, visits and rewards — performance of the contract and delivery of the requested service;
• management of the programme by the business — performance of the service and the business's legitimate interest in managing customer loyalty;
• security, fraud prevention, auditing and defence of legal rights — legitimate interests;
• billing, accounting records and responses to authorities — contract and legal obligations;
• strictly operational communications and request handling — contract, legal obligations and legitimate interests;
• optional business messages and measurement of notification openings — only after the corresponding explicit choices in the app or wallet, which can be withdrawn separately.

4. Who receives the data

Within the limits required, data may be accessed by the business where the customer scanned the tag, authorised Outfayz staff and the technical providers used to deliver the service:

• Google / Firebase / Google Cloud for authentication, databases and backend service execution;
• The configured OCR model provider, including an OpenAI-compatible service where configured, receives a receipt image only when the cashier requests OCR;
• Stripe for business payments and subscriptions;
• Google Fonts for delivering website fonts, which involves a technical request from the browser to Google.

We do not sell personal data. Transfers outside the European Economic Area take place only through the legal mechanisms offered by the relevant provider, such as adequacy decisions or standard contractual clauses, as applicable.

5. How long we retain data

• account and loyalty data is retained while the account or relationship with the business remains active and until a valid deletion request is resolved;
• operational staff logs, legacy billing events and temporary OCR request/usage records are automatically deleted after 30 days; expired cashier codes and their rate-limit records are removed by the hourly cleanup;
• accounting records and proof of payment are retained for the period required by law;
• data required for fraud prevention, defence of legal rights and proof that a request was resolved may be retained for a limited period under the applicable limitation period;
• backup copies may disappear gradually according to the provider's technical cycle and are not used for current operations.

When retaining identifiers is no longer necessary, data is deleted or anonymised so that it can no longer reasonably be linked to a person.

6. Your rights

You may request access, correction, deletion, restriction and portability, and you may object to processing based on legitimate interests. You may withdraw consent for any optional processing without affecting earlier lawful processing.

To delete your account, use the dedicated page or the button in the app. For other rights, email [email protected] from the address associated with the account. We may request reasonable identity verification.

You have the right to lodge a complaint with Romania's National Supervisory Authority for Personal Data Processing through dataprotection.ro, without losing any other remedy.

7. Security and children

We use verified authentication, role- and business-based authorisation, server-side transactions and NFC tags without personal data. No measure can eliminate all risk; incidents are assessed and notified in accordance with legal obligations.

Outfayz is not intended for people under 16 and does not knowingly collect their data. If you learn that a child created an account without the required authorisation, contact us.

8. Contact and updates

The public data-protection contact is [email protected]. We may update this policy when the service or the law changes; the published version will show the revision date.