Privacy policy for the VidiPOS POS system (app and back office)

Which data the VidiPOS till app and the back office process, who is responsible for it and how long we keep it. The general privacy policy applies to the website vidipos.com.

To the website privacy policy

1. Controller and roles

VidiPOS is provided by VidiScope GmbH, Römerstr. 27, 89250 Senden, Germany, email: office@vidipos.com, phone: +49 (0)731 25089010.

  • VidiScope is the controller for the contract and account data of the business that books VidiPOS (such as owner, address, billing data, back-office access).
  • The business is the controller for the data it processes with the till – in particular data of its employees (operators) and its guests. VidiScope processes this data as a processor under Art. 28 GDPR on the basis of the data processing agreement (vidireserve.com/avv).

Guests and employees of a business should address questions about their data to the business. We support the business in answering them.

2. Scope

This policy applies to the VidiPOS till app for Android and iOS, the back office (today at partner.vidireserve.com, in future partner.vidipos.com) and the server with which both communicate in encrypted form (HTTPS).

3. Which data we process

  • Business and account data of the owner: name of the business, address, contact person, email address, phone number, billing and contract data, back-office login.
  • Operators: name or initials, role and permissions, the PIN only as a check value (hash), never in plain text. Actions such as ordering, voids, approvals and closings are recorded with the operator because they are part of the till records required for tax purposes.
  • Till transactions: items, amounts, tax rates, payment method, time and the identifiers of device, till and operator. For card payments the till only receives the card brand, the last four digits and the authorisation code from the payment provider for the receipt.
  • Devices: when pairing, platform, device model and app version; afterwards a device token. The app version is sent with every till request because it is recorded as the software version of the till.
  • A guest’s email address: only if the guest asks for the receipt by email. It is used only for sending the digital receipt and does not become part of the till records; the till’s sending log contains no address. It is deleted from the logs of the mail delivery no later than 30 days after sending.
  • Guests’ invoice details: name and address if the business issues an invoice to a guest.
  • Reservation names: if the business uses VidiReserve, the floor plan shows the name of the reservation.
  • Details for the till registration (Kassenmeldung): tax number, name and address of the taxpayer and the establishment, for natural persons also date of birth and tax identification number. We store the tax identification number in encrypted form only.

Legal bases: for contract and account data Art. 6(1)(b) GDPR (contract) and (c) (legal obligations such as retention). For data we process on behalf of the business, the legal basis follows the business’s own processing, above all its recording obligations under § 146a and § 147 AO.

4. The app on the device

  • No registration in the app: a device is paired with a one-time code from the back office. Accounts for the business and operators are created by the business in the back office.
  • Credentials: the device token is kept only in the device’s keychain (iOS) or keystore (Android) and is not included in backups. An operator login lasts only while the app is running; after a restart the PIN is needed again.
  • Offline mode: if the connection fails, the app temporarily stores transactions in a database on the device until they have been transferred to the server. Android backups of the app are switched off.
  • Receipt printers: on the local network the app only connects to the business’s receipt printers. This print data does not go to us.
  • No tracking: the app contains no advertising, analytics or crash SDKs, uses no advertising ID, no Firebase and no tracking. On Android it only requests the permission for internet access; on iOS the app does not access camera, microphone, location, contacts or photos.
  • Sharing: you share receipt images and help links via the system share menu; you choose the destination yourself.

5. The back office

  • Session cookie: after login the back office sets a technically necessary session cookie (HttpOnly, Secure, SameSite=Lax). At partner.vidipos.com it applies only to exactly this host. Legal basis: § 25(2) no. 2 TDDDG and Art. 6(1)(b) GDPR.
  • Passkeys: instead of a password you can optionally sign in with a passkey. We only receive the public key; biometric data does not leave your device.
  • Server logs: for the back office to work, the web server necessarily processes IP address, time, requested address and browser type.

6. Recipients and processors

  • Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen: hosting of the server and the fiscal archive in the Falkenstein data centre (Germany).
  • fiskaly Germany GmbH, cloud TSE SIGN DE: receives amounts, tax rates, payment methods, times and the identifiers of till and operator for the signature – no guest data.
  • fiskaly Germany GmbH, transmission service SUBMIT DE: transmits the details for the till registration to the tax administration, only on behalf of and after approval by the business.
  • Email delivery of receipts and notifications: via our server and a mail server of STRATO GmbH, Berlin.
  • Payment providers (SumUp, Stripe): the business has its own contract with them and is itself responsible for this processing. VidiPOS only transmits the amount and a reference; card data is captured exclusively by the card terminal.

We have agreements under Art. 28 GDPR with our processors.

7. Retention

  • Till records (till journal, receipts, TSE and DSFinV-K exports, closings, cash book): during the contract in the fiscal archive in Germany, each until ten years after the end of the calendar year in which they were created (§ 147 AO). At the end of the contract the business receives a complete data package and 90 days of read access; after that we block the data and delete it after notice.
  • Records on who commissioned a till registration: five years from the end of the calendar year of the last transmission (§ 87d(2) AO).
  • Contract and billing data of the business: according to the statutory retention periods (§ 147 AO, § 14b UStG).
  • Email address for sending receipts: only in the logs of the mail delivery, deleted no later than 30 days after sending.
  • Device token: until the device is unpaired in the back office.

8. Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21). Till records are subject to statutory retention obligations and cannot be deleted before these expire.

Owners of a business contact office@vidipos.com. Guests and employees contact the business; we support it in doing so.

9. Right to lodge a complaint

You can lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). The authority responsible for us is the Bavarian Data Protection Authority (Bayerisches Landesamt für Datenschutzaufsicht), Promenade 18, 91522 Ansbach, Germany.

10. Data security

  • All connections between app, back office and server are encrypted via TLS (HTTPS); the app does not allow unencrypted connections.
  • We store PINs only as a check value (hash) and the tax identification number only in encrypted form.
  • Roles and permissions determine who in the business may see and do what.
  • Database and files are backed up every hour, additionally in encrypted form to a separate storage system in Germany.

11. Changes

If the app, the back office or the legal situation change, we update this policy. The version published here applies.

As of: October 2026