Privacy Policy
Last updated: 2026-05-05 · Version 1.0 (beta)
1. Who we are
Melbourne AI POS, based in Melbourne, Victoria, Australia. Contact: melbourneaipos@gmail.com. We are the data controller for café operator account data and the data processor for customer ordering data on behalf of each operator.
2. What we collect
| From whom | What | Why |
|---|---|---|
| Café operator (you) | Email, name, password (hashed), phone, business name, address, ABN, bank details (via Stripe) | Account, billing, support |
| Café staff (added by operator) | Name, email, role | Staff access to dashboard |
| End customer (who orders at the café) | Order items, table number, optional name, optional phone | Process the order; the operator owns this data |
| Automatic | IP, device, log events, error reports | Security, debugging, abuse prevention |
3. How we use it
- Operate the service (login, billing, ordering).
- Send transactional email (signup, billing, support).
- Improve the service (aggregated analytics, no individual profiling).
- Comply with legal obligations.
We do not sell your data. We do not use it for advertising. We do not train AI models on your customers' personal data.
4. Where it lives
- Primary database: Google Firebase Firestore, hosted in australia-southeast1 (Sydney).
- Authentication: Google Firebase Authentication.
- Payments: Stripe (USA + EU). We never see your card details — Stripe does.
- Email delivery: SendGrid (USA, owned by Twilio).
- Logging: Google Cloud Logging.
Data may be processed outside Australia (Stripe, SendGrid). These providers are contractually bound to industry-standard security.
5. Sharing
We share your data only with:
- Service providers above (Google, Stripe, SendGrid, Twilio) under their privacy policies.
- Law enforcement when legally required (we will notify you unless prohibited).
- A buyer of our business in case of acquisition (you'll be notified).
6. Your rights (Australian Privacy Principles)
- Access: ask for a copy of your data.
- Correction: ask us to fix incorrect data.
- Deletion: cancel and we delete after the 90-day grace period.
- Complaint: email us first; if unresolved, contact the Office of the Australian Information Commissioner (oaic.gov.au).
Email melbourneaipos@gmail.com to exercise any of these. We respond within 30 days.
7. Customer data (the people who order at your café)
You — the café operator — are the data controller for your customers' order data. You decide retention, you respond to their requests. Melbourne AI POS is your data processor.
If you collect customer phone numbers via the order page, you must comply with the Australian Privacy Act (e.g., have a clear privacy notice at the table for orders > $250 / handling of personal info).
8. Security
- HTTPS everywhere.
- Multi-tenant isolation: each café's data is separated by Firestore rules + auth claims.
- Passwords hashed by Firebase Authentication (we never see plaintext).
- Card details handled by Stripe only.
- We monitor for anomalous access.
9. Cookies
The service uses Firebase Authentication cookies (login session) and Stripe cookies (payment). No advertising cookies.
10. Retention
- Operator account: kept while your subscription is active.
- Cancelled accounts: 90-day grace period then permanently deleted.
- Order data: kept for up to 7 years for tax/audit purposes (Australian Taxation Office requirement). Anonymised after 90 days where possible.
- Logs: 30 days.
11. Children
The service is for businesses, not children. We do not knowingly collect data from anyone under 16.
12. Changes
We notify operators by email 30 days before any material privacy policy change.