Privacy notice for Singapore

EasyKOT is operated by KODEYARD, a business in India; the terms name it in full. This notice covers the website, the owner dashboard at app.easykot.com, the EasyKOT Desktop App and the EasyKOT Captain app for Android. For your account and for what we measure ourselves, we are the organisation responsible under the PDPA. For what you put into the software (your staff, your diners, your menu and your books) your restaurant is the organisation and we are its data intermediary: you decide what goes in, and we process it only on your behalf.

Data Protection Officer: hello@easykot.com. Postal address on the contact page.

• Your account. The owner's name, email address and mobile number. They sign you in and let us reach you about your own account, by email, by phone or on WhatsApp.
• Your billing details. Your business's legal name, billing address and whether it is registered for GST, with its registration number if it is, which go on your invoices; and the record of each payment. Razorpay collects the payment and sees the card or account details; we never do.
• Support records. What you send us by email or WhatsApp, the notes our team keeps of calls with you, and the activity counts in section 8, so we can answer you and offer help.
• Your devices. For each Desktop App, phone or kitchen screen you connect: the name you gave it, when it last checked in, and whether it is still authorised. Printers also report how many jobs failed and in what way, with no order, item, price or customer attached.
• Crash reports. When an app or our servers hit an error, Sentry receives the error, the app version and the kind of device and operating system. A report never contains an order, a bill, a staff name or a PIN, is not tied to a person, and is kept for up to 90 days.
• Usage measurement on this website and the dashboard. easykot.com and app.easykot.com use Google Analytics, through Google Tag Manager, to count visits and see which pages, screens and buttons get used. Google sets its first-party cookies (_ga) for this in Singapore, and works out the city and kind of device from the visit. Google signals is on: if you are signed in to a Google account that allows ads personalisation, Google may link your visits to it, and we see only aggregated reports. We keep Google's browser id with your account, and our servers report a few milestones to the same property (the menu set up, the first device connected, the first staff member added, the first print and the first sale, only that it happened), a change in plan status and each payment for your EasyKOT plan. Nothing sent to Google names you or your restaurant or contains an order or an amount from your sales. When a visit that started from one of our Google ads ends in a sign-up, Google Analytics tells our Google Ads account, so we can see which ads work. We do not build advertising audiences from this data. You can block the cookies in your browser or use Google's opt-out add-on (tools.google.com/dlpage/gaoptout); to stop the server reports, write to us and we remove the stored id. The Desktop App and the captain app carry no analytics at all.
• Where you first found us. The first visit to easykot.com or the dashboard stores a first-party cookie, ek_ft, for up to 180 days: the campaign tags on the link, the click id Google or Meta adds to an ad, the name of the site that sent you, the page you landed on and the date. It reaches us only when you create a store, along with your answer to how you first heard of EasyKOT if you give one. We use it only to learn which channels bring restaurants that stay, and we send it to no one.
• A bot check on the sign-up form. Cloudflare Turnstile checks that a person is filling the form. It does not see what you typed. What Cloudflare collects is in its Turnstile privacy notice.

We use the data in section 2 to provide the service you signed up for, to bill you and keep the payment records tax law requires, to answer you, to send service messages about your account and the reports you turn on, to keep the service secure, and to see where owners get stuck and which channels bring them. We do not sell it, and we do not use your restaurant's trading records to advertise to you.

You give your consent for these purposes when you create the account and use it. On easykot.com and the dashboard, the Google Analytics and ek_ft cookies are set when a page loads, before you sign up. If you do not want them, block or delete them in your browser or use Google's opt-out add-on; the site works the same without them. You can withdraw your consent at any time by writing to us. We then stop, and tell you what that means: without your contact and billing details we cannot run your account, so for those, withdrawing consent means closing it.

• Staff. Each person's name, role and PIN, and the shifts and pay you record. The PIN is stored as a one-way hash: we cannot read it or tell you what it is, only replace it.
• Diners. A name, a mobile number or both, when your staff add them to an order. They print on that diner's bill, and a parcel's kitchen ticket carries the name. The owner can find, correct or delete a diner on the Customers page.
• Trading records. Orders, kitchen tickets, bills, payments recorded, refunds, expenses and staff pay.
• Optional AI uploads. A menu file or a supplier-bill photo you choose to upload is read by the AI supplier named before the upload, with only the context that task needs. Nothing is sent until you choose to upload.

Your restaurant decides what is recorded and why, and answers to its staff and diners for it. A staff member or diner who wants to see or correct their record should ask the restaurant first; we help it answer. The terms (sections 7 and 8) are the contract for this processing.

• No card data, ever. EasyKOT does not read cards. When a bill is settled by cash, PayNow or card, the app records that it was settled. No card number, expiry or PIN passes through EasyKOT.
• Nothing about diners beyond a name and a number. No email, home address, birthday or loyalty profile, because the software has nowhere to put them, and EasyKOT never sends a diner a message.
• No location, contacts, photos or microphone. The camera is used for one thing, scanning the pairing code on your own Desktop App, and only when you open that screen.
• Nothing about children. EasyKOT is software for a business, and we do not knowingly hold the personal data of anyone under eighteen except as your staff records, which are yours.

The copy of your trading records your billing runs on is the encrypted database on your own Desktop App, in your restaurant, with its key in the computer's own keychain. A copy syncs to servers in Mumbai, India: PlanetScale for the database, Amazon Web Services for the application, automated emails and a nightly backup. That keeps your devices and your dashboard in agreement, and a lost laptop from being a lost year of books.

Every company that handles data for us, and no others:

• PlanetScale, in Mumbai: the database.
• Amazon Web Services, in Mumbai: the application servers, nightly backups and automated emails such as password resets and reports.
• Cloudflare, in its global network: this website, the owner dashboard, the downloads, the bot check on the sign-up form (Turnstile), and carrying the traffic between your devices and our servers, which it does not store.
• Resend, in the United States: support replies and backup delivery for automated emails (it sees your email address and the message).
• WhatsApp (Meta), in Meta's data centres worldwide: the messages our team sends you there, such as setup help and the setup videos (it sees your mobile number and those messages).
• OpenAI, in the United States: optional AI menu import and supplier-bill scanning: it reads the menu files or supplier-bill photo you choose to upload, with limited context needed for that task, including your restaurant currency and expense categories for a bill scan.
• Google, in the United States: usage measurement on this website and the owner dashboard (Google Analytics via Tag Manager), including the account milestones and plan payments our servers report to it, never the Desktop App or the captain app.
• Razorpay, in India: collecting your subscription payment; it sees the amount and the payer's details.
• Sentry, in the United States: crash and error reports from the Desktop App, the captain app, the owner dashboard and our servers: the error, the app version and the kind of device, never an order, a bill or a name.

Of those, only Cloudflare, Resend, WhatsApp (Meta), OpenAI, Google, Sentry hold anything outside India, and each holds only what the list says. OpenAI's own retention of API content is set by its API data controls, not by our timetable.

Personal data collected in Singapore is stored in India and handled in the other places listed above. The PDPA allows that when the data keeps a standard of protection comparable to the PDPA's through obligations that can be enforced. For your restaurant's data, section 8 of the terms is that enforceable commitment, given to your restaurant. For our own data, we hold ourselves to the same standard: the security in section 8 below, use only for the purposes in section 3, the retention limits in section 9, and onward transfer only to the suppliers listed, each required to protect it to the same standard.

• On your counter. The Desktop App's database is encrypted where it sits, with the key in your computer's keychain.
• On the wire. Everything between your devices and our servers travels over TLS.
• Between stores. Each store's rows are separated by the database itself, so a query for another restaurant's orders gets nothing back.
• Passwords and PINs. The dashboard password is stored as a bcrypt hash and each staff PIN as a salted hash.
• Who can reach it. Named people only. They open a store's records to fix a fault you reported, restore data you lost, or comply with a lawful order. To decide when to offer help, our team also sees how many bills, kitchen tickets, expenses and cash-box closes a store recorded in the last seven days, and how many menu items, tills, captain phones and staff it has set up, never what is in them. Server access is logged and the logs are kept for a year. We do not read through customer stores.
• If there is a breach. If it affects your restaurant's data we tell you without undue delay and help you assess it. If it affects data we hold for ourselves, we assess it and notify the PDPC and the people affected where the PDPA requires.

We do not claim any certification we do not hold.

Your account and your restaurant's records are kept while the account is open. If you close it we delete your store's data within 90 days, and if you ask us to delete it we do so within 30 days of your request, with older backups ageing out within a further 60 days; the account deletion page says how. Crash reports are kept for up to 90 days, Google keeps event-level analytics for 14 months, and ek_ft lasts up to 180 days in the browser. A supplier-bill photo is deleted when its scan finishes, fails or is discarded, with a scheduled cleanup behind that.

Two things outlive the account. Our invoices and payment records for your subscription are kept for up to eight years, because Indian tax law asks for them. Server access logs are kept for one year, to investigate unauthorised access. Neither is your menu or your orders, and neither is used for anything else.

• See what we hold. Ask for the personal data we hold about you and how it has been used or disclosed in the past year, and we send it. No form and no fee.
• Correct it. Most of it you can correct yourself in the dashboard. Anything you cannot, we will.
• Withdraw consent or erase it. Write to us, or use the account deletion page. Where a record must be kept for tax, we keep only that record and say which.

Write to hello@easykot.com from the address on the account. We answer within 30 days, usually far sooner, and if a request needs longer we tell you within those 30 days when you will have it.

Our Data Protection Officer answers questions, requests and complaints about personal data at hello@easykot.com, or by post at the address on the contact page. If our answer does not resolve it, you can complain to Singapore's Personal Data Protection Commission (PDPC) at pdpc.gov.sg. Going to the PDPC is never a reason for us to stop helping you.

When what the software does changes, this page changes with it. The date at the top is the last time it was edited. If a change materially affects what we collect or who can read it, we email account owners rather than relying on you noticing.

See also the terms of service for Singapore, contact and account deletion. A restaurant in India has its own privacy policy.