Annex D — Group Guest-Profile Sharing Arrangement

AIDA is a service of PalmDine AI - FZCO, a free zone company registered with the International Free Zone Authority (IFZA), Dubai, United Arab Emirates, licence number 62637 ("PalmDine"). PalmDine provides AIDA and is the contracting party to the AIDA Data Processing Addendum; it is the processor, not a party, of the arrangement this annex records between the Group Venues.

Document id annex-d-group-sharing, version 1.0. Effective date: the date stated in the Legal Center on publication. Optional joint-controller arrangement between the Venues of one restaurant group that share a guest book through AIDA (DPA clause 2.4; Order Form §5a). This Annex applies only where the Order Form ticks group profile sharing. Where the Customer owns every Venue in the group, the Customer is the sole controller and this Annex records the arrangement between its Venues for information only. Current and past versions: https://www.myaidateam.com/legal/annex-d-group-sharing.

1. Parties and scope

1.1 The parties are the Venues named in Order Form §5a (the "Group Venues"), each represented by the Customer or the group member that operates it.

1.2 The Group Venues jointly determine the purposes and means of processing the Shared Profile (clause 2). For every other processing of Guest data, each Venue remains an independent controller of its own guest book, and PalmDine remains each Venue's processor under the DPA.

1.3 PalmDine is not a party to the joint determination. It processes the Shared Profile as processor for the Group Venues, on the DPA's terms, and applies the field allowlist in clause 2.2 as a technical measure; it does not decide what is shared.

2. What is shared, and why

2.1 Purpose. To recognise a Guest who has visited any Group Venue, so that a booking, visit or order at another Group Venue can be served with the Guest's known contact details, language and dietary needs, and so that the group can honour one marketing choice across its Venues.

2.2 Fields. Only the fields on the platform allowlist are shared: name, phone number, e-mail, dietary needs recorded as catalogue keys (allergens, diets, spice preference), preferred language, and the group-level marketing opt-in. Visits, spend, reliability counters, notes, tags other than catalogue-mapped dietary tags, photos, and any Venue's own custom fields are never shared.

2.3 Dietary needs. Dietary data reaches the Shared Profile only where the Guest gave dietary consent with group sharing at a Group Venue (DPA clause 2.4). A Guest who declined at one Venue receives nothing from the group at that Venue.

3. Responsibilities between the Group Venues

3.1 Informing Guests. Each Group Venue informs its own Guests that the group keeps one shared guest book, using the venue-level privacy notice AIDA provides (Agreement clause 6.2) or its own notice. The essence of this arrangement is made available to Guests through each Venue's privacy notice and on request through the contact point in clause 3.3. Each Group Venue's privacy notice tells Guests that shared profile data remains with the other Group Venues if a Venue leaves the group, and that the Guest may ask any Group Venue to delete it.

3.2 Guest requests. A Guest may exercise their rights against any Group Venue. The Venue that receives a request answers it for the Shared Profile and tells the other Group Venues through the console; each Venue answers for its own guest book. PalmDine's tools (Remove Personal Data, Guest Book export) act on the Shared Profile and on the Venue's own copy in one step.

3.3 Contact point. The group names one privacy contact for the Shared Profile in Order Form §5a. PalmDine's DPO (dpo@palmdine.ai) is a contact for the processing PalmDine performs, not for the group's decisions.

3.4 Security incidents. PalmDine notifies each affected Group Venue under DPA clause 8. The Group Venues agree between themselves which of them notifies a supervisory authority and Guests where the law requires it; absent agreement, the Venue where the affected Guest last visited does so.

3.5 Liability between the Group Venues. Each Group Venue is responsible for its own compliance with this arrangement. The Group Venues may agree a different allocation in writing; nothing in this Annex changes PalmDine's liability under the Agreement.

4. Joining, leaving and switching off

4.1 Joining. A Venue added to the group with sharing on receives the Shared Profiles of Guests who consented to group sharing and contributes its own from that point.

4.2 A Venue opts out. A Venue may switch off its participation in the shared book at any time (Settings › Venue › Privacy & consent). From that moment it contributes nothing further and receives nothing further. Shared Profiles it contributed before opting out stay available to the other Group Venues until a Guest asks for deletion or a Group Venue erases them; the opting-out Venue keeps its own copy.

4.3 The group switches sharing off. The Shared Profile stops being updated; each Venue keeps the copy it holds as its own controller.

4.4 A Venue leaves the group. As 4.2, and PalmDine removes the group link from the leaving Venue's guest records (Agreement clause 6).

5. Term

This Annex applies for as long as at least two Group Venues share a guest book under the Order Form, and survives for a Shared Profile until it is deleted or anonymised under the retention schedule (Annex A §9).