Data deletion policy
Last updated 2 September 2026
How to have your account and your data deleted, exactly what goes, what has to stay and for how long, and how long the whole thing takes.
Or email support@vesopasoftware.com from the address on the account, with "Delete my data" in the subject. Both routes reach the same place and cost nothing.
Who can ask
Anyone whose personal data we hold: a portal account holder, somebody who sent an enquiry or asked for an estimate, or somebody who used one of our applications. You do not need an account to make a request, and you do not have to give a reason.
If a venue uses Vesopa software and you are that venue's customer, the venue is the controller of its own trading data. Ask them — and tell us, and we will help them action it.
How to ask
- Use the deletion request form, or email support@vesopasoftware.com.
- Tell us the email address the data sits under. If you have more than one, list them.
- We reply to that address to confirm it is really you. This is an identity check required by data protection law, not a retention tactic — we cannot delete an account because a stranger asked us to.
- Confirm, and we act.
How long it takes
Within 1 working day.
As soon as you reply to our confirmation email.
Within 30 days of confirmation, and normally within 7. We write to tell you when it is done.
Within 35 days of deletion, as encrypted backups age out and are destroyed on their normal cycle. They are not restored to anything in the meantime.
What is deleted
Everything below is destroyed, not archived and not anonymised-in-place:
- Your account: name, email address, phone number, password hash, preferences and sessions.
- Enquiries, estimate requests and quotes you submitted.
- Messages you sent or received through the portal.
- Files and attachments you uploaded, and the copies of them on our servers.
- Project records, tasks and updates that exist solely for you.
- Notifications, email preferences and the delivery log of mail sent to you.
- Any support correspondence held in our support mailbox.
What we must keep, and why
We would rather tell you this plainly than have you find out later:
Kept for six years from the end of the financial year they belong to. UK tax law requires it and a deletion request cannot override it. They are locked to accounting use only — no marketing, no profiling, no support use.
What is kept is the accounting record: what was sold, for how much, to whom, and when. Everything about you that is not part of that record still goes.
We keep a one-line record that a deletion request was made and completed, with the date. It is how we prove to you or to a regulator that we did what we said. It contains no other data about you.
If data is the subject of an active legal claim or a regulator's request, it is preserved until that ends, and we will tell you if that applies.
If you asked never to be contacted again, we keep your email address on a do-not-contact list. That is the only way to honour the request — deleting it entirely would let the address be re-added tomorrow.
Deleting data in the applications
Vesopa EPOS, Vesopa Kitchen and Vesopa Customer Display store the venue's trading data on the venue's own devices and, where the venue uses our hosted back office, on our servers on their behalf.
- Uninstalling the application removes the app and its local data from that device.
- Hosted back office data is deleted on the account holder's request, through this same process.
- If you are a member of staff at a venue and want your own staff record removed, ask the venue — they control it. We will help them do it.
Things you might want instead
A copy of everything we hold, in a machine-readable form, before you go. Ask on the same form.
If something is simply wrong, we can fix it rather than delete it.
If it is only the email you want to stop, one link in any message does that and leaves your account alone.
Close the account and stop all processing, while your invoices remain available to you for your own accounts.
Cost, and refusal
There is no charge. We may refuse only where a request is manifestly unfounded or excessive, or where the law requires us to keep the data — and if we refuse any part of a request we will tell you which part, why, and how to challenge it.
If you are not satisfied you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.
Vesopa Software Ltd, Baglan, Port Talbot, SA12 7AX, Wales, United Kingdom · Company number 17362206 · support@vesopasoftware.com