This Privacy Policy explains how PrepGuru ("we," "us," or "our") collects, uses, and protects information when you use the PrepGuru application (the "App"), available via web and mobile.
PrepGuru is a kitchen operations platform for restaurants — helping teams manage prep planning, inventory, receiving, and purchasing. This policy applies to all users of the App, including restaurant owners, managers, and kitchen staff.
1. Information We Collect
Information You Provide
- Name and email address — collected when you create an account or are invited to join a restaurant's team.
- Photos — when kitchen staff use the Receiving feature to scan supplier invoices, photos of those invoices are captured and processed to extract line-item data.
- Operational content you enter — including recipes, ingredient data, prep notes, inventory counts, and purchase order information. This data belongs to your restaurant's business operations, not to any individual's personal life.
Information Collected Automatically
- Account and usage identifiers — a unique account ID is used to manage your login, permissions, and role within your restaurant.
- Basic usage data — such as which pages or features are used and how often, collected through analytics tools built into the platform we use to operate PrepGuru (Base44). This helps us understand how the App is used and improve it over time.
Information From Third-Party Integrations
If your restaurant connects a point-of-sale system (such as Toast or Square), PrepGuru receives sales and menu data from that system in order to power prep recommendations, inventory tracking, and cost reporting. We only access the data necessary for these features and do not use it for any other purpose.
2. How We Use Information
We use the information above to:
- Provide and operate the core features of PrepGuru (prep planning, inventory tracking, receiving, purchasing, and reporting)
- Authenticate users and manage role-based access within a restaurant's account
- Process invoice photos to extract and match line-item data during receiving
- Sync sales and menu data from connected POS systems to power demand forecasting and consumption tracking
- Monitor and improve the performance and reliability of the App
- Communicate with you about your account, such as team invitations or important service updates
We do not sell personal information, and we do not use your data for third-party advertising.
3. Data Sharing
We do not sell, rent, or trade your personal information. We share information only in the following limited circumstances:
- With your restaurant's team, as intended by the App's design — for example, an Owner can see the activity and data entered by Managers and Kitchen Staff within the same restaurant.
- With service providers who help us operate the App, including our application hosting platform (Base44), cloud infrastructure providers, and Azure Document Intelligence (used to process invoice photos during receiving). These providers are contractually restricted from using your data for any purpose other than providing services to us.
- With point-of-sale providers (such as Toast or Square), solely to the extent necessary to sync the data your restaurant has authorized.
- If required by law, such as in response to a valid legal request.
4. Data Retention
We retain your information for as long as your account is active or as needed to provide the App's services. If a restaurant account is closed, operational data (such as historical counts, receiving records, and prep logs) may be retained for a reasonable period for record-keeping and legal compliance purposes, after which it will be deleted or anonymized.
5. Your Choices and Rights
- You can request access to, correction of, or deletion of your personal information by contacting us at the email below.
- Restaurant Owners can manage team member access, including removing a team member's access to the App, at any time from within the App's Team & Access settings.
- If you are located in a region with specific privacy rights (such as the EU/UK under GDPR, or California under CCPA), you may have additional rights regarding your personal information. Contact us to make a request.
6. Data Security
We take reasonable technical and organizational measures to protect your information, including encrypted data transmission, role-based access controls, and restricted access to data based on each user's role within their restaurant. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
7. Children's Privacy
PrepGuru is a business tool intended for use by restaurant employees and is not directed at children. We do not knowingly collect personal information from anyone under the age of 16.
8. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date at the top of this page. Continued use of the App after changes are posted constitutes acceptance of the updated policy.
9. Contact Us
If you have questions about this Privacy Policy or how your information is handled, contact us at: support@prepguru.io