Privacy notice

1. Who we are

Leron makes Hana, an AI reservations manager for restaurants and restaurant groups. Hana answers a restaurant's phone calls, texts, WhatsApp messages and emails, takes bookings, and writes up each conversation for the restaurant's team on the Leron dashboard. Leron also runs booking systems and booking pages for restaurants, and this website, leronsystems.com.

Leron is Leron Systems, operated by Pranav Gupta as a UK sole trader. A limited company is being registered to take Leron over. When it has been, we will name it here with its company number.

Our postal address is 188 Port Tennant Road, Swansea. The quickest way to reach us about anything in this notice is pranav@leronsystems.com.

2. Our two roles

When Hana handles a restaurant's calls and messages, the restaurant decides what happens to its guests' personal data. The restaurant is the controller of that data and Leron is its processor: we handle it to provide our service to that restaurant, on its instructions. If you are a guest, the restaurant's own privacy notice applies as well as this one.

We keep each restaurant's guest data to that restaurant: a guest's record at one restaurant is not shown at another, even one with the same owners. We never share one client's guest data with another restaurant, and we do not use it to market Leron.

Leron is the controller for the personal data of the restaurant teams who use our dashboard, people who contact Leron or book a demo with us, people who try the voice demo on this website, businesses we may contact about Leron, and visitors to this website.

3. What we handle for restaurants

What we hold about a guest depends on how they get in touch.

• Phone calls: the number you call from, when you called, a recording of the call, a written transcript and summary of it, and what you tell Hana, such as your name, contact details, the date, time and size of a booking, and any requests, including allergies or dietary needs. You hear a notice that the call may be recorded before Hana answers. Our call recording notice at /privacy/calls explains what happens to a call.
• Texts: your phone number and the texts sent between you and the restaurant's number, including booking confirmations, reminders and booking links.
• WhatsApp: where a restaurant's WhatsApp number is connected to Hana, your WhatsApp number, the messages you send and her replies.
• Emails: emails you send to a restaurant address that reaches Hana, your name and email address, the reply Hana drafts, and the reply the restaurant sends.
• Chat on a booking page: if a restaurant's booking page offers a chat with Hana, what you type and her replies.
• Booking pages: if you book on a booking page Leron runs for a restaurant, your name, phone number and email address, the booking, any notes such as allergies, your birthday if you give it, and whether you agreed to hear from the restaurant.
• Bookings and guest profiles: your booking history with the restaurant, and details its team keeps so it can look after you, such as an allergy, a usual order, a seating preference or an occasion.
• Payments: if a restaurant asks for a card or a payment when you book, you enter your card on a form provided by Stripe, and the payment is made on the restaurant's own Stripe account. We receive a reference to it, the amount and whether it succeeded. We never see or store your full card number, and we do not ask for card details on calls or in messages.
• Moving to Leron: when a restaurant moves its bookings to Leron, the booking history and guest list it brings from its previous booking system, and, if the restaurant chooses, emails from the mailboxes and period it approves, so that Hana can learn how it answers guests.
• Messages we send for the restaurant: booking confirmations, reminders, changes and cancellations by text, WhatsApp or email. A restaurant can also send you news and offers through Leron, but only if you agreed to hear from it, and each one lets you stop them.

If Hana sends you a link to a restaurant's own booking system run by another company, what you enter there is handled by that system, not by us.

4. What we handle for ourselves

• Restaurant teams: names, work email addresses and phone numbers, sign-in details, the numbers and app installs that receive alerts from Hana, conversations with Hana in the dashboard, and the details GoCardless needs to collect a restaurant's Direct Debit.
• People who contact Leron: if you call, text, WhatsApp or email Leron's own number or address, the conversation, its recording and transcript where it is a call, and the name, business, email address and phone number you give, so we can follow up. If you book a demo, Cal.com takes the booking and sends us your details.
• The voice demo on this website: your conversation with Hana and its transcript, any name, email address or phone number you give, your IP address, your browser, and the page you came from.
• Asking Hana to call you: the number you give, its country, the time, the words you agreed to, and a salted hash of your IP address. The call recording notice at /privacy/calls has the detail.
• Businesses we may contact: the name, address, phone number and website of restaurants we might work with, taken from public sources such as Google Maps, and notes of our conversations with the people who run them.
• Website and dashboard use: see section 5.

5. Cookies and analytics

We use these cookies and similar browser storage:

• Sign-in (Supabase): keeps you signed in to the dashboard until you sign out or the session ends. The dashboard cannot work without it.
• login_email: holds the email address you typed for 5 minutes after a failed sign-in or a sign-in link request, so the form can show it again.
• ck-site and ck-theme: remember which of your restaurants the dashboard shows and whether you chose light or dark mode, for a year. The dashboard also keeps a few display preferences in your browser's storage.
• Booking pages: while you pay on a restaurant's booking page, it keeps a note of that payment in your browser's session storage so it can pick up where it left off if the page reloads.
• Analytics (PostHog): an identifier in a cookie and in your browser's storage, kept for up to a year, so we can tell visits apart.

PostHog records the pages you visit on this website and the dashboard, what you click, errors and page speed, your IP address, device and browser, and it can record a replay of your session. On the dashboard and on pages a restaurant's guests use, replays and click records hide the words on the screen and anything typed, so they show the layout and where someone clicked, not a guest's details. PostHog processes this in the United States.

On a restaurant's booking pages PostHog keeps nothing in your browser and records no replay. We only collect error reports and events there, so we can see when something fails. Pages that hold a one-time sign-in link, or a guest's link to manage their booking, load no analytics at all.

The demo page loads Cal.com's calendar, and the status badge in the footer loads from Better Stack, so both receive your IP address when those pages open.

6. Why we use it

• To answer calls and messages for a restaurant, take and manage bookings, send the messages the restaurant has set up, and show its team what Hana did. The restaurant, as controller, decides the lawful basis for this.
• To provide the service a restaurant has signed up for, give its team access, and collect payment. We rely on our contract with the restaurant.
• To reply to people who contact us, follow up on demo requests, contact businesses that might want Leron, keep the service secure (including limiting abuse of the voice demo and booking pages), and understand how the website and dashboard are used so we can fix and improve them. We rely on our legitimate interests in running Leron.
• To call you when you ask Hana to ring you from this website. We rely on your consent, which you can withdraw at any time.

7. How Hana uses AI

Hana is an AI. Calls, texts, WhatsApp messages and emails are processed by AI models so that she can understand what you ask, reply, and write a summary for the restaurant. Her decisions are everyday ones, such as which times to offer, and the restaurant's team can see and change what she did. None of them has a legal or similarly significant effect on anyone.

We ask callers for their name. We do not use recordings to identify anyone by their voice.

Every request we send through OpenRouter, which passes text to the AI models that draft replies and summaries (section 8), asks for providers that do not use it to train their models. We do not use a restaurant's guest data to train a model of our own.

We do not sell personal data, and we do not use it for advertising.

8. Who helps us

These providers handle personal data for us:

• Supabase: our database and sign-in. It holds bookings, guest profiles, transcripts, messages and account details, in London.
• Cloudflare: hosts this website, the dashboard and booking pages, receives emails sent to addresses that reach Hana, and checks forms for bots.
• ElevenLabs: runs Hana's voice on calls, her replies on WhatsApp and in the voice demo, keeps call recordings, and writes transcripts and summaries.
• Twilio: provides the phone numbers, carries calls through to Hana, sends and receives texts, and plays the recording notice.
• Meta: runs WhatsApp, for messages to a WhatsApp number connected to Hana.
• Amazon Web Services (Amazon SES, London): sends email, including replies to guests, booking messages and alerts to restaurant teams. Resend sends some of Leron's own alerts, and is the provider we can switch our email to if Amazon SES fails.
• OpenRouter: passes the text of emails, texts, chats, call transcripts and dashboard conversations to the AI models that draft replies and summaries. Today those models are made by Anthropic, OpenAI and Google, and run by those companies or by Microsoft Azure, Amazon Bedrock and Google Cloud.
• Stripe: takes card details and payments for restaurants that ask for them, on the restaurant's own Stripe account. Stripe receives the guest's name, contact details and booking reference with the payment.
• GoCardless: collects Direct Debit payments from restaurants.
• PostHog: analytics, error reports and session replays for this website and the dashboard.
• Cal.com: takes bookings for demos with Leron.
• Better Stack: runs our status page, and watches uptime, errors and logs.
• Expo: delivers notifications to the Leron app on restaurant teams' phones.
• Google: our own business email (Google Workspace), Google's AI models where we use them directly, and Google Maps listings when we look for restaurants to contact.

We also share personal data where the law requires us to.

9. Where it is stored

Our database is in London, and Amazon SES sends our email from London. Call recordings are kept by ElevenLabs. Several of our providers process data outside the UK, including in the United States: among them ElevenLabs, Twilio, OpenRouter and the AI model providers, and PostHog.

Where personal data leaves the UK, we rely on a lawful UK transfer mechanism. Twilio, ElevenLabs, PostHog, Cloudflare, Stripe, Google, Amazon Web Services, Resend, Better Stack and Expo are certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge). For OpenRouter, and for Meta's WhatsApp, we rely on the UK's International Data Transfer Addendum to the EU standard contractual clauses, in that provider's data processing terms.

10. How long we keep it

For the restaurants we work with, we keep conversation history, including call recordings, until the restaurant or the guest asks us to delete it. That history is the recording, transcript and summary of each call, and the texts, WhatsApp messages and emails exchanged with guests. The same goes for booking history and details a guest asked the restaurant to remember, such as an allergy or a usual order. Nothing deletes this on a timer.

When a guest emails a restaurant a photo or a PDF, an AI model may read it so the restaurant can reply to what it says. We keep the file's name, type and size and a short description with the email. Supported pictures embedded in an email are also kept in its formatted body, within our size limits, for as long as that email. A private temporary copy used to process those pictures is deleted within 25 hours. Other attachment files are not retained.

• Conversations in the voice demo on this website, and requests for Hana to call you: 12 months.
• Restaurant teams' chats with Hana in the dashboard: 90 days after the last message.
• Conversations with Leron's own number and address, restaurant team accounts, and notes about businesses we contact: until you ask us to delete them. Billing records are kept for as long as the law requires us to keep financial records.

When a restaurant stops using Leron, it chooses whether we delete its data or return it. Deleting data from our database does not change backups already taken, which keep it until they expire. Counts and totals that identify nobody, such as how many bookings a restaurant took in a week, are kept. Our providers keep their own records, such as Twilio's call and message logs, for the periods their own policies set.

11. Your rights

You can ask for a copy of your personal data, ask for it to be corrected or deleted, object to how it is used or ask for that to be restricted, and ask to receive it in a form you can take elsewhere. Where we rely on your consent, you can withdraw it at any time.

If you are a guest of a restaurant, ask the restaurant, because it is the controller. If your request reaches us instead, we pass it to the restaurant and act on its instructions. We aim to answer within one month.

Before we act on a request about a phone number, we check that the person asking controls that number. When we delete a guest's data for a restaurant, we remove it from our database, including call transcripts and texts, and then delete the copies ElevenLabs and Twilio hold.

For anything Leron handles as controller, write to pranav@leronsystems.com. You can also complain to the Information Commissioner's Office at ico.org.uk, and we would like the chance to put things right first.

12. Security

This website, the dashboard and booking pages are served only over HTTPS. A restaurant's team can see only its own restaurant's data. Card details go straight to Stripe and never reach us. No system is perfectly secure, and if a breach affects a restaurant's data we will tell that restaurant without undue delay.

13. Children

Leron is a service for businesses and is not aimed at children. A guest who contacts a restaurant is treated the same way whatever their age.

14. Changes to this notice

When what we do with personal data changes, we update this notice and the date at the top.