Privacy Policy

1. Data we collect

• Account & business data: vendor name, phone number, email, business name, outlet locations, city and billing details.
• Catalog & operational data: catalog items, categories, combos, prices, photos of menus, price lists or catalogs you upload for AI scanning, brand story and gallery media, tables, orders, order status history, staff roles and activity logs.
• End-customer data (your customers): customers can browse storefronts and place orders without creating an account. We process only what is needed for the order: items, table/session or delivery details, and any name or phone number a vendor records at the counter for order lookup. Customers may optionally create an account by verifying their mobile number with a one-time password (OTP); for account holders we store the mobile number, order history and saved favorite stores. Ordering never requires an account.
• Dashboard usage: which dashboard screens you and your staff open, how long they are in use, and where an action is blocked or fails, recorded against the owner login or staff account that performed it. We do not record what you type, your catalog text or any customer details as part of this.
• Support & diagnostics: messages you send us, crash reports, device/browser information, IP address and usage analytics.

2. How we use data

• Provide, operate, secure and improve the Service: building your digital storefront, routing orders, powering dashboards, fulfilment boards and kitchen screens, and sending order OTPs and status updates.
• Set up accounts, process billing and communicate about service changes, onboarding and support (typically via WhatsApp, SMS or email).
• Send product news and offers, only with your consent, which you can withdraw anytime.
• Prevent fraud and abuse, enforce our Terms and comply with legal obligations.
• Understand how the Service is actually used, so we can fix and prioritise what gets in your way. Dashboard usage is linked to the staff account that performed it while we hold the detailed records; we use it to improve the product, and we do not sell it or use it to profile individual staff members.
• Aggregate and de-identify data for wider product analytics and research. We never identify your business in published material without consent.

3. Legal bases & compliance

We process data to perform our contract with you, to meet legal obligations, and for legitimate interests such as service security and improvement. Where consent is required (for example, marketing messages) we ask for it first. We process personal data in accordance with applicable Indian law, including the Digital Personal Data Protection Act, 2023.

4. AI catalog scanning

When you use the AI catalog scan, your menu, price list or catalog photo is processed by our AI service providers solely to extract items, prices and categories. Photos and extracted text are used only to build your catalog and, by our instruction, are not used to train third-party AI models.

5. The KioSnap Vendor app (Android)

The KioSnap Vendor app is a native Android app for running your store from your phone, signed in with the same account as the web dashboard. It is built to keep working when the internet drops: it keeps a working copy of your store on the phone, lets you carry on taking orders offline, and sends what you did to KioSnap once the connection is back. New orders can also ring the phone until someone acknowledges them. In addition to the data described above, the app involves the following.

• Data kept on your phone: a copy of your catalog (items, categories, prices and store settings); recent orders and their status, which can include a customer's name, phone number or delivery address; your store's customer list (names and mobile numbers), so the till can suggest a returning customer as you type; and any changes made while offline that have not yet reached KioSnap. The app also keeps the printer you set up, the items this phone sells most, cached item photos, any alert sounds you uploaded, and a short technical log and battery history used for troubleshooting. All of this sits in the app's private storage, which other apps cannot read, and your store's data is not included in Android's backup to your Google account.
• Sign-in on the phone: your session tokens are kept in the Android Keystore. When a staff member switches in with their PIN, the app keeps their session and a one-way check value derived from the PIN, never the PIN itself, so staff can switch on that phone without a connection.
• When you sign out: your session is ended on KioSnap's servers, and your sign-in tokens, staff sessions and the copy of your customer list are removed from the phone. The phone also stops receiving your order alerts. Your catalog copy, orders and any changes not yet sent stay in the app's private storage so that nothing recorded offline is lost: they are sent when you sign back in, they are never shown to a different account, and the cached catalog and settings are deleted as soon as a different account signs in on that phone.
• Removing everything from the phone: clearing the app's storage in Android settings (Settings, then Apps, then KioSnap Vendor, then Storage, then Clear storage) or uninstalling the app deletes everything the app kept on the phone. Changes that were never sent to KioSnap are lost with it, so open the app with a connection first and let it finish sending. This does not affect data already on KioSnap's servers; to delete your account, see section 12.
• Device notification token and device details: to deliver order alerts we register a Firebase Cloud Messaging (FCM) token for the phone and store it against your vendor account, together with a device identifier, the app version, the phone model and the Android version. These identify the phone, not you personally, and are used to deliver alerts, to stop a phone ringing for an order it took itself, and to diagnose missed-alert reports. The token is removed when you sign out or remove the device from your notification settings.
• Permissions the app asks for, only when you use the feature that needs them: notifications, to show and ring order alerts; camera and photos, only when you choose to take or pick a photo (an item photo, your UPI QR code, or a screenshot you attach to a support report), and on Android 13 and later through Android's own photo picker, which hands the app only the photo you choose; Bluetooth (nearby devices), only when you set up a Bluetooth receipt printer, to connect to a printer already paired in Android settings; and USB access, which Android asks for when you plug in a USB receipt printer.
• Permissions granted at install: internet and network state (to sync and receive orders), vibration, keeping the phone awake while an alert rings, audio settings (to play the alert sound), and a short foreground service so the alert keeps ringing until someone acknowledges it, for at most about a minute. We may point you to Android's battery settings so alerts still arrive when the phone is idle; whether to change them is up to you.
• All permissions are optional and can be changed in Android settings at any time. Declining notifications means order alerts may be delayed or silent; declining Bluetooth means you cannot print to a Bluetooth printer.
• Permissions we do NOT request: location, contacts, SMS, call logs, microphone, drawing over other apps, or health data. The app does not scan for nearby Bluetooth devices, does not record audio, and does not take over your screen: alerts ring from a notification.
• Troubleshooting reports: if you choose to send a troubleshooting report from the app, it sends us the phone model, Android version, memory, battery history, sync and alert status, and the app's own log lines. It contains no order contents or customer details. A screenshot is sent only if you pick one to attach.
• App updates: the app checks KioSnap's servers for updates when it starts. That check carries the app version and release channel, not your account.
• No advertising or third-party tracking: apart from Firebase Cloud Messaging for order alerts, the app contains no third-party analytics, crash-reporting or advertising SDKs, no cross-app tracking identifiers, and does not use the Android advertising ID. We do not sell or share app data with data brokers.
• Order alerts may display order details (such as an order number and items) on your lock screen. If your phone is shared, adjust Android's lock-screen notification settings.

6. Data sharing

• Service providers: hosting, storage, AI processing, push-notification delivery, analytics and communication tools, used only to perform services on our behalf, under contracts that limit their use of the data.
• Professional advisors and authorities: where required for business operations, compliance or by law.
• We do not sell personal data, and we do not run third-party advertising on the platform.

7. Storage & international transfers

Data may be processed or stored on servers located in India or other countries, with reputable cloud providers. Where data crosses borders, we implement appropriate safeguards.

8. Security

We apply administrative and technical safeguards proportionate to risk: encryption in transit, access controls, audit logging and backups. No system is 100% secure; please also keep your own devices, PINs and staff access hygiene in order.

9. Data retention

We retain data while your account is active, including while paused. If you delete your account, we delete or de-identify personal data within a reasonable period, except where retention is required by law (for example, tax records). Device notification tokens are deleted as soon as you sign out or remove the device.

Detailed dashboard usage records are kept for 90 days and then deleted. What remains after that is daily summaries: totals per screen and per staff role, with no individual staff identities.

10. Your responsibilities as a vendor

For data about your own customers and staff, you act as the data controller. Obtain any necessary notices or consents before collecting their data through KioSnap, configure staff access responsibly, and respond to your customers' privacy requests. We assist where legally required and technically feasible.

11. Cookies & similar technologies

We use necessary cookies for authentication and security, and functional/analytics cookies to improve the Service. Browser settings can limit cookies, which may affect functionality.

12. Your choices & rights

• Access, correct, export or delete your personal data via the dashboard or by contacting us.
• Opt out of non-essential marketing communications at any time.
• Export your data before closing your account.
• Request deletion of your account and associated personal data by emailing hello@kiosnap.com from your registered email address with the subject “Delete my account”. We confirm the request, then delete or de-identify your data as described in section 9. Deleting the app from your phone alone does not delete your account.

13. Children

The Service is not directed to individuals under 18.

14. Changes to this policy

We may update this policy periodically and will revise the “Last updated” date when we do. For significant changes we will notify vendors directly.

15. Contact us

For any privacy question, data request or grievance, email hello@kiosnap.com. We acknowledge requests and respond within the timelines required by applicable law. If you are not satisfied with our response, you may escalate to the relevant data protection authority.