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Privacy & Cookie Policy

Last updated: [DATE]

Who we are

Restaurant360 is operated by [LEGAL ENTITY NAME] Pty Ltd (ABN [ABN]), [REGISTERED ADDRESS]. This policy explains how we handle personal information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Two kinds of information

It matters which of these applies to you:

  • Information we hold about our own customers. If your business subscribes to Restaurant360, we handle your account and billing information directly and this policy governs it.
  • Information your employer puts into the platform. If you are a staff member using Restaurant360 at work, your employer decides what is recorded about you and why. We hold that information on their behalf. You can still contact us using the details below, and we will help you or direct you to your employer.

What we collect

  • Account details — name, email address, organisation, role and location assignments.
  • Business details — organisation name, ABN, addresses and other onboarding answers.
  • Billing details — plan, billing address and payment status. Card details are handled by Stripe and are never stored by us.
  • Operational records — temperature readings, checklist and task results, corrective actions, timer sessions and label records. These records include the name of the person who entered, verified or signed off each item, and the time they did so.
  • Photographs — images uploaded as evidence against tasks, which may show people.
  • Activity logs — logins, location selection and administrative actions, kept as an audit trail.
  • Technical data — device, browser and usage information, and cookie data as described below.

Why we collect it

We use personal information to:

  • provide the platform and keep your records available to you;
  • authenticate users and maintain a reliable audit trail;
  • produce reports and alerts for your organisation;
  • manage subscriptions, billing and support;
  • maintain security, investigate misuse and meet our legal obligations;
  • improve the product, using aggregated and de-identified data.

We do not sell personal information, and we do not use your operational records for advertising.

Who we share it with

  • Your own organisation's administrators and managers, according to their role and location access.
  • Our service providers — hosting and infrastructure, payment processing (Stripe), email delivery, analytics and error monitoring.
  • Professional advisers, where needed and under confidentiality.
  • Regulators, courts or law enforcement, where required or authorised by law.
  • A buyer, in connection with a genuine sale of our business, under confidentiality.

A current list of our service providers is available on request from [PRIVACY CONTACT EMAIL].

Overseas storage and disclosure

Some of our service providers store or process information outside Australia, currently in [COUNTRIES — e.g. Australia and the United States]. Before disclosing personal information overseas we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles, including through contractual protections.

Cookies & tracking

We use the following categories of cookies:

  • Strictly necessary — required to run the platform. Always active.
  • Analytics — usage insights to improve the product. Off unless you opt in.
  • Marketing — campaign measurement. Off unless you opt in.

Automated features and AI

The platform generates automated alerts and reminders based on the thresholds and schedules your organisation configures. Where your organisation has enabled AI insights, we use automated analysis to summarise trends in your records and highlight anomalies.

These outputs are informational. They do not make decisions about individuals, and they are not used by us to determine anyone's rights, employment or entitlements. Decisions made in response to them are made by your organisation.

Security

We take reasonable technical and organisational steps to protect personal information, including access controls that separate each organisation's data, encryption in transit, and restricted administrative access. No system is completely secure, and you also play a part by keeping credentials confidential and removing access for people who leave.

If a data breach occurs that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme, and we will notify your organisation.

How long we keep it

  • Operational records are retained for the retention period of your organisation's plan — a minimum of 48 months from the last entry on each record — after which they are archived.
  • Archived records are retained for audit purposes and hidden from active views. We destroy or de-identify personal information when it is no longer needed for any purpose for which it may lawfully be used.
  • Following cancellation, data remains available for export for a limited period as set out in our Terms of Service, and is then deleted.
  • Your organisation may have its own legal obligation to retain food safety records. That obligation rests with your organisation, not with us.

Access and correction

You can ask for access to, or correction of, the personal information we hold about you. Email [PRIVACY CONTACT EMAIL]. We will respond within a reasonable period, normally 30 days. If we refuse, we will tell you why and how to complain.

If your request relates to records your employer created about your work, we may need to refer you to them, or ask them before we make a change to an audit record. We will explain what we have done either way.

Complaints

If you think we have mishandled your personal information, email [PRIVACY CONTACT EMAIL] with the details. We will acknowledge your complaint and aim to resolve it within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Accessibility

Restaurant360 aims to meet WCAG 2.1 AA. Accessibility options (larger text, high contrast, reduced motion) are available from the accessibility button shown throughout the platform.

Changes to this policy

We may update this policy. We will post the updated version here and change the date above. If a change materially affects how we handle your personal information, we will tell you directly.

Contact us

[LEGAL ENTITY NAME] Pty Ltd
ABN [ABN]
[REGISTERED ADDRESS]
[PRIVACY CONTACT EMAIL]