Draft pending legal review. This document is not legal advice and must be reviewed by a lawyer before commercial launch.
Last updated: 2026-08-27
ChefAI Systems ("ChefAI Systems", "we") is a hospitality management platform operated from Australia. This policy describes how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Each restaurant using ChefAI Systems is responsible for its own customers' data; ChefAI Systems acts as the technology provider for those restaurants.
Accounts: email, name and role. Business data: sales, expenses, inventory, recipes and suppliers. Restaurant customers: name, contact details, birthday, order history, loyalty points and — where the customer provides it — allergies or dietary preferences (sensitive information collected only with consent). Staff: name, contact details, pay rates, time-clock records and absence evidence. Public forms: bookings, contact and franchise enquiries. Files: logos, photos, scanned invoices and receipts.
Directly when you register, complete forms, upload files or use the point of sale; automatically through timestamped usage records (e.g. staff time-clock events); and from integrations the business voluntarily connects (POS, payments, social media). We do not use advertising cookies or third-party analytics.
We use information to operate the service (orders, kitchen, inventory, bookings, payroll), process payments, provide AI features, give support, bill and meet legal obligations. We do not sell personal information.
Some features send information to third-party AI models (providers such as OpenAI, Anthropic or Google, via our infrastructure platform Base44): recipe and marketing content generation, invoice and receipt scanning (the document image is processed by AI), sales analysis, staff scheduling suggestions and automated social media replies (the comment or message text is processed by AI and replies are identified as generated by a virtual assistant). These providers may process data outside Australia. Do not upload documents containing third parties' sensitive information without their authorisation.
Base44 (hosting, database, authentication, storage and email), AI model providers, Stripe / Mercado Pago / PayPal (payments), Zernio and Meta (social media, if connected by the business), Google (sign-in, calendar, ads and web fonts), Epos Now (POS sync) and Ordermentum (supplier purchasing, Australia). We only share the data required for each service.
Our infrastructure and several providers process data outside Australia (mainly in the United States). By using the service you accept these transfers. We take reasonable steps to ensure recipients handle information consistently with the APPs (APP 8).
We use encryption in transit, encryption at rest for third-party credentials (AES-GCM), role-based access control and per-business data isolation. An automated retention policy runs daily and deletes expired information by type: payroll and time-clock records 7 years (Australian workplace law), financial records and orders 7 years (tax obligations), bookings and enquiries 2 years, marketing and social media data 3 years, and AI usage logs and reports 1 year. Every purge is logged for audit purposes.
You may request access to your information, its correction or its deletion from the "My Account" section or by contacting us. We will respond within a reasonable period (APP 12 and 13). When we accept a deletion request we delete the records associated with your business from our database, unlink and stop using the files you uploaded, and request deletion or revoke access with connected third parties (Meta, Zernio and Stripe). The outcome of each step is logged. Some data may be retained where required by law; we will tell you in our response.
Marketing emails are sent only with your express consent — we record its date and source — and always include an unsubscribe link you can use without logging in; using it stops commercial messages immediately, in line with the Spam Act 2003 (Cth). Operational emails (confirmations, receipts, account notices) do not require additional consent.
We maintain a documented breach response procedure: immediate containment, risk assessment within 30 days, notification to affected individuals and the OAIC where serious harm is likely, remediation of the root cause and a post-incident review. Each incident and its assessment are logged internally, in accordance with the Notifiable Data Breaches scheme (Part IIIC of the Privacy Act 1988).
The service is aimed at businesses and adults. Restaurants are responsible for information about minor diners collected through their sites (e.g. family bookings).
We may update this policy; the date of the latest update is shown on this page. For privacy enquiries, contact us via the contact details published in the app.