1. Who we are
Chef-Ops-Pro (“we”, “us”, “our”) is a cloud-based kitchen and hospitality operations platform. This policy explains what personal data we collect, how we use it, and your rights in relation to it.
Chef-Ops-Pro is available to businesses and their staff located in the following countries: United Kingdom, United States of America, Canada, Australia, New Zealand, and South Africa. By using the platform, you confirm that you are based in one of these countries.
For privacy enquiries, contact us at [email protected].
2. Data we collect
Account & identity data
- Full name and email address (provided at registration or invite)
- Password (stored as a one-way cryptographic hash — never in plain text)
- Profile photo / avatar (optional, uploaded by you)
Business & operational data
- Property / venue name, settings, and configuration
- Rota schedules and shift records
- Temperature monitoring logs (refrigeration, food, blast chill)
- Food cost records and targets
- Checklists and task completions
- Training records
- Holiday and day-off requests
- Maintenance requests
- Team handover notes
Technical & usage data
- IP address (for security and fraud prevention)
- Browser type and operating system
- Pages visited and features used within the platform
- Date and time of actions
3. How we use your data
We use the data we collect to:
- Provide, operate, and improve the Chef-Ops-Pro platform
- Authenticate you and keep your account secure
- Enable collaboration between property administrators and staff
- Send transactional emails (password resets, invitations, verification links)
- Comply with legal and regulatory obligations
- Investigate and resolve disputes or suspected misuse
We do not sell, rent, or share your personal data with third parties for marketing purposes.
4. Legal basis for processing (UK & applicable jurisdictions)
We process personal data on the following legal bases:
- Contract performance — processing necessary to deliver the service you signed up for
- Legitimate interests — security monitoring, fraud prevention, platform improvement
- Legal obligation — compliance with applicable law
- Consent — where we have obtained your explicit consent (e.g. optional profile photos)
For users in the United Kingdom, processing is governed by the UK GDPR and the Data Protection Act 2018. For users in Canada, processing is governed by PIPEDA (or applicable provincial legislation). For users in Australia, processing is governed by the Privacy Act 1988 (Cth). For users in South Africa, processing is governed by the Protection of Personal Information Act 4 of 2013 (POPIA). For users in the United States and New Zealand, we comply with applicable state and federal privacy laws.
5. Data retention
We retain your personal data for as long as your account is active or as needed to provide the service. If you close your account, we will delete or anonymise your personal data within 90 days, unless we are required to retain it for legal or compliance purposes.
Operational records (temperature logs, food cost entries, rota data) may be retained for up to 7 years to meet food safety regulatory requirements applicable in your jurisdiction, after which they are permanently deleted.
6. Data security
We take appropriate technical and organisational measures to protect your data, including:
- Passwords hashed using PBKDF2-SHA256 with per-user salts (120,000 iterations)
- Encrypted connections (TLS/HTTPS) for all data in transit
- Access controls ensuring users can only access data for their own property
- Regular security reviews of our codebase and infrastructure
No method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password and to report any suspected security issues to [email protected].
7. Sharing your data
We do not sell personal data. We may share data with trusted sub-processors who assist us in delivering the service (for example, cloud hosting providers and transactional email services). All sub-processors are contractually bound to process data only on our instructions and to maintain appropriate security standards.
We may disclose data if required to do so by law, court order, or regulatory authority.
8. International transfers
Your data may be stored and processed in data centres located in the United Kingdom, European Economic Area, or the United States. Where data is transferred outside your home jurisdiction, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses under UK GDPR, or equivalent mechanisms) to protect your data in transit.
9. Your rights
Depending on your location, you may have some or all of the following rights in respect of your personal data:
- Access — request a copy of the personal data we hold about you
- Rectification — request correction of inaccurate or incomplete data
- Erasure — request deletion of your personal data (subject to legal retention obligations)
- Restriction — request that we restrict processing in certain circumstances
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, withdraw it at any time without affecting prior processing
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. UK users may also lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
10. Cookies
What are cookies?
Cookies are small text files placed on your device by a website. They are widely used to make websites work efficiently and to provide information to site owners.
Cookies we use
Chef-Ops-Pro uses a minimal set of cookies — only those strictly necessary to operate the service.
| Name | Type | Purpose | Duration |
|---|---|---|---|
chefops-session | Essential | Maintains your authenticated session so you stay logged in | Session / 30 days |
Analytics & tracking cookies
We do not use any third-party analytics, advertising, or tracking cookies. We do not use Google Analytics, Meta Pixel, or any similar tools.
Managing cookies
The session cookie is strictly necessary for the platform to function. You may disable cookies in your browser settings, but doing so will prevent you from logging in. You can also clear cookies at any time through your browser’s privacy or history settings.
11. Children’s privacy
Chef-Ops-Pro is intended for use by adults in a professional or business context. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us immediately.
12. Changes to this policy
We may update this Privacy & Cookie Policy from time to time. When we do, we will update the effective date at the top of this page and, where changes are material, notify account administrators by email. Continued use of the platform after changes are published constitutes acceptance of the updated policy.
13. Contact us
If you have any questions, concerns, or requests regarding this policy or your personal data, please contact:
Chef-Ops-Pro — Privacy Team
[email protected]
