Privacy policy

EasyKOT is operated by KODEYARD, a business registered in India in the name of its proprietor, Yunus Sadique Shaikh. This policy covers the website, the owner dashboard at app.easykot.com, the EasyKOT Desktop App and the EasyKOT Captain app for Android. Under India's Digital Personal Data Protection Act 2023 we are the data fiduciary for your account and for what we measure ourselves, such as which Desktop Apps are online and whether a printer is failing. For everything you put into the software, your staff, your customers, your menu and your books, you are the data fiduciary and we are your data processor: you decide what goes in, and we hold it for you. The terms of service set out what that means for each side.

hello@easykot.com. Postal address on the contact page.

• Your account. The owner's name, email address and mobile number. This is what signs you in to the dashboard and what we use to reach you about your own account: by email, by phone, or on WhatsApp with setup help and the setup videos. If your browser allows Google Analytics, we also keep Google's browser id with it, for the measurement section 3 describes. If you came to us through easykot.com, we keep where you first found us too (section 3).
• Your restaurant. Its name, address, GSTIN, tax settings, menu, tables and printers. This is business information, not personal data, but it is yours and we treat it the same way.
• Your staff. Each person's name, their role, and a PIN. The PIN is stored as a one-way hash: we cannot read it, recover it or tell you what it is, only replace it. Staff names appear against the orders they ring and the discounts they approve, because that is the point of them.
• Your customers. A diner's name, mobile number, or both, when a cashier or captain adds them to an order, and the name and number recorded against a part payment. They print on that diner's bill, and a parcel's kitchen ticket carries the name; they are printed nowhere else. The owner can find, correct or delete a customer on the Customers page; deleting one takes their name and number off every bill they were added to, while a part payment keeps its record of who owes the balance.
• Your trading records. Orders, kitchen tickets, bills, payments recorded, expenses, and staff pay. These are the records the software exists to keep.
• Optional supplier-bill scans. If you choose to upload a bill photo, we process a private image copy to suggest its supplier, bill date, purchase amount and an existing expense category. OpenAI receives the image and limited context: your restaurant currency and expense category IDs, labels and groups. Selecting or pasting a photo does not upload it; you must choose to upload and scan. We do not send your sales ledger or other saved bills as context. Review every suggestion before saving. A scan does not record an expense, payment or GST entry automatically. Keep your original bills; this is not a bill archive.
• Your devices. For each Desktop App, phone or kitchen screen you enrol: the name you gave it, when it last checked in, and whether it is still authorised. Printers additionally report failure counts (how many jobs failed and in what way) with no order, item, price or customer information attached.

• Nothing about your diners beyond a name and a number. A diner is on record only when your staff add their name or mobile number to an order (the list above says what happens to it). There is no email address, home address, birthday or loyalty profile, because the software has nowhere to put them, and EasyKOT never sends a diner a message.
• No card data, ever. EasyKOT does not read cards. When a bill is settled in cash or UPI the app records that it was settled, for your own books. No card number, expiry or PIN passes through EasyKOT at any point.
• No advertising or analytics trackers in the apps. The captain app and the Desktop App carry no advertising SDK and no third-party analytics SDK. Nothing in them profiles you or your staff, and nothing is sold or shared with data brokers. If that ever changes, it changes here first.
• Crash reports, so we can fix what breaks. When the Desktop App, the captain app, the owner dashboard or our servers hit an error, the app sends Sentry a report: the error and where in our code it happened, the app version, and the kind of device and operating system. It never contains an order, a bill, a staff name or a PIN, and it is not tied to a person. Reports are kept for 90 days.
• Usage measurement on this website and the owner dashboard. easykot.com and app.easykot.com use Google Analytics, loaded through Google Tag Manager, to count visits and see which pages, screens and buttons get used. It records the page you are on, actions such as “clicked Start free”, “opened the payment form” or “imported a menu”, and the city and kind of device and browser, which Google works out from the visit. Google sets its usual first-party cookies (_ga) for this; visitors from the EEA, the UK and Switzerland are measured without cookies. Google signals is on: if you are signed in to a Google account and have allowed ads personalisation, Google may connect your visits with that account, and all we get back from that is aggregated reports, such as age ranges and interests. You can turn this off in your own Google account's ad settings (adssettings.google.com) or with Google's Analytics opt-out browser add-on (tools.google.com/dlpage/gaoptout). We do not use Google Analytics data, signals included, for advertising. The Desktop App and the captain app carry none of it.
• Account milestones, reported by our servers. When you sign up, or open the dashboard while signed in, we keep Google's browser id (the value of the _ga cookie) with your account. For accounts that accepted our current terms, our servers also report a few onboarding milestones to the same Google Analytics property: the menu set up, the first Desktop App or captain phone connected, the first staff member added, the first print, and the first sale (only that it happened, never the amount). For every account we hold a browser id for, our servers additionally report a change in plan status while billing is enforced (for example, the trial ending), and each payment for your EasyKOT plan (the plan, the price you paid us and its GST). Nothing sent to Google names you or your restaurant, and nothing contains an order, a bill or an amount from your sales. If Google signals has linked this browser to your own Google account, that link is Google's, governed by your Google account settings, not by anything we send. If your browser blocks Google Analytics, or you are in the EEA, the UK or Switzerland where it sets no cookie, there is no id to keep and our servers send nothing about your account. Google keeps the event-level record of these milestones and of your visits for 14 months. To stop it, write to hello@easykot.com: we remove the stored id, which stops our servers reporting, and we ask Google to delete what it already holds.
• Where you first found us. The first time a browser opens easykot.com or the dashboard (app.easykot.com), we store a small first-party cookie, ek_ft, set for easykot.com and its subdomains (only this website and the dashboard read or write it) and kept for up to 180 days (Safari keeps it for less). It records where that visit came from: the campaign tags on the link (the utm_ values), the click id Google or Meta adds to a link tapped in their ads or apps, the name of the website that sent you (google.com or chatgpt.com, for example, never the full address), the page you arrived on, and the date. It is written once and never overwritten. Its contents reach us only when you create a store: then the sign-up form sends it and we keep it with your store, along with your answer to “How did you first hear about EasyKOT?” on the Get started screen, if you choose to give one. We use this only to learn which channels bring restaurants that keep using EasyKOT. It holds no name, number or email, and we do not send it to Google, Meta or anyone else. A browser set to a European time zone gets no such cookie. You can delete it like any cookie. The WhatsApp buttons on this site also add a short page code, such as “(W-home)”, to the message they open, so we can tell which page you wrote from; you see it before you send.
• A bot check on the sign-up form. When you create a store on app.easykot.com, Cloudflare Turnstile checks that a person, not a script, is filling the form. It reads how the browser behaves and may ask you for one click. It does not see what you typed into the form and sets no advertising cookie. What Cloudflare collects for this is in its Turnstile privacy notice. The Desktop App and the captain app carry none of it.
• No location, contacts, photos or microphone. The camera is used for one thing (scanning the pairing code shown on your own Desktop App) and only when you open that screen.
• Nothing about children. EasyKOT is software for a business, not a service anyone signs up to as an individual, and we do not knowingly hold the personal data of anyone under eighteen. We advertise to nobody, of any age, and we build no profile of anyone: the usage measurement described above is all the tracking we do. If you employ someone under eighteen and record them as staff, that record is yours and the law asks you to have a parent's consent for it.

We process the data above to provide the service you asked for: to print your bills, route your kitchen tickets, keep your books, sync your Desktop Apps, and show your reports. We use your account contact details to send you service messages: a daily summary if you turn it on, a warning when a Desktop App stops reporting, a receipt for your subscription. We keep basic records of your subscription because Indian tax law requires us to. We also measure how the website and the dashboard get used, how far each new account has got, and where new accounts first found us, as section 3 describes, so we can see where owners get stuck and which channels work.

We do not use your trading records to advertise to you, and we do not sell them to anyone, in aggregate or otherwise.

EasyKOT is offline-first by design. The authoritative copy of your trading data is the encrypted database on your own Desktop App, which is why billing keeps working when the internet does not. That local copy is encrypted at rest, with the key held in the operating system's own keychain.

A copy syncs to servers we run in Mumbai: PlanetScale for the database, Amazon Web Services for the application, and a nightly backup to Amazon S3, also in Mumbai. That is so your other Desktop Apps, your phones and your dashboard agree with each other, and so that a lost laptop is not a lost year of books.

Every company that touches your data on our behalf, and no others:

• PlanetScale, in Mumbai: the database.
• Amazon Web Services, in Mumbai: the application servers and the nightly backup.
• Cloudflare, in its global network: this website, the owner dashboard, the downloads and the bot check on the sign-up form (Turnstile).
• Resend, in the United States: the emails we send you (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. Optional AI uploads are an exception to keeping your business documents here: OpenAI sees the menu files or supplier-bill photos you deliberately upload for that purpose. This does not give it access to your orders, other saved bills or takings. The terms of service carry the same list as a commitment. If we ever move the storage of your trading records out of India, this page will say so before the move rather than after it.

Razorpay is the one that sees the card or UPI credential when you pay for your subscription. We never do.

OpenAI's API data policy is separate from our cleanup timetable. Its API inputs and outputs are not used to train its models by default. Its default abuse-monitoring logs can retain content for up to 30 days, with longer retention for legal or safety reasons; some API features also retain application state. Image safety checks can retain flagged images for review. We do not promise zero retention at the processor. Read OpenAI's API data controls for its current terms and exceptions.

Every store's data is isolated from every other store's at the database level, not merely in the interface. Your staff see what their role allows: a waiter sees the floor and the menu, a manager approves discounts and voids, an owner sees the money.

Beyond that, access is limited to the operator named above, and only for the reasons you would want: fixing a fault you have reported, restoring data you have lost, or complying with a lawful order we cannot refuse. We do not browse customer stores.

• On your counter. The database on your Desktop App is encrypted where it sits, and the key lives in your computer's own keychain, not in a file next to it. That is the copy your billing depends on, so it is the one we protect first.
• On the wire. Everything between your Desktop App, your phones and our servers travels over TLS. There is no unencrypted path.
• Between stores. Every store's rows are separated by the database itself, not by a check in our code that somebody could forget. A query that asks for another restaurant's orders gets nothing back.
• Passwords and PINs. Your dashboard password is stored as a bcrypt hash and each staff PIN as a salted hash. We cannot read either one, and neither can anyone who takes a copy of the database.
• If something goes wrong. The database is backed up nightly to storage in Mumbai, and the authoritative copy of your trading records is on your own counter in any case, which is why an outage at our end does not stop you billing.
• Who can reach it. Named people only, and only for the reasons in the section above. Access to the servers is logged, and the logs are kept for a year.
• If there is ever a breach. We tell you what happened, what it means for you, what we have done and what you should do, as soon as we know rather than when we have finished investigating. Where the law requires it we also report it to CERT-In within the six hours its directions allow, and to India's Data Protection Board.

We do not claim any certification we do not hold, and we do not use the words “bank-grade” about anything.

Your trading records are kept for as long as your account is open, because they are your books and you will want last year's figures. If you close your account 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 exactly how.

Bill-scan copies have a shorter life. We attempt to delete the private processing image when a scan finishes, fails or is discarded. A scheduled cleanup also removes images from scans inactive for 15 minutes and retries failed deletions. These are cleanup targets, not a promise of deletion at an exact second. Scan suggestions and warnings are cleared by cleanup after 24 hours. Minimal scan records, including an upload fingerprint, status, timing and usage information, remain through the current and previous 2 calendar months to enforce the allowance and safe retries; eligible records are then removed. A failed image deletion keeps the record until cleanup can retry. A saved expense follows the trading-record timetable above. Backup copies age out on the backup timetable; deleting our copy does not delete the processor's logs.

Two things outlive that, both because the law says so. Receipts and tax records for your subscription are kept for up to eight years: GST law asks for six years from the due date of the annual return, and income-tax law for six years from the end of the assessment year. Server access logs are kept for one year, the floor India's data protection rules set for investigating unauthorised access. Neither of those is your menu or your orders, and neither is used for anything else.

• See what we hold. Ask and we will send you a copy of the personal data associated with your account, no form, no fee. Bills and fixed report tables download from the dashboard as Excel or CSV for the dates and filters you pick; the rest of your trading records stay readable in the dashboard while your account is active.
• Correct it. Most of it you can correct yourself in the dashboard. Anything you cannot, we will.
• Erase it. You can ask us to delete your account and your store's data; the account deletion page says what to send and what happens. Where a record must be kept for tax, we keep only that record and say which.
• Withdraw consent. Turning off the emails, or closing the account, is always available and never costs you access to data you have already recorded.
• Nominate someone. The DPDP Act lets you nominate a person to exercise these rights if you are unable to. Write to us and we will record it.

Write to hello@easykot.com from the address on the account. We answer within 30 days, usually far sooner. Want this page in Hindi or Marathi? Ask, and we will send it to you.

Indian law requires us to name someone who answers complaints about how personal data is handled, and to say how fast. Our Grievance Officer is Yunus Sadique Shaikh, at hello@easykot.com or by post at the address on the contact page. We acknowledge a complaint within 24 hours and resolve it within 15 days. If we have not resolved it to your satisfaction, you may take it to the Data Protection Board of India; we will give you the filing details when you ask, and we will not treat going to the Board as a reason to stop helping you. The contact page has the same details for every other kind of complaint.

When what the software does changes, this page changes with it in the same release, not eventually. 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 will email account owners rather than relying on you noticing.

See also terms of service, refund policy, contact and account deletion.