Privacy Policy

1. Information We Collect

1.1 Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, phone number, restaurant name, and business address when you create an account.
• Vendor Credentials: Login information for your food vendor accounts (Sysco, US Foods, Sam's Club, etc.) to enable automated ordering features. These credentials are encrypted and stored securely.
• Inventory Data: Information about your inventory items, quantities, par levels, and product preferences captured through voice, photo, or manual entry.
• Voice Recordings: Audio recordings when you use our voice inventory feature. These are processed to extract inventory information and may be used to improve our speech recognition.
• Photos and Images: Images you upload of inventory sheets, invoices, shelf labels, or delivery receipts.
• Order History: Records of orders placed through our platform, including items, quantities, vendors, and pricing.
• Communication Data: Messages you send to us through our contact forms, email, or support channels.

1.2 Information Collected Automatically

When you use our platform, we automatically collect certain information:

• Usage Data: Information about how you interact with our platform, including features used, pages visited, and actions taken.
• Device Information: Device type, operating system, browser type, IP address, and unique device identifiers.
• Location Data: General location information based on your IP address.
• Cookies and Tracking: Information collected through cookies, pixels, and similar technologies (see our Cookie Policy for details).

1.3 Information from Third Parties

We may receive information from third parties, including:

• Vendor Data: Product catalogs, pricing information, and order confirmations from your food vendors.
• POS Integration: Sales data, menu items, and transaction information if you connect your point-of-sale system.
• Analytics Providers: Aggregated usage and performance data from our analytics partners.

2. How We Use Your Information

We use the information we collect to:

• Provide Our Services: Process voice and photo inventory inputs, compare vendor prices, generate ordering recommendations, and facilitate automated ordering.
• Improve Our AI: Train and improve our voice recognition, computer vision, and recommendation algorithms to better serve you.
• Personalize Your Experience: Learn your preferences, remember your frequently ordered items, and tailor recommendations to your restaurant's needs.
• Communicate With You: Send service-related notifications, respond to your inquiries, and provide customer support.
• Analyze and Improve: Monitor platform performance, identify issues, and develop new features.
• Protect Our Platform: Detect and prevent fraud, abuse, and security threats.
• Comply With Law: Meet legal obligations and respond to lawful requests from authorities.

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• With Vendors: We share necessary information with your food vendors to place orders on your behalf. This includes order details but not your account credentials.
• Service Providers: We work with third-party companies that help us operate our platform, including cloud hosting, payment processing, analytics, and customer support.
• Business Transfers: If RestaurantMate is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• Legal Requirements: We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety.
• With Your Consent: We may share information for other purposes with your explicit consent.

4. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
• Credential Security: Vendor credentials are stored using industry-standard encryption and are never accessible to our employees in plain text.
• Access Controls: We limit access to personal information to employees who need it to perform their jobs.
• Infrastructure: Our platform is hosted on secure, SOC 2 compliant cloud infrastructure.
• Monitoring: We continuously monitor for security threats and vulnerabilities.

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Specifically:

• Account Data: Retained while your account is active and for up to 2 years after account closure.
• Order History: Retained for 7 years for business and tax purposes.
• Voice Recordings: Processed immediately and deleted within 30 days unless you opt-in to help improve our AI.
• Usage Data: Aggregated and anonymized after 2 years.

You can request deletion of your data at any time by contacting us.

6. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Request your data in a machine-readable format.
• Opt-Out: Opt out of marketing communications at any time.
• Withdraw Consent: Withdraw consent for processing where consent is the legal basis.

To exercise these rights, contact us at privacy@restaurantmate.ai

7. Children's Privacy

RestaurantMate is designed for business use and is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

8. International Data Transfers

RestaurantMate is based in the United States. If you access our platform from outside the US, your information may be transferred to and processed in the United States, where data protection laws may differ from your country. By using our platform, you consent to this transfer.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. We encourage you to review this policy periodically.

10. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: