Privacy Policy

2. Who this policy is for

This policy applies to people who use the Omnichef application, including participants in our closed beta programme, and to visitors to our website.

If you are a beta participant, this policy forms part of your Beta Tester Agreement with us. Where the two differ, the Beta Tester Agreement governs.

3. Information we collect

3.1 Information you give us about yourself

• Your name, email address and country or region.
• Your professional details, such as the kind of chef work you do and the settings you work in.
• Anything you write to us in emails, surveys, interviews or support requests.

3.2 Content you put into the application

We call this your content. It includes recipes, menus, provisioning and supplier lists, booking notes, service records, and notes on household, guest or client requirements and preferences.

3.3 Information about how you use the application

• Which features and screens you use, and what actions you take.
• Errors and crashes, including the technical detail needed to diagnose them.
• Device and connection information, such as browser type, operating system and IP address.
• Dates and times of access.

3.4 Recordings

If you take part in a research interview, we record it only with your agreement, and we tell you before we start. You can ask us to stop recording or to delete a recording at any time.

4. Information about households, guests and clients

This section matters more than any other, because the application is used to record dietary and allergy requirements for other people.

4.1 Please do not enter real identities

4.2 Dietary and allergy information

You may record allergy, intolerance and dietary requirement information, because that is what the application is for. Health-related information about an identifiable person is sensitive, and we treat it accordingly. Recording it against a coded identifier rather than a name substantially reduces the risk to that person if anything ever goes wrong at our end.

4.3 Who is responsible for it

You decide what information about households, guests and clients goes into the application, and for what purpose. Under Canadian privacy law you are the party accountable for that information, and where the General Data Protection Regulation applies you are its controller. We hold and process it on your behalf and on your instructions, as your processor.

You confirm, by using the application, that you are entitled to record that information for the purpose of preparing food for the individual concerned.

5. Why we collect it

We collect and use personal information only for these purposes:

• To create and administer your account, and to give you access to the application.
• To operate the application and provide the features you use.
• To diagnose faults, correct defects and keep the service secure.
• To understand how the application is used, so we can improve it.
• To communicate with you about the service, including during the beta programme.
• To meet our legal obligations.

We do not use your information for advertising, and we do not sell it to anyone.

5.1 Consent and legal bases

In Canada we rely on your consent, which you give by creating an account and using the application, and which you can withdraw at any time as described in section 10.

Where the General Data Protection Regulation or the UK GDPR applies to our handling of information about you personally, our legal bases are: performance of our contract with you, for operating the service; our legitimate interests in improving and securing the service, where those interests are not overridden by your rights; your consent, for interview recordings and optional communications; and compliance with legal obligations.

6. Artificial intelligence features

Parts of the application use artificial intelligence, including the meal planning assistant. When you use those features, the relevant content is sent to Anthropic PBC, which provides the underlying model.

• Anthropic does not use inputs or outputs submitted through its application programming interface to train its models.
• We do not use your content to train any model, our own or anyone else’s.
• The assistant searches the internet to answer some requests. What it returns may be inaccurate, incomplete or out of date. Never rely on it alone for an allergy, dietary or food-safety decision. Always confirm directly with the household or guest.

7. Who else handles your information

We use a small number of service providers to run the application. Each one is bound by contract to protect the information it handles and to use it only to provide its service to us.

We will update this list before adding any new provider that would handle your content, and we will give beta participants reasonable advance notice.

We may also disclose personal information where the law requires it, or to establish or defend legal claims. If we are ever compelled to disclose your information, we will tell you where we are lawfully able to.

8. Where your information is held

Your content is hosted and processed in the United States and Canada.

Our service providers may process information in other countries, including the United States. Information held in another country may be accessible to the courts, law enforcement and national security authorities of that country.

Where we transfer personal information out of the European Economic Area or the United Kingdom, we do so under standard contractual clauses or another transfer mechanism permitted by law. Beta participants may ask us to enter into standard contractual clauses with them directly.

9. How long we keep it

• Your content: for as long as your account is active. You can export it at any time.
• After deletion: we remove your content from our live systems promptly, and from backups, file storage and error monitoring within thirty (30) days. We operate a thirty-day rolling deletion policy across those systems.
• Account and contact information: for as long as your account is active, and for up to twelve (12) months afterwards.
• Aggregated and de-identified data: indefinitely. This does not identify you, your household or your guests, and we do not attempt to re-identify it.
• Anything we are required by law to retain: for as long as the law requires.

10. Your rights

Whoever and wherever you are, you can ask us to:

• tell you what personal information we hold about you;
• give you a copy of it;
• correct it if it is wrong;
• delete it; and
• stop using it for a particular purpose, or withdraw a consent you gave us.

If the General Data Protection Regulation or the UK GDPR applies to you, you also have the right to receive your information in a portable format, to object to processing based on our legitimate interests, and to ask us to restrict processing in certain circumstances.

Write to admin@omnichef.com. We will respond within thirty (30) days. We will not charge you, and we will not treat you differently for asking.

Withdrawing your consent may mean we can no longer provide the application to you. We will tell you if that is the case before acting on your request.

11. How we protect it

• Each user’s content is held separately, so one user cannot reach another’s.
• Information is encrypted while in transit.
• Access by our people is limited to those who need it to do their work.
• Accounts are protected by a password, and each account belongs to one person.

We ask you to help: use a password you do not use anywhere else, do not share your account, and keep the device you work on locked and up to date. Tell us at admin@omnichef.com if you think someone has reached your account.

No system is perfectly secure. If there is ever a breach that creates a real risk of significant harm, we will notify you and the relevant regulator without undue delay, as the law requires.

12. Cookies and our website

Our website and application use cookies and similar technologies that are necessary to keep you signed in, keep the service secure and remember your cookie choice. Optional Google Analytics cookies are only set if you opt in through the cookie banner. You can change your choice at any time. For full details, see our Cookie Policy.

13. Children

The application is a professional tool and is not intended for anyone under eighteen. We do not knowingly collect personal information from children. If you believe a child has given us information, write to us and we will delete it.

You may record a dietary or allergy requirement for a child in a household you cook for, in the same coded form as for any other guest, and subject to section 4.

14. Changes to this policy

We will post any change on this page and update the effective date. If a change is significant, we will tell beta participants by email before it takes effect.

15. How to reach us, and how to complain

Please come to us first. We would rather hear about a problem and fix it.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca. If you are in the European Economic Area or the United Kingdom, you may also complain to your national data protection authority.