Privacy Policy

Privacy-First by Design

CaterBot is built with privacy at its core. For kitchen staff users, we collect zero personal information — no emails, phone numbers, or real names required. This is not just compliance; it is how we believe software should work.

1. Who We Are

CaterBot is operated by Caterbot Maintain Ltd ("we", "us", "our"), a company registered in England and Wales. We provide AI-powered equipment management software for the commercial kitchen and hospitality industry.

Data Controller: Caterbot Maintain Ltd
Contact: admin@caterbot.co.uk
Website: caterbot.ai

2. What Information We Collect

What we collect depends on how you use CaterBot. We have designed our system to minimise data collection wherever possible.

Kitchen Staff Users

Zero Personal Data Required

We collect:

Username: A name you choose (no verification required)
Join Code: A temporary code provided by your manager
Chat History: Your conversations with the AI assistant

We do NOT collect:

No email address
No phone number
No real name verification

Managers and Administrators

Email address: Authentication and communications
Name: Account identification
Business information: Site and equipment details
Usage data: Dashboard and settings activity

Website Visitors

Contact forms: Name, email, message content
Analytics: Anonymous usage statistics
Cookies: Essential site functionality

3. How We Use Your Information

Provide the service: Equipment guidance, AI troubleshooting, and account management
Improve our AI: Analyse anonymised data to improve accuracy and usefulness
Equipment analytics: Maintenance and performance reporting
Communications: Service updates and security alerts
Safety: Escalation of dangerous equipment issues

4. Legal Basis for Processing

Contract Performance: Providing the CaterBot service
Legitimate Interests: Security, fraud prevention, service improvement
Consent: Marketing and AI improvement programmes
Legal Obligation: Regulatory and safety compliance

5. Data Sharing and Third Parties

AI Service Providers

We use OpenAI and Anthropic to power our AI assistant. Chat messages are sent to these services for processing. They do not use your data to train models without explicit consent.

Infrastructure Providers

We use Vercel (hosting), Supabase (database), and other cloud providers under strict data processing agreements.

Your Employer

Managers can view aggregated usage statistics and chat logs for their location. They cannot view personal staff data.

We never sell your data. We never share your data for marketing.

6. Data Retention

Data Type	Retention Period	Purpose
Chat history	90 days	Troubleshooting context
Session data	24 hours	Session management
Analytics	2 years	Service improvement
Manager accounts	Contract + 1 year	Account management
Security logs	7 years	Legal compliance

7. Your Rights

Right to access
Right to erasure
Right to rectification
Right to object

Staff users can delete their account at any time, which removes usernames and chat history.

8. Cookies

Essential cookies for login and preferences
Analytics cookies (with consent)

9. International Transfers

Where data is transferred outside the UK, we use appropriate safeguards including Standard Contractual Clauses.

10. Children's Privacy

CaterBot is intended for adults. We do not knowingly collect data from anyone under 16.

11. Changes to This Policy

We may update this policy from time to time. The date at the top indicates the most recent revision.

12. Contact Us and Complaints

Email: admin@caterbot.co.uk

Address:
Caterbot Maintain Ltd
779 Atherton Road, Hindley Green
Greater Manchester, WN2 4SB
United Kingdom

You may lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk