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Who this notice is for

Three different people read this page, and the answers are different for each. If you rang a takeaway and an assistant answered, start at the next section. If you are a takeaway owner considering or using OrderRing, see “If you run a takeaway”. If you filled in a form on this website, see “Enquiries and applications”.

OrderRing Ltd provides the system. Kevin Mackay is the founder and direct contact. For anything about this notice or your information, write to hello@orderring.co.uk.

  • Registered name — OrderRing Ltd
  • Company number — 17401172, registered in England and Wales
  • Registered office — 20 Wenlock Road, London, England, N1 7GU
  • Where we actually work — Dereham, Norfolk
  • Telephone — 01603 339222

When you ring a takeaway that uses OrderRing

The takeaway decides how your order information is used. They sell you the food and they are responsible for it. OrderRing is the system they use to answer the telephone, and we act on their instructions. If you want your information changed or removed, you can ask either of us — see “Your rights” below.

You are told at the start that you are speaking to an AI. The assistant says so in its first sentence, and it will say so again plainly at any point if you ask. It will never claim to be a person.

To take your order, the system processes what you say during the call, the items you choose, whether it is collection or delivery, and your postcode if it is a delivery. The order is sent to a printer in the takeaway’s kitchen so the food can be made.

The call is not kept as a recording. The audio is deleted; a written transcript of the conversation is held by our voice provider for thirty days so that faults can be investigated, and is then deleted. Nobody at OrderRing listens to your call, because there is nothing to listen to.

We do not store your name or telephone number against your order. The system records the order, the postcode for a delivery, and that a call happened — not who made it. Your telephone number is of course known to the telephone network and to the provider that connects the call, in the ordinary way that any telephone call works.

If you tell us about an allergy

Information about an allergy or intolerance says something about your health, and the law treats it as deserving extra protection. We handle it accordingly, and narrowly.

It is only ever collected because you raised it. The assistant does not ask. If you mention an allergy, it notes what you said in your own words and then asks you two separate questions: whether it has taken your words down correctly, and whether you are happy for it to be printed with your order for the kitchen to see.

The second question is the one that decides. It needs its own answer, and only a clear yes counts — if you hesitate, change the subject, or say anything the assistant is unsure about, it treats that as a no and passes nothing on.

You can decline and still place your order. If you do, neither your words nor any mark against the items goes to the kitchen — the assistant will tell you so plainly, and suggest you ring the restaurant directly if you would like them to know. It will not ask a second time or try to talk you round.

If you agree, your words are printed on the kitchen ticket exactly as you said them, not summarised into a category. A cook needs to know what to avoid, and paraphrasing a medical statement on the way to a kitchen is how the wrong thing gets made.

It is used for that and nothing else. It is never used for marketing, never used to build a profile of you, and never shared beyond the takeaway making your food. It is kept with the order record.

The assistant will not tell you a dish is safe. It can only repeat an allergen statement the takeaway has written and approved. Where there is no approved statement, it says it cannot confirm, will not guess, and asks you to speak to the restaurant directly. That refusal is deliberate and it is not a fault.

Decisions the assistant makes

The assistant takes the order and prices it from the takeaway’s published menu. It cannot invent a price, and it cannot confirm an order to you until a ticket has actually printed in the kitchen. It makes no decision about you — nothing here profiles you, scores you, or decides anything with a legal or similarly significant effect. The takeaway’s staff can see every order and can stop or change any of them.

Trying the demonstration on this website

The demonstration lets you speak to the assistant to see how it works. It is a demonstration only: no order is created, nothing reaches a kitchen, and nobody cooks anything. What you say is processed to understand it, and the same position applies as for a real call — the audio is not kept, and a transcript is held for thirty days and then deleted.

The demonstration line

The telephone number published on our “Ring it” page connects to OrderRing answering for a fictional takeaway, so you can hear the service and watch a ticket appear on the page. It works like any call to a takeaway that uses OrderRing: you are told at the start that you are speaking to an AI, the call is not recorded, and a written transcript is kept for up to thirty days.

If you give a name for the order, it is stored with the demonstration order; your telephone number is stored as the caller for that order. Neither is ever shown on the website — the public page shows only the order number, the items and the price. Demonstration orders are deleted nightly. No food exists and nothing is charged.

If you would rather not appear on the public wall at all, don’t ring the line — or ask us to remove a ticket at hello@orderring.co.uk and we will delete the order immediately.

Enquiries and applications

When you use a contact or demonstration form, we collect your name, business name, email address, telephone number, town or postcode, and the business and telephone-system details the form asks for, along with anything you write in your message. We use it to answer you, work out whether OrderRing suits you, arrange a demonstration or installation, prepare commercial information you asked for, prevent form abuse, and keep sensible sales records.

We rely on taking steps at your request before a possible contract, and on our legitimate interests in answering business enquiries, running a proportionate sales process, securing our forms and keeping accurate records. We do not add form users to unrelated marketing lists without an appropriate basis, and we keep transactional messages separate from any marketing you have agreed to.

An enquiry that does not become a customer record is normally kept for up to 12 months after the last meaningful contact, unless you ask us to delete it sooner or we need it longer for a legal claim or obligation. It is held in our own database in London rather than by a separate forms service, so what you send is not passed to a third party to collect or store it.

One company does handle it, and only to carry it: the confirmation we send you, and the alert telling us your enquiry arrived, both go out through our email provider and both quote what you wrote. That is Resend, named below. Our reply to you goes the same way, and we keep a copy of what we sent for up to 12 months.

If you run a takeaway

To give you an account we hold your name, email address, role and the record of your signing in and of the changes you make during service — pausing the line, marking items sold out, changing prices, acting on orders. Those actions are attributed to the person who took them, because a shared account with no trail is not something either of us should want.

For your customers’ order information you are the data controller and we are your processor. That relationship has to be set out in a written agreement between us, and putting one in place is part of onboarding rather than an afterthought.

Who else handles information

Some of these are in use today and some are chosen for launch. Both are named, so the picture is complete:

  • ElevenLabs — the AI voice assistant, which understands what a caller says and speaks the replies. In use for the website demonstration and selected for live calls.
  • Twilio — telephone numbers and call connection. Selected; not yet in use.
  • Supabase — the database holding menus, orders, accounts and the enquiries sent through the forms on this website, hosted in London. In use.
  • Resend — sending the email our system produces: the confirmation you receive when you use a form, the alert that tells us an enquiry has arrived, and replies we write to you by hand. Those messages contain what you sent us, so Resend handles it in order to deliver them. Ireland region. In use. It does not record whether you opened a message or which links you followed — that tracking is switched off, and turning it on would mean changing this notice first.
  • Fly.io — hosting for the ordering system and the merchant portal, London region. Selected; not yet in use.
  • Vercel — hosting for this website. In use.
  • Google Analytics — counting visits to this website, and only once you have agreed to it. Not used anywhere in the ordering system: no caller and no order is measured by it.
  • Stripe — card payments. Selected; not yet in use. No card number ever reaches OrderRing, and there is deliberately nowhere in our system to put one.

Each acts only for the agreed service. We do not sell information about you to anyone. Order details also travel to the printer in the takeaway’s own kitchen, which is the point of the system.

Our database and application hosting are in the United Kingdom. Some of the providers above are based outside the UK, and the specific transfer safeguards for each will be documented here before live calls begin.

How long things are kept

  • Call audio — not kept at all.
  • Call transcripts — thirty days, then deleted.
  • Orders, including any allergy note — kept as the takeaway’s business record, for as long as they need it and as long as tax and accounting rules require.
  • Enquiries that do not become customers — up to 12 months after last contact.
  • Email we have sent you — a copy of the message, kept up to 12 months. A reply to an enquiry is deleted with the enquiry it answers, whichever comes first.
  • Merchant account and service records — for the life of the account, then archived or deleted.

Your rights

Depending on the circumstances you may ask to see the information held about you, have it corrected or erased, have its use restricted, object to its use, or receive a portable copy. Where you gave consent — an allergy note is the clearest example — you can withdraw it at any time, though that will not undo a ticket that has already printed.

For an order, the takeaway is responsible and you can ask them directly. You can also write to hello@orderring.co.uk and we will act on their instructions and help them answer you. If you are unhappy with how we have handled it you can complain to the Information Commissioner’s Office, though we would rather you told us first.

Cookies and analytics

Nothing that identifies you is set unless you agree to it. Two different things measure this website, and they behave differently:

  • Our own counting runs whether or not you agree, because it cannot identify you. It records the page path and the name of a form-completion event — no cookie, no device identifier, no form content, and nothing that could be tied back to a person or a visit.
  • Google Analytics counts visits and shows which pages are read, and it does set cookies. So it is off until you say otherwise. When you first arrive, every non-essential storage type is switched off before Google’s code is loaded at all, and it stays that way unless you choose Accept on the banner. Declining is one click, exactly like accepting, and the site works the same either way.

We use no advertising cookies and nothing that tracks you across other websites. Your choice is remembered in your browser. To change it, use the “Cookie choices” link at the foot of any page: it forgets your answer, tells Google Analytics to stop, removes the cookies it set, and shows the banner again. Clearing your browser storage for this site does the same.

Changes to this notice

This notice describes the system as it stands. Telephone calls are being answered on our public demonstration line, and this notice already covers them in the section above. Several other things it mentions are chosen but not yet running — payments, and the hosting move — and it will be updated before each of them starts, not afterwards. If we ever begin storing something we do not store today, such as your name or telephone number against an order, that will be written here first.