1. Scope & Legal Roles (Controller vs. Processor)
This Privacy Policy explains how Restaurant Ordering Cloud Service ("ROCS", "we", "us", or "our") handles information across our Point of Sale (POS), Customer Storefront, Kitchen Display System (KDS), and Business Dashboard.
ROCS as a Data Controller: We act as a Data Controller with respect to the business contact details, billing information, account credentials, and platform usage metrics collected directly from restaurant merchants ("Merchants") and their administrative users.
ROCS as a Data Processor / Service Provider: When diners or customers ("Diners") place orders through a Merchant's digital storefront or table QR codes, ROCS processes diner information strictly as a Data Processor / Service Provider on behalf of the Merchant. The Merchant is the independent Data Controller of diner order data, and customers should consult the individual restaurant's privacy policy for questions regarding restaurant-held data.
2. Information We Collect
A. Merchant & Staff Data
Business name, physical store address, tax identification, owner/manager name, email address, telephone number, subscription billing records, employee names, assigned register PINs, and employee role permissions.
B. Customer & Diner Order Data
Diner name, contact phone number, delivery address (if applicable), table number, ordered dishes, item modifiers, combo selections, dietary instructions, and order status timestamps.
C. Payment Information (Tokenized)
When transactions are processed via POS terminals or storefront checkouts, payment card data is captured and tokenized directly by certified third-party payment gateways. ROCS stores only anonymized payment tokens, masked card digits (last 4), card brand, and transaction authorization IDs.
D. Technical & Device Telemetry
IP address, device identifiers, browser type, operating system version, terminal station ID, WebSocket connection latency, and application diagnostic error logs.
3. Offline Storage, Local Cache & Cookies
To guarantee uninterrupted counter operations during internet disruptions, ROCS uses browser-native local persistence technologies:
- IndexedDB (Dexie): Stores active menus, catalog categories, and an encrypted offline order queue locally on terminal devices until reconnected to the cloud.
- Service Workers: Pre-caches application assets and script logic to allow immediate page loads and offline POS operation.
- Session Storage & Cookies: Maintains secure staff session tokens, active customer cart items, and CSRF security headers. We do not use third-party cross-site tracking cookies.
4. How We Use Collected Information
We process data strictly for operational and commercial purposes:
- Dispatching order tickets instantly to Kitchen Display Systems (KDS) and counter POS terminals.
- Sending transactional order confirmations and readiness alerts via SMS or email to diners.
- Compiling revenue metrics, sales volume, and product performance analytics in the Business Dashboard.
- Authenticating staff sessions and enforcing role-based permissions via Amazon Cognito user pools.
- Detecting fraudulent card transactions, mitigating chargeback disputes, and securing cloud infrastructure.
5. Third-Party Sharing & Service Providers
We share personal data only with trusted infrastructure subprocessors necessary to deliver the Service:
- Cloud Hosting & Database Infrastructure: Amazon Web Services (AWS) for secure cloud hosting, authentication (Cognito), DynamoDB, and CloudFront delivery.
- Payment Processors: PCI-DSS certified payment gateways (e.g., Stripe) for credit card authorization, charge settlement, and hardware terminal communication.
- Restaurant Merchants: Customer order details are transmitted directly to the merchant fulfilling the order.
6. Payment Data Security & PCI Compliance
All credit card and debit card processing conforms to Payment Card Industry Data Security Standards (PCI-DSS). Payment forms and reader hardware interface directly with secure processor tokenization vaults. At no point do unencrypted Primary Account Numbers (PAN), CVVs, or cardholder verification pins traverse or reside on ROCS's backend servers.
7. Security Measures & Data Retention
We enforce multi-layered administrative, technical, and physical safeguards:
- All data in transit is encrypted using Transport Layer Security (TLS 1.3).
- All databases and storage volumes are encrypted at rest using AES-256 encryption.
- Role-based access controls and least-privilege security govern all internal database queries.
We retain transaction and order records for as long as a merchant maintains an active subscription, and thereafter as necessary to satisfy legal, tax, accounting, and dispute resolution mandates (typically seven years for financial transaction logs).
8. State-Specific Disclosures (WA, CA & US)
A. Washington State Disclosures
For merchants operating in Washington State, we adhere to state data regulations. To the extent dietary restrictions or allergy preferences are entered into order notes, such information is processed exclusively for food fulfillment and is not processed as consumer health data under the Washington My Health My Data Act.
B. California Consumer Privacy Act (CCPA/CPRA)
California residents have specific rights regarding personal data: (i) Right to Know and Access categories of personal information collected; (ii) Right to Delete personal information; (iii) Right to Correct inaccurate information; and (iv) Right to Non-Discrimination for exercising privacy rights. Because ROCS acts as a Service Provider to merchants for diner transactions, diners should direct CCPA requests to the applicable restaurant merchant.
9. Your Privacy Rights & Choices
Merchants may update, review, or correct store and staff information at any time via the Business Dashboard. Merchants seeking full account deletion may submit a verified request through our privacy desk. Diners wishing to exercise access or deletion rights regarding order receipts should contact the merchant directly, or reach out to our privacy office to coordinate with the merchant controller.
10. Children's Privacy
The Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we discover that a child under 13 has provided personal data, we will immediately take steps to delete such information from our databases.
11. Updates to This Policy
We reserve the right to amend this Privacy Policy periodically to reflect technological advancements, legal revisions, or service expansions. Any updates will be posted on this page with a revised effective date. Continued use of the Service after changes are posted constitutes acceptance of the updated policy.
12. Privacy Inquiries & Contact
For questions regarding data processing, privacy compliance, or subprocessor security, contact our designated privacy office.