Privacy notice

Controller and contact

Tibet Softphia, Rue du Botzet 1, 1700 Fribourg, Switzerland, is responsible for website enquiries and its own customer relationships. Send privacy requests to [email protected].

Data and purposes

We process enquiry names, email, subject, message, optional company and phone, language and IP address to answer requests, prepare offers, provide support and prevent abuse. Technical access and security logs support website operation. Registration and subscription administration also involve company, user and billing information.

Your business data

A business using Softphia for its customers or staff determines the purposes of those records. Processing instructions and any required data processing agreement must be agreed separately. This notice does not replace that agreement.

Service providers and international processing

Hosting, email and technical providers receive data necessary for their services. Cloudflare handles delivery and security traffic; Google receives technical connection data when Google Fonts loads. Enabled Telegram contact notifications contain the submitted name, contact details and message. Stripe handles payments made through its service. Cloudflare identifies processing in the USA and EEA; Google and Stripe operate internationally, including the USA. Telegram identifies group companies in the British Virgin Islands and UAE. Provider policies linked below describe their arrangements and safeguards; contact us for the recipients and transfer arrangements relevant to your request.

SoftSI website advisor

When the “Ask SoftSI” advisor is offered on this website, your browser sends your question (up to 500 characters), the page language and a conversation ID to the Softphia API, without cookies. Where enabled, Cloudflare Turnstile checks the request for abuse and receives technical browser and connection data. Email addresses and phone numbers in the question are masked before our AI model provider, currently OpenAI (USA), generates the answer. Answers are generated by AI from Softphia’s public catalogue, may be incomplete or wrong and are not binding offers. Please do not enter personal data.

Advisor conversations

The masked question and answer are kept for 90 days, with their languages, the model used and its cost, under a pseudonymous conversation key and without your IP address, browser details or cookies. Softphia staff read these conversations to check and improve the advisor’s answers. Abuse limits use a keyed hash of your IP address that is deleted within a day. So that a conversation can continue, the API holds it for two hours after the last question, and your browser keeps it in the open tab until you close it.

Guided sign-up with SoftSI

When the guided sign-up is offered on this website, SoftSI leads you through a few choices in your browser: the kind of business, the functions you need, the size of your team, a proposal priced by Softphia’s catalogue, and the account form. Your choices are sent to the Softphia API without cookies and without any identifier of you, and are kept only in your browser tab until you close it or start over. If you describe your business in your own words (up to 200 characters) or type a question (up to 500 characters), the text is sent to the API, which replaces e-mail addresses and phone numbers with placeholders before anything else reads it; a description that matches none of our catalogue keywords may be classified by OpenAI (USA) into one of our kinds of business, and questions are answered as described under “SoftSI website advisor” and kept as described under “Advisor conversations”; the description itself is not stored. Cloudflare Turnstile checks that a person, not a script, sent the text and the account form. When you create your account, the details you enter (business name, your name, e-mail address, mobile number, workspace name, VAT status and time zone) go to the same registration that the Softphia panel uses, together with the setup you chose; they are used to verify your e-mail address and mobile number, to create and run your Softphia account, and for nothing else. No profile, lead or marketing record is created from a visit that does not create an account.

Cookies and communication

Session and security cookies support forms and protect requests. You can block or delete them in your browser, which may affect functions. An enquiry does not subscribe you to a newsletter. We do not use this website for advertising tracking.

Retention

Enquiries are retained while needed to handle the request, follow up a business relationship or establish and defend legal claims. Required business and accounting records may need longer retention. Data no longer needed is deleted or anonymised; backup copies follow their backup cycle. You can request a review or deletion.

Softphia apps

SoftPOS (till), SoftKitchen (kitchen display) and SoftBoss (manager app) work with a business’s Softphia account and connect to the Softphia API over encrypted connections. Accounts are not created in the apps: the business creates its stations, operators and users in SoftPanel, Softphia’s management panel. What the apps record for the business, such as sales, orders, customers, staff and SoftSI requests, is processed on its behalf as described under “Your business data”; Softphia is responsible for operating and securing the apps. We process app data to provide the service the business has ordered, in our legitimate interest in secure operation and, for SoftSI, with your consent. The apps contain no advertising, do not track you across apps or websites and are not intended for children.

SoftPOS

The till signs in as a station of the business with a station code and password or an activation QR code, and keeps a random device identifier that binds the session to the device. Operators sign in with a PIN or an NFC operator card. SoftPOS sends the business’s sales, orders, payments and refunds and the customer, delivery and reservation details staff enter to the Softphia API. The camera is used only while the scanner is open, to read barcodes and QR codes; images are decoded on the device and neither stored nor sent. Over the local network the till reaches the business’s printers and payment terminals. Card payments are processed by the terminal and its payment provider; SoftPOS never receives card numbers.

SoftKitchen

The kitchen display signs in as a kitchen station of the business, activated by scanning a QR code with the camera or with a station code and password. Camera images are decoded on the device and neither stored nor sent. A device identifier binds the station session to the device. SoftKitchen shows the orders the business’s tills send to the kitchen and reports their preparation status back to the API. It does not ask the person using it for names, contact or payment details.

SoftBoss

SoftBoss is for the managers of a business. You sign in with the email address and password of a user the business created in SoftPanel; the API then identifies you by your user ID and company. The app shows the business’s reports, finance and table information and keeps your session encrypted on the device. If you unlock the app with fingerprint or face recognition, your device performs the check: SoftBoss only learns whether it succeeded, and no biometric data leaves the device. SoftBoss contains no analytics, crash-reporting or advertising services.

SoftSI assistant in SoftBoss

SoftSI is an optional AI assistant. Before your first message, SoftBoss explains what is sent and to whom and asks for your consent. Your messages, attached files and the business records SoftSI reads to answer are sent through Softphia’s servers to our AI model provider, currently OpenAI (USA), which generates the answer. We instruct OpenAI not to store the conversation; under its API terms, OpenAI does not use it to train models and may keep it for up to 30 days to detect abuse. In the classic voice mode, your device’s speech recognition (for example Google on Android or Apple on iOS) turns speech into text under its provider’s terms, and no audio goes to Softphia or OpenAI: SoftBoss sends only that text, when you tap Send or, in a voice conversation, when you stop speaking. Spoken answers use a natural voice that OpenAI generates from the answer text. In the natural voice conversation, where it is offered and only after you agree to its own notice, your voice goes as audio directly from your device to OpenAI (USA) while the conversation is open, and OpenAI listens and answers in a natural voice. As in a written conversation, the business records SoftSI reads reach OpenAI through Softphia’s servers, and Softphia keeps a text record of the conversation. Under the same API terms, OpenAI does not use the voice conversation to train models and may keep it for up to 30 days to detect abuse. SoftBoss does not record your voice in either mode. AI answers can be wrong. Changes that SoftSI prepares wait for approval in SoftPanel.

SoftSI records and reports

Softphia records each SoftSI request with the user, the steps taken, approvals, the outcome, the model used and its cost, so that what the assistant did can be traced and misuse prevented. Softphia staff review these records and the answers you report in the app to check and improve SoftSI. Attached files can be read for 23 hours and are deleted within a day. The records are kept while the business account exists, unless the business or you ask us to delete them earlier.

Service providers for the apps

Hetzner Online (Germany) hosts the Softphia API and its databases. Cloudflare carries and protects the connections between the apps and the API. On Android, SoftPOS and SoftKitchen read codes with Google ML Kit on the device: the images stay on the device, but ML Kit sends Google technical information, such as the device model, operating system and app version, performance and error data and a per-installation identifier, to monitor and improve the service. On iOS the apps use Apple’s on-device scanning. OpenAI (USA) generates SoftSI’s answers. Card payment providers, such as SumUp, act under the business’s own agreement with them. Google and OpenAI process data in the USA, among other places; their policies linked below describe their safeguards.

Retention and deletion of app data

Stations, operators and users exist until the business deletes them in SoftPanel or its account ends. The business’s records stay in its account while it keeps them; when the contract ends they are returned or deleted as arranged, except records the law requires to be kept, such as accounting records (10 years in Switzerland). Signing out or uninstalling an app removes the session and settings it stored on the device. Business administrators delete users in SoftPanel; anyone can ask us to delete their account and data through the account deletion page or at [email protected].

Account deletion →

Rights and updates

Depending on applicable law, you can request access, correction, deletion, restriction or portability and object to processing. Consent can be withdrawn for the future. Identity checks and mandatory retention may affect your request. You may contact the Swiss FDPIC or another competent authority. Material changes to processing will be explained in an updated notice.