Terms of service

Last updated: 2 November 2026

1. Who we are and who these terms are for

Scanly is provided by CG Labs L.P. (Ε.Ε. under Greek law), Athens, Greece (“we”, “us”), contact [email protected]. These terms are a contract between us and the business that opens a Scanly account (“you”, “the venue”). Scanly is offered to businesses only, not to consumers. Guests who scan a QR code at your venue do not enter into a contract with us; their order and any payment are a sale between them and you.

2. Your account

• Give accurate business details and keep your sign-in details, staff PINs and paired devices secure. You are responsible for what happens under your account and on the devices you pair.
• The person who opens the account confirms that they may bind the business to these terms.
• Tell us at [email protected] straight away if you think someone else has access.

3. Trial, plans and payment

• New accounts get 14 days of the Pro plan free, without a card. After the trial you choose a plan or the account stops taking orders; your data stays for at least 30 days so you can pick up where you left off.
• Plans and prices are those shown on scanly.gr when you subscribe, billed monthly or yearly in advance in euros. VAT is added where it applies.
• Payment is taken by Stripe. Subscriptions renew automatically until cancelled. You can cancel at any time in the console; the plan then runs to the end of the period already paid and is not renewed. Except where the law requires otherwise, we do not refund part-used periods.
• We will give you at least 30 days’ notice by e-mail of any price change, which applies from your next renewal after the notice period.
• If a payment fails, we will tell you and retry. If it is still unpaid after 14 days, we may pause ordering until it is settled.

4. Guest payments in the app

Where your plan includes it and you switch it on, guests can pay in the app. Those payments go directly to your own Stripe account under Stripe’s terms, which you accept with Stripe. We take no commission; Stripe charges its own processing fees to you. We are not a party to the payment and do not hold your money.

5. Your responsibilities

• Your menu. You are responsible for the dishes, prices, descriptions and photos you publish, and for having the right to use them.
• Allergens and dietary information. You must check and confirm the allergen, dietary and alcohol information for every dish. Where Scanly suggests allergens, diets or translations (for example when reading a menu from a photo), these are automated suggestions that may be wrong or incomplete; they are marked as unconfirmed until you review them, and you remain responsible for the information shown to guests under EU Regulation 1169/2011 and food safety law.
• Translations. Machine translations can contain mistakes. You can correct any line, and your correction always wins.
• Tax and receipts. Scanly is an ordering tool. It does not issue legal receipts or invoices and does not transmit data to the tax authority (for example AADE myDATA). You remain responsible for issuing receipts, order slips and invoices with your certified fiscal device or e-invoicing provider, and for every other tax obligation of your business.
• Your venue. You are responsible for the food and drink you serve, age limits on alcohol, your staff and how orders are handled.
• Fair use. Do not use Scanly for anything unlawful, try to break or overload it, access other venues’ data, resell it without our agreement, or upload malicious files.

6. What we provide

• We run Scanly with reasonable care and skill and keep it secure. We aim for it to be available around the clock, but we do not guarantee uninterrupted service: maintenance, network problems and events outside our control can interrupt it. We announce planned maintenance in advance when we can. Keep a simple fallback (a printed menu, or taking orders by hand) for service.
• We may improve or change features. If we remove a feature that is a material part of your plan, we will tell you in advance, and you may cancel and receive a pro-rata refund of any prepaid period.
• Optional AI features (menu reading, translation, suggestions) have fair-use daily limits per account.

7. Your data and ours

• Your content (menus, photos, settings, orders) stays yours. You give us the permission we need to host, process, display and translate it to provide Scanly to you and your guests.
• Scanly’s software, design and brand are ours. You get a non-exclusive, non-transferable right to use them while your account is active.
• You can ask for a full export of your data at any time. When your account closes, we delete your data as described in the privacy policy, except what we must keep by law.
• If you send us ideas or feedback, we may use them without obligation.

8. Data processing terms (GDPR Art. 28)

When guests and staff use Scanly at your venue, you are the controller of their personal data and we are your processor. For this processing:

• Subject and duration: providing Scanly to you, for as long as your account is open and until deletion as in section 7.
• Data and people: guest orders, notes, ratings, private messages and table tokens; staff names, roles, PIN hashes and device activity.
• Instructions: we process the data only to provide Scanly and on your documented instructions, which are these terms and your settings in the console, unless the law requires otherwise (in which case we tell you first, where allowed).
• Confidentiality and security: only people bound to confidentiality have access; we keep the technical and organisational measures described in section 9 of the privacy policy.
• Sub-processors: you authorise the sub-processors listed in the privacy policy. We will tell you by e-mail at least 30 days before adding or replacing one, and you may object; if we cannot address the objection, you may cancel and receive a pro-rata refund. We impose the same data protection obligations on them.
• Assistance: we help you answer requests from guests or staff exercising their rights, and with security, breach notification, impact assessments and consultations, as far as our role allows.
• Breaches: we notify you without undue delay, and in any case within 48 hours of becoming aware of a personal data breach affecting your data.
• End of service: at the end we delete the data, or return it first if you ask, unless the law requires us to keep it.
• Audits: we make available the information needed to show compliance with this section and allow reasonable audits, with 30 days’ notice, at your cost, no more than once a year unless a breach occurred.
• Transfers outside the EU: only under the safeguards described in the privacy policy.

9. Suspension and ending the contract

• You can stop at any time by cancelling your plan and asking us to close the account.
• We may suspend an account straight away if it is used unlawfully, puts Scanly or other users at risk, or is unpaid as in section 3. Otherwise we may end the contract with 30 days’ notice, refunding any prepaid period after the end date.

10. Liability

• Nothing in these terms limits liability that cannot be limited by law, including for intent or gross negligence, or for death or personal injury caused by negligence.
• Otherwise, we are not liable for indirect or consequential loss, lost profits, lost sales or lost data that regular exports or backups would have avoided, and our total liability in any 12 months is limited to the fees you paid us in those 12 months.
• We are not responsible for losses caused by incorrect menu, price or allergen information you published or confirmed, or by your tax and receipt obligations under section 5.

11. Changes to these terms

We may update these terms. We will e-mail account owners at least 30 days before a change that affects them applies. If you do not agree, you can cancel before it applies and receive a pro-rata refund of any prepaid period.

12. Law and disputes

These terms are governed by Greek law. The courts of Athens have exclusive jurisdiction. Before going to court, please write to us so we can try to solve the problem together.

CG Labs L.P. · Athens, Greece · [email protected] · Privacy