POS, team
and management
Legal information

Privacy policy

This notice explains how personal data is processed on our website keksu.de, in the help chat, when signing up for the free trial, when registering a venue and when hospitality venues use the Keksu software (admin, POS, apps, guest pages), including the service providers involved. The German version is legally binding.

1. Controller

The Bike Café GmbH
Wilhelmstr. 91
10117 Berlin
Germany
Phone: 030 75434763
Email: info@keksu.de

Keksu is a product of The Bike Café GmbH. For data protection questions and to exercise your rights, write to datenschutz@keksu.de or by post to the address above. The managing directors are the contact for data protection; a data protection officer is not required under section 38 of the German Federal Data Protection Act (BDSG).

2. General information

Obligation to provide data: Providing your data is necessary to use the trial, the software and the help chat; without it we cannot provide the respective service. There is no statutory obligation to provide it.

No automated decision-making: We do not make automated individual decisions within the meaning of Art. 22 GDPR. Suggestions made by the AI assistant are always triggered, reviewed and accounted for by a person at the venue.

Transfers to third countries: Data leaves the EU only in the cases stated for each recipient in this notice. The basis is in each case an adequacy decision of the European Commission (EU-US Data Privacy Framework for certified US companies, adequacy decisions for Switzerland and the United Kingdom) or the European Commission's standard contractual clauses under Art. 46(2)(c) GDPR. The applicable mechanism is stated for each recipient.

Retention period: We store data only for as long as necessary for the stated purpose or as required by statutory obligations. The specific periods are given for each processing activity and summarised in section 21.

3. Provision of the website

Our website is hosted by Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in data centres in Germany. When you access it, technical connection data is processed, in particular the IP address, time, requested address, browser, operating system and, where applicable, the referrer. This data is stored in server logs and deleted after 60 days. The processing serves the delivery, stability and security of the website on the basis of Art. 6(1)(f) GDPR. A data processing agreement is in place with Hetzner. Further information: Hetzner's privacy notice.

Fonts, scripts, images and all other components of the website and the software are served from our own servers. No third-party font or script services are loaded and no advertising pixels are used.

To improve the trial onboarding, we count page views, trial clicks and form steps on our own server, broken down by German/English, rough device class and product area. These counters contain no IP addresses, visitor identifiers or form contents and set no cookies. No visitor profiles are created. The browser signals "Do Not Track" and "Global Privacy Control" are respected.

4. Help chat with AI assistant

Using the "Help" button on keksu.de you can put questions about Keksu to an AI assistant. You are talking to software, not to a person; the widget says so. Your input and the conversation so far (at most the last six messages) are transmitted together with excerpts from our manual to Anthropic, PBC, 548 Market Street, PMB 90375, San Francisco, CA 94104, USA, to generate the answer. Anthropic does not use the input and answers to train its models and deletes them after no more than 30 days. The transfer to the USA is based on the standard contractual clauses agreed with Anthropic. Please do not enter personal data in the help chat, in particular no names, contact details or login credentials.

To prevent abuse, we limit the number of requests. For this purpose we store, for one hour, a hash of your IP address generated with a secret key; the IP address itself is not stored. In addition, we keep a technical log with a truncated hash, language, size of the request and the first characters of the question, which is deleted after 60 days; we store questions and answers without any reference to you for 90 days in order to improve the quality of the answers. The legal basis is Art. 6(1)(f) GDPR (providing self-service help and protecting the service). Answers from the help chat are non-binding and do not constitute legal or tax advice. Further information: Anthropic's privacy notice.

5. Signing up for the free trial

For registration, we process your name, email address, business name, business type and current POS system. We also store the language, broad device category, selected product page and any module selection carried over for your requested access. We first send a message containing a confirmation link. Demo access is provided or scheduled only after you actively confirm. The confirmation link is valid for 24 hours and can be used once. We store the confirmation time and trial period to manage the requested access.

Processing is necessary for the pre-contractual steps you requested under Article 6(1)(b) GDPR. Registration is not a newsletter subscription. Only messages about your requested access are sent.

Unconfirmed sign-ups are deleted after seven days. Confirmed sign-up data is deleted no later than 90 days after the end of the trial period unless a business relationship is established or statutory retention obligations apply. You can request earlier deletion at info@keksu.de.

To protect against automated requests, we limit sign-up attempts. For this we briefly use a hash derived server-side from the IP address and email address with a secret key. This protective data is deleted after no more than one day. The legal basis is Art. 6(1)(f) GDPR.

6. Registering a venue and contract data

When a venue registers at keksu.de/registrieren, it confirms that it is acting as a business (section 14 of the German Civil Code (BGB)) and accepts the Terms and the Data Processing Agreement. We process the venue details (name, address, type of business, legal form and, where applicable, VAT identification number), the owner's login details (name, email address, password as a hash) and, as evidence of the conclusion of the contract, the accepted version of the Terms and the Data Processing Agreement, the time of acceptance, the confirming user and the IP address used; we make the evidence and a PDF copy of the Data Processing Agreement available in the admin under Settings › Venue and send them by email. If the venue books paid modules, we additionally process billing data and payment status (section 15). The legal basis is Art. 6(1)(b) GDPR; we retain billing data for ten years under section 147 of the German Fiscal Code (AO). The details on authority to represent and business status serve to verify that the contract is concluded with a business.

7. Email delivery

For confirmations, access links, invoices and notices to venues, and for messages sent from the software (invitations and notifications to employees, voucher and confirmation emails to guests), we use Brevo (Sendinblue SAS, 106 boulevard Haussmann, 75008 Paris, France) as a processor. The recipient address, name and message content are transmitted. Brevo processes the data in the EU. Further information: Brevo's privacy notice.

8. Strictly necessary cookies on the website

When you open the trial registration, we set the session cookie tl_public_test. It protects the form against third-party requests and shows the sign-up status. It is flagged HttpOnly, SameSite=Lax and Secure. It expires at the end of the browser session. Storage is based on section 25(2) of the German Telecommunications Digital Services Data Protection Act (TDDDG), the associated processing on Art. 6(1)(b) and (f) GDPR.

The website is available in German and English. If you explicitly select a language, the strictly necessary cookie tl_lang stores your choice for one year. It is not used for advertising or audience measurement. The selection in the price calculator is not stored server-side and does not trigger any booking.

9. Personal demo access

After confirming your email address, you receive a personal access link to the example venue. The link allows you to sign in without a password and is intended for you only. The example venue is used by several interested parties; use only fictitious sample data there and do not enter any real staff, guest, payment or other confidential data. Changes made in the demo are reset regularly. To support your trial, we log which areas of the demo you have opened (page, time); we delete this log after 30 days. The legal basis is Art. 6(1)(b) GDPR.

10. Contact and problem reports

If you email us or use a contact form, we process the information provided to handle your enquiry. The legal basis is Art. 6(1)(b) GDPR for contract-related enquiries, otherwise Art. 6(1)(f) GDPR. The data is deleted once it is no longer needed to handle the enquiry and no retention obligation applies.

Support-Chat in der Verwaltung: Angemeldete Nutzer eines Betriebs können über „Support“ mit unserem Team schreiben. Wir verarbeiten dabei Nachrichten, Name, Rolle und E-Mail-Adresse des Nutzers, Name des Betriebs sowie die gerade geöffnete Seite, um die Anfrage zu beantworten (Art. 6 Abs. 1 lit. b DSGVO). Die Nachrichten werden auf unseren eigenen Servern bei Hetzner Online in Deutschland gespeichert und von unseren Mitarbeitern über eine eigene App beantwortet; andere Dritte erhalten sie nicht. Geht eine Antwort ein, während Sie nicht online sind, informieren wir Sie per E-Mail. Abgeschlossene Gespräche löschen wir nach 180 Tagen.

Using the "Report a problem" button in the software, users of a venue can report problems to us. We store the description, the venue, the signed-in user, the affected page, browser details and the IP address. We delete the IP address after 90 days; the report itself remains stored to track the fix.

Hardware enquiry: Using the form at keksu.de/hardware you can request an individual quote for POS devices, printers and card terminals. We process the venue, name, email address, phone number, the requested device quantities and your message to prepare the quote (Art. 6(1)(b) GDPR), send you an acknowledgement of receipt and, to prevent abuse, store a hash of your IP address generated with a secret key. We delete enquiries twelve months after they are closed; quotes and invoices are subject to the statutory retention periods.

11. Use by hospitality venues (processing on behalf)

When a hospitality venue uses Keksu, the venue is the controller for the personal data of its employees and guests. We process this data as a processor under Art. 28 GDPR on the basis of the Data Processing Agreement, which the venue concludes electronically on registration. The agreement includes the technical and organisational measures and the list of sub-processors as annexes.

Depending on the modules activated, we process on behalf of the venue: master data of the venue and its user accounts (name, email address, role, password as a hash, sign-in times); employee data (personnel file with documents, working hours, shifts, clock-in times, leave and absences including sick notes and certificates of incapacity for work, data for payroll preparation, tip shares); order and receipt data (table, items, amounts, payment method, tip, receipt number, time, initials of the serving staff member); voucher and loyalty card data (code, balance, stamp count and, for online purchases, the buyer's name and email address); contact enquiries via the venue website; menu, images and content of the venue website and TV display.

All data is stored on our servers at Hetzner Online GmbH in Germany. Personnel file documents (including certificates of incapacity for work) are kept outside the web directory and are encrypted at rest; they can only be retrieved after sign-in and a permission check. We create backups daily, encrypted, and keep them for 30 days. After the contract ends, the venue can export its data for 30 days (receipts, cash book, DSFinV-K and TSE exports, staff data, menu); we notify the venue of this by email. We then delete the venue's data, and backups within a further 30 days. Excepted are the POS records (receipts, cash book, closings, TSE archive, source data of the DSFinV-K export), which we retain on the venue's instruction free of charge in locked form for ten years and release only to the venue or, on its instruction, to the tax authorities; the venue may instead request deletion. We keep our own invoicing records for ten years.

Support access: To fix problems or at the venue's request, our staff can open a venue's admin via a logged direct login; a reason must be given. Every access is stored with time, reason and the person involved and is visible to the venue in the admin under "Log".

Guest pages: For the ordering page, the venue website, voucher and loyalty card pages, the TV display and the self-service kiosk, the respective venue is the provider and controller. These pages link to the venue's legal notice and privacy notice; that notice describes the features used there and names us as processor.

Employees: A venue's employees are informed by the venue under Art. 13 GDPR and section 26 BDSG. In the staff app we show a notice from the venue on first sign-in, which also mentions the push services and, where the venue has enabled them, the AI features.

We use the service providers named in sections 13 to 18 as sub-processors or, where stated, as independent controllers. Activation of a module, integration or AI feature is triggered by the venue itself; merely visiting the keksu.de website establishes none of these connections, except for the help chat under section 4, which you open yourself.

12. Sessions, local storage and statistics in the software

Management, POS, staff app, guest ordering page, business website, TV display and self-service kiosk use technically necessary session cookies (e.g. PHPSESSID, TBCMA) and the browser's local storage, for example for the menu's allergen filter, the open basket or the POS offline buffer. Admin sessions end after no more than 30 days without use. The legal basis is section 25(2) TDDDG and Art. 6(1)(b) GDPR.

Fonts and scripts for these interfaces are served from our own servers; no third-party services are loaded for this.

For visitor statistics on the guest pages, we store the IP address only in truncated form (last octet removed, or IPv6 truncated to 64 bits), the page requested, the time, the browser type and the country, which we determine from the truncated address using a country database (DB-IP) stored on our server. No data is transmitted to third parties, no cookies are set and no profiles are created. The legal basis is Art. 6(1)(f) GDPR.

13. AI features with Anthropic (Claude)

With the "AI assistant" module, Keksu offers AI-supported features: translation of dish names, descriptions, categories and opening hours, text suggestions for the menu, importing a menu from a photo or PDF, short notes on the day's business, and an assistant in the admin that answers the venue's questions and makes changes on instruction. For this we use the Claude models via the API of Anthropic, PBC, 548 Market Street, PMB 90375, San Francisco, CA 94104, USA. Anthropic is a sub-processor (Annex 2 of the Data Processing Agreement); the transfer to the USA is based on the standard contractual clauses agreed with Anthropic. Anthropic does not use inputs and outputs to train its models and deletes them after no more than 30 days.

What data is transmitted: for translation, text suggestions and import, the menu texts, prices, opening hours and uploaded files; for notes on the day's business, aggregated figures (daily revenue, number of orders, average receipt, sales per item). For the assistant in the admin, the question, the conversation history and the venue data the assistant retrieves via tools to answer are transmitted: menu, sales figures, tables, settings and shift plans without personal references.

Staff data only once enabled: Tools that read or change employee data (staff list with names and contact details, working hours, absences including the indication "sick", requests) are switched off for the assistant by default. The venue owner can switch them on under "AI assistant"; in doing so, they are informed that this data will then be transmitted to Anthropic in the USA and are obliged to inform their employees. Bank, tax, social security, payroll and salary data, home address and date of birth, as well as personnel file documents (including certificates of incapacity for work), are never passed to the assistant. Switching on and off is recorded in the venue's log. To inform employees, we provide the venue with a template; the staff app displays the notice and records the acknowledgement for the duration of employment.

We store the assistant's questions, answers and executed tool calls per venue for 90 days so that the venue can trace changes; they are then deleted. The legal basis is Art. 6(1)(b) GDPR (provision of the booked feature) or, where the venue's personal data is concerned, the venue's instructions under Art. 28 GDPR. The assistant's answers are technical information and do not constitute tax, legal or payroll advice. Further information: Anthropic's privacy notice.

14. Your own AI assistants via the MCP connector

In the "AI assistant" module, venues can connect their own accounts with AI providers (e.g. Claude by Anthropic, ChatGPT by OpenAI) to Keksu via the Model Context Protocol. The connection is set up by the venue's owner or manager via OAuth sign-in; the venue chooses which areas the assistant may read or change (menu, sales figures, staff). The "Staff" area can only be selected if the venue has enabled staff data for AI features under section 13. The assistant receives only the data it requests within these permissions. This data is processed by the chosen AI provider under its terms; the contracting party and principal there is the venue, not Keksu. For each connection we store the client's registration details, the signed-in user, the enabled areas and a log of calls (time, tool, short summary) for six months. The venue can disconnect at any time in the admin.

15. Payments (SumUp, Stripe)

Venues process card payments through their own card terminal and payment provider; Keksu receives no card data and only records the payment method. If a venue uses a SumUp terminal connected to Keksu (SumUp Limited, Block 8, Harcourt Centre, Charlotte Way, Dublin 2, Ireland), we transmit the amount, currency, a receipt reference and the terminal ID to SumUp and receive the payment status and a transaction ID in return. The payment processing contract is between the venue and SumUp. Further information: SumUp's privacy notice.

We use Stripe (Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Grand Canal Dock, Dublin, Ireland) for online voucher purchases and for billing our modules. Stripe receives name, email address, amount and payment method; we receive the payment status, transaction ID and a short description of the payment method. Stripe processes some data at Stripe, Inc. in the USA on the basis of the EU-US Data Privacy Framework and the standard contractual clauses. For billing our modules, Stripe is our processor and, for fraud prevention, also an independent controller. Further information: Stripe's privacy notice.

16. Technical security system (TSE) (Swissbit, fiskaltrust)

To comply with the KassenSichV (German Cash Register Anti-Tampering Ordinance), POS receipts are signed via a certified cloud TSE from Swissbit AG (Swissbit Cloud TSE v2, BSI-K-TR-0612-2024). It is provided and operated via fiskaltrust Deutschland GmbH, Moosweg 3, 51377 Leverkusen, in data centres in Germany; Swissbit AG is based in Switzerland, for which an adequacy decision of the European Commission exists. The legally required receipt data is transmitted (time, line items, amounts, tax rates, payment method, POS and receipt ID) together with the initials or name of the serving staff member, as required by section 146a of the German Fiscal Code (AO) and the DSFinV-K; guests' names are not transmitted. The signed data and the DSFinV-K export are available to the venue for its retention obligation under section 147 AO. The legal basis is Art. 6(1)(c) GDPR in conjunction with section 146a AO. Further information: fiskaltrust's privacy notice.

17. Push notifications and wallet passes (Google, Apple, browsers)

For notifications in the staff app and the waiter app (e.g. published shift plan, service request, order at the table) we use Firebase Cloud Messaging from Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (also processed by Google LLC, USA, EU-US Data Privacy Framework), the Apple Push Notification Service from Apple Distribution International Ltd., Hollyhill Industrial Estate, Cork, Ireland (also processed by Apple Inc., USA, EU-US Data Privacy Framework) and, for web push, the push services of the respective browser vendor (Mozilla, Google, Apple, USA, EU-US Data Privacy Framework). A device-specific identifier and the message text are transmitted, encrypted in the case of web push. The person concerned activates notifications on their own device and can switch them off there at any time.

Guests can save vouchers and loyalty cards to Apple Wallet or Google Wallet. We create Apple Wallet passes on our server; updates (e.g. a new stamp) are triggered via the Apple Push Notification Service. When saving to Google Wallet, the pass contents (venue name, voucher code or card number, balance or stamp count) are transmitted to Google (Google Wallet API). Saving is triggered by the guest in each case; Apple and Google process the passes on the device under their own privacy policies as independent controllers.

18. Google reviews and maps

Venues can connect their Google Business Profile to display reviews on the ordering page, the venue website and in the admin. We retrieve the reviews server-side via the Google Places API (Google Ireland Limited); only the Business Profile ID is transmitted, not any data about site visitors. Google processes this request as an independent controller. We cache the response for 24 hours; displayed reviews show the reviewer's name and a link to Google, as Google's terms require. Links to Google Maps or to the review form open Google only when clicked.

19. Newsletter about the free apps on tischlink.de

On tischlink.de, the site for our free apps, you can sign up for news about their launch. For this we process your email address, the times of sign-up and confirmation and a hash of your IP address, which serves only to limit mass sign-ups. Sign-up uses a double opt-in procedure: we only write to you once you have clicked the link in our confirmation email. The legal basis is your consent (Art. 6(1)(a) GDPR). You can withdraw it via the unsubscribe link in every email or by sending a message to info@keksu.de at any time. We use Brevo (section 7) for delivery. We delete unconfirmed sign-ups after 30 days. After you unsubscribe, we keep your address only to the extent necessary to prove your earlier consent.

20. Your rights

Subject to the statutory conditions, you have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20). Where processing is based on consent, you may withdraw it at any time with effect for the future.

Where processing is based on Art. 6(1)(f) GDPR, you have the right to object on grounds relating to your particular situation (Art. 21). To exercise your rights, write to datenschutz@keksu.de. If your request concerns data that a hospitality venue processes with Keksu (for example as a guest or employee), we forward your request to the venue responsible and support it in responding.

You can lodge a complaint with a data protection supervisory authority. The authority responsible for us is the Berlin Commissioner for Data Protection and Freedom of Information, Alt-Moabit 59–61, 10555 Berlin.

21. Retention periods at a glance

22. Changes to this notice

We update this notice when features, service providers or the legal situation change. The current version is always available at keksu.de/datenschutz.html. We inform venues of changes to sub-processors in accordance with the rules of the Data Processing Agreement.

Last updated: 18 October 2026