1. Who we are and what this covers
Preppify Inc. ("Preppify", "we", "us"), a company registered in Ontario, Canada, makes back-office software for restaurants, at preppify.app. This policy explains what we collect, why, who we share it with and the choices you have.
It covers the restaurants that use Preppify, the people who use it for them (owners, partners, managers, staff and accountants), visitors to our website, and people whose details reach us through a restaurant, such as staff on payroll or someone who calls the restaurant.
For the information a restaurant puts into Preppify, we act on the restaurant's behalf: the restaurant decides what goes in and who can see it, and we handle it to provide the service. If you work at or call a restaurant that uses Preppify, that restaurant is your first point of contact, and we'll help them answer you.
2. What we collect
Your account
Your name, email address, phone number, restaurant name and address, and your role. We store your password only as a one-way hash, never as the password itself.
What your restaurant brings in
- Bills, invoices and receipts, including the photo or PDF, and what's read from them.
- Sales and timecards from your point of sale, for example Toast's nightly data export.
- Bank transactions, if you connect your bank through Plaid. We never see your bank login.
- Accounting records, if you connect QuickBooks Online.
- Payroll details you enter: staff names, pay, hours, advances and leave.
- Inventory, recipes, catering orders and anything else you enter or upload.
Preppify CX calls
If a restaurant turns on phone answering, calls to that restaurant are answered by our voice provider. We keep the caller's phone number, what they asked for or ordered, and the call's summary, transcript and recording, for the restaurant to use.
Our website
If you ask for a walkthrough, we keep what you send: your name, email, restaurant, phone number and message.
Technical information
Your IP address, browser, and records of sign-ins and requests, to keep the service secure and fix problems.
3. How we use it
- To run Preppify for you: read your bills, build your P&L and reports, sync your books, and send the reports and alerts you ask for.
- To keep accounts safe: sign-in codes, spotting misuse, and investigating problems.
- To help when you contact us, and to tell you about changes to the service.
- To improve Preppify, using information that no longer identifies your restaurant.
- To meet legal obligations.
We do not sell your information. We do not use it for advertising.
4. AI and automated reading
Preppify uses AI services to read bills and documents, suggest categories, and answer questions about your own numbers. A document is sent to the AI provider only to do that job, and the result comes back to your account for you to check.
We don't use your restaurant's information to train AI models, and we don't sell it to anyone who does.
AI can make mistakes. Results are labelled so you can review them, and you can correct anything.
6. Where it is stored
Each restaurant's records are kept in its own separate database. Our providers may store and process information in Canada and the United States. When information is stored outside your province or country, it may be accessible to courts and authorities there under their laws.
7. How long we keep it
We keep your restaurant's information for as long as your account is open.
If you close your account, you have 30 days to export everything. After that, we delete your restaurant's database and files from our live systems. Copies in backups are deleted as those backups expire on their normal cycle. We keep billing records, and anything else the law requires us to keep, for as long as it requires.
Walkthrough requests are kept while we're in touch with you. Ask us and we'll delete yours.
8. Your choices and rights
You can ask to see, correct, export or delete your personal information, and you can withdraw consent for optional messages, such as reports on WhatsApp, at any time. Most of this you can do yourself in Settings.
In Canada, these rights come from federal and provincial privacy law, including PIPEDA and, where they apply, the laws of Québec, Alberta and British Columbia. In the United States, state privacy laws may give you similar rights. We'll answer within 30 days.
If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or to the privacy regulator where you live.
10. Keeping it safe
We protect your information with encryption, separate databases for each restaurant, access by role, and careful handling of the keys to your connected services. Our Security page explains how.
11. Children
Preppify is a tool for businesses and isn't meant for children. We don't knowingly collect information from anyone under 16.
12. Changes to this policy
When we change this policy, we'll post the new version here with a new date. If a change matters to how we handle your information, we'll tell account owners by email before it takes effect.
Questions, or a request about your information? Write to our privacy officer at privacy@preppify.app