1. Introduction
Kitchen OS Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Kitchen OS platform and services.
2. Information We Collect
2.1 Information You Provide
- Account information (name, email address, company name, phone number)
- Payment information (processed securely through our payment provider)
- HACCP and food safety data entered into the platform
- Temperature monitoring data from sensors
- Food labelling and allergen information
- Food waste tracking data and photos
- Communications with our support team
2.2 Automatically Collected Information
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, features used, time spent)
- Location data from IoT sensors (temperature probe locations)
- Cookies and similar tracking technologies
3. How We Use Your Information
We use collected information to:
- Provide, operate, and maintain our services
- Process temperature monitoring and send alerts
- Generate compliance reports and documentation
- Improve and optimize our platform
- Communicate with you about updates, support, and marketing (with your consent)
- Detect and prevent fraud or security issues
- Comply with legal obligations
4. Data Sharing and Disclosure
We do not sell your personal information. We may share information with:
- Service Providers: Cloud hosting (AWS), payment processing (Stripe), email services
- Legal Requirements: When required by law or to protect our rights
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you explicitly authorize sharing
5. Data Security
We implement industry-standard security measures including:
- End-to-end encryption for data transmission (TLS 1.3)
- Encrypted data storage at rest (AES-256)
- Regular security audits and penetration testing
- Role-based access controls
- Multi-factor authentication
- Regular backups and disaster recovery procedures
6. Data Retention
We retain your information for as long as your account is active or as needed to provide services. HACCP and temperature monitoring data is retained for 2 years to comply with food safety regulations. After account closure, data is retained for 90 days before permanent deletion, unless legally required to retain longer.
7. Your Rights (GDPR & UK GDPR)
Under data protection law, you have the right to:
- Access: Request copies of your personal data
- Rectification: Correct inaccurate or incomplete data
- Erasure: Request deletion of your data (subject to legal obligations)
- Portability: Receive your data in a machine-readable format
- Objection: Object to processing of your personal data
- Restriction: Request restriction of processing
- Withdraw Consent: Withdraw consent for marketing communications
To exercise these rights, contact us at privacy@kitchen-os.com
8. Cookies and Tracking
We use cookies for:
- Essential cookies: Required for platform functionality
- Analytics cookies: To understand how you use our service
- Preference cookies: To remember your settings
You can control cookies through your browser settings. Note that disabling cookies may affect platform functionality.
9. International Data Transfers
Your data is primarily stored in the UK/EU. If data is transferred outside the UK/EU, we ensure appropriate safeguards are in place (Standard Contractual Clauses or adequacy decisions).
10. Children's Privacy
Kitchen OS is not intended for use by children under 16. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or platform notification. Continued use after changes constitutes acceptance of the updated policy.
12. Contact Us
For privacy-related questions or requests:
- Email: privacy@kitchen-os.com
- Post: Kitchen OS Ltd, London, United Kingdom
13. Supervisory Authority
If you believe we have not handled your data appropriately, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk
Document Version: 1.0
Last Updated: October 30, 2025
Next Review: April 30, 2026
