Privacy Policy

Who this policy covers

KitchenSensAI is a business-to-business service for restaurant kitchen operations. Accounts are created by employer invitation; there is no public consumer sign-up.

When a restaurant uses KitchenSensAI, that restaurant or employer is the controller of operational data about its workforce and kitchen. KitchenSensAI acts as the processor for that operational data.

Information in the service

The service stores account information in its user records: email address, full name, role, and the restaurant tenant a user belongs to. Some staff use a restaurant code and numeric PIN to sign in and do not have an email address.

The service also holds restaurant operational data: recipes, menu items, checklist templates and submissions, food-safety and temperature logs, waste logs, shifts and shift roles, stations, announcements, and messages between staff. Messages are user-generated content shared with coworkers in the service.

What we do not collect for advertising or tracking

KitchenSensAI does not use analytics, crash-reporting, advertising, or third-party tracking SDKs. It does not use advertising IDs, does not track people across apps, does not sell data, and does not share data for advertising.

Device permissions

KitchenSensAI requests only the permissions below for the stated features:

• Camera (iOS and Android): lets managers record training videos in the app.
• Microphone / record audio (iOS and Android): records audio with those training videos.
• Photo library (iOS only): lets managers select and upload an existing training video. On Android the app uses the system Android Photo Picker instead and requests no photo or video permission — the picker returns only the single video the manager chooses, and the app never gains access to the rest of the device’s media.
• The app does not request location, contacts, calendar, health data, background location, or push-notification permission. Android system-alert-window and write-external-storage permissions are explicitly excluded.

Service providers

KitchenSensAI uses the following verified service providers to run the service:

• Supabase hosts the Postgres database, authentication, file storage, and Edge Functions. The project is in the us-east-2 region of the United States.
• Groq provides inference for the Sensai kitchen assistant. The app sends an AI request to a Supabase Edge Function named sensai-grok, not directly to Groq. That function forwards the user’s typed question and a compact assembled context of relevant recipe and menu snippets — including the build and plating steps recorded for a dish — plus scheduled headcount by shift and role as counts only, to Groq. Staff names are not included: no employee name, email address, PIN, or account identifier is sent to Groq, and the names of scheduled coworkers are excluded from the request. The Groq API key stays on the server and is not shipped in the app. Sensai does not send AI requests until the person using it has been shown what is shared and has agreed to it, and that agreement can be withdrawn at any time in Settings under Sensai AI. If it is withdrawn, Sensai continues to answer from data already stored on the device and no request is sent.
• Cloudflare Pages hosts the web version of KitchenSensAI at kitchensensai.app.
• Cloudflare Stream stores, encodes, and delivers training videos. When a manager uploads a training video it is sent to Cloudflare Stream, which produces the playback versions staff watch in the app. Videos are visible only to people in the restaurant that owns them.
• Resend delivers transactional emails for staff invitations and password resets.

How we hold service providers to this policy

Every provider listed above processes information only as a data processor acting on KitchenSensAI’s instructions, under a written agreement that requires protection of that information equal to what this policy promises. None of them is permitted to use a restaurant’s information for its own purposes, to sell it, or to disclose it to anyone else except as needed to deliver the service to us or as required by law.

Each provider is bound to KitchenSensAI by a data processing addendum that took effect when we accepted its terms of service, and each of those addenda is published by the provider. Under them, Supabase, Groq, Cloudflare, and Resend each commit to placing their personnel under obligations of confidentiality, to maintaining technical and organizational security measures appropriate to the information they handle, to notifying us without undue delay of a personal-data breach affecting our data, to imposing equivalent obligations on any subprocessor they use while remaining liable for it, and to deleting or returning the information when our agreement with them ends.

Groq, which receives Sensai questions, is additionally prohibited by that addendum from selling or sharing the information, and from processing it for any purpose beyond delivering the service to us. Supabase, Groq, and Cloudflare each maintain a SOC 2 Type II report prepared by an independent third-party auditor.

We keep the list of providers above current. If we add a provider that receives information covered by this policy, or change what an existing provider receives, we update this policy before that change takes effect. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Retention

KitchenSensAI keeps information for as long as the restaurant that owns it has an active account, because the service is the working record of that kitchen. There is no fixed expiry for operational records: a restaurant needs its recipes, checklists, and food-safety history to stay available for as long as it operates. Food-safety and temperature logs are records a restaurant may be required to keep for health-code purposes, so we do not delete them on our own initiative.

What is removed when an account is deleted is enforced by the database itself:

• Deleting a restaurant deletes everything belonging to that restaurant along with it: recipes, menu items, checklist templates and submissions, food-safety and temperature logs, waste logs, shifts and assignments, stations, announcements, messages, training videos, quizzes, and completion history.
• Deleting an individual user deletes that person’s account record, their training-completion history, and their station memberships.
• Operational entries that person made — a completed food-safety log, a submitted checklist, a message, a shift assignment — are kept, but the link to their identity is removed. The entry stays in the restaurant’s compliance history without being attributed to a named individual.
• Training videos are stored with Cloudflare Stream and are removed when the video is deleted in the app or when the owning restaurant is deleted.

How to delete your account

You can delete your own account from inside the app: open Settings, then “Delete my account” under DELETE ACCOUNT. You will be asked to type DELETE to confirm. The deletion runs immediately — your sign-in and your personal profile record are removed, and you are signed out.

One case is refused: if you are the only owner, admin, or chef for your restaurant, the app will not delete your account, because that would leave the restaurant with nobody able to manage staff or reassign work. Promote another manager under Admin › Staff first, then delete your account.

Deleting your account does not delete the restaurant’s operational records. Recipes, menu items, training videos, checklists, and food-safety logs belong to your employer, not to your personal account, and they remain in the restaurant’s history. Where an entry was attributed to you, the link to your identity is removed as described above.

Your employer also controls the operational data, so send any broader deletion or retention request to your employer. Under Admin › Staff a manager can deactivate a staff member, which immediately ends that person’s access to the service, and can revoke an invitation that has not been accepted. Deactivating is not the same as deleting: it withdraws access but the account record remains.

If you cannot sign in, or you want the deletion carried out for you, contact us using the details below. We aim to respond within 30 days.

Database backups are managed by our provider, Supabase. A deleted record may persist in a backup snapshot for a period after deletion before that snapshot ages out.

Your privacy rights

Because your employer is the controller for operational data in KitchenSensAI, it is usually the right first contact for requests to access, correct, delete, or receive a copy of that information.

Depending on the law that applies to you, including the Colorado Privacy Act or the GDPR where applicable, you may have rights to access, correct, delete, restrict or object to certain processing, and receive a portable copy of personal data. You can also contact KitchenSensAI about a request using the details below.

Children

KitchenSensAI is not directed to children. It is a workplace service for restaurant employees and business overseers.

Contact

For privacy questions, contact privacy@kitchensensai.app.

KitchenSensAI is operated by Victor David Beltran, sole proprietor, 12100 W 44th Ave, Wheat Ridge, CO 80033, United States.