Privacy Policy
The short version
- CleoCafe is a tool for cafe businesses. We use your data only to run CleoCafe for you.
- We use AI. Some of your cafe data is sent to our AI provider, Groq, in the United States, to answer your questions and read your bills and menus.
- We never sell your data, show you ads, or use analytics or tracking tools.
- We share data only with the few service providers listed below, which help us run CleoCafe.
- Your business data is private. Only your QR menu (dishes, prices and photos) can be seen by guests who scan it. Everything else needs a login.
- When you delete something, it can still sit in our backups for up to 30 days. After that it is gone.
- You can close your cafe, download your data, and ask us to correct or erase it at any time.
1. Who we are
CleoCafe is run by Heeya Doshi (trading as Cleoai), B-537 Diamond village, Maidharpura, Surat, Gujarat, India - 395003 ("we", "us"). This policy explains how we handle personal data under India's Digital Personal Data Protection Act, 2023 and the rules made under it.
CleoCafe is a business tool. It is meant for cafe owners and their staff aged 18 or over, acting for a business.
2. What we collect
| Type | What it is | Where it comes from |
|---|---|---|
| Account details | Username, password (stored only as a secure hash), role, two-step login settings, last login time | You, or the owner who adds you |
| Cafe contact details | Cafe name, owner's phone number, email (optional), address and GSTIN printed on bills | You, at sign-up and in Settings |
| Business data | Menu, recipes, dish photos, ingredients, stock, prices, sales reports, purchase bills (photos and PDFs), supplier names, phone numbers and GSTINs | You and your staff |
| Your customers' details | Name and mobile number on orders, typed in by your staff or by guests ordering from your QR menu | Your staff and guests, on your behalf (see section 9) |
| Assistant chats and feedback | Questions you ask the AI assistant, its replies, "not helpful" flags and problem reports | You |
| Technical data | IP address and username in our server logs at login, plus error reports when something breaks | Your browser, automatically |
Cookies: we use one essential login cookie. It keeps you signed in for up to 7 days of inactivity. Your browser also remembers one display preference on your device. We use no advertising, analytics or third-party cookies, so we don't need a cookie banner.
3. Why we use it
- To run CleoCafe for your cafe: costing, margins, stock, sales, alerts and reports.
- To answer your questions with the AI assistant and to read bills and menus you upload.
- To keep accounts secure: login checks, lockouts after failed attempts, audit history of changes.
- To contact the owner about the trial, the plan, and service or security notices.
- To fix problems you report and errors we detect.
- To meet legal duties, for example tax records or lawful requests from authorities.
We rely on your consent, given when you sign up, and on legitimate uses allowed by law. You can withdraw consent at any time by closing your cafe (section 7). Withdrawing does not affect what was done before.
4. How we use AI
CleoCafe uses AI models run by Groq, Inc. (United States) for these features:
- Assistant chat: your question, plus a summary of your cafe's data: cafe name, menu with prices and margins, low or expiring stock, last 7 days of sales, and supplier names and contacts.
- Bill and menu reading: the photos, PDFs or documents you upload, so the details can be typed in for you.
- Suggestions: offers, specials and demand notes, built from your menu, stock and sales.
We do not send your login details, the owner's phone or email, or your customers' names and numbers to the AI. We do not use your data to train AI models. Groq's API terms state that the data we send is not used to train their models.
AI answers can be wrong. Prices and recipes only change after you confirm. See our AI page for details and limits.
5. Who we share data with
We do not sell or rent your data, and we do not share it for advertising. We use these service providers ("processors"). They handle data only on our instructions:
| Provider | What for | Location |
|---|---|---|
| Groq, Inc. | AI assistant, bill and menu reading | United States |
| Supabase | Database, uploaded files, reports and nightly backups | Mumbai, India |
| DigitalOcean | Hosting the app and its server logs | Bengaluru, India |
Data outside India: some data goes to the countries above. We send it only where Indian law allows, and only what each feature needs.
We may also share data if the law requires it, to protect people's safety, or as part of a merger or sale of our business. If we sell the business, the new owner must keep this policy's promises.
6. Who at CleoCafe can see your data
Our platform administrator can see each cafe's name, owner contact details, plan and AI usage, the problem reports and "not helpful" flags you send us (these may include the question and answer involved), and error reports. They use these to support you and fix problems. Full backups are opened only to recover from a failure or to answer a legal request.
Inside your cafe, owners see everything for their outlets. Staff see only what their role allows. Your cafe's data is kept separate from every other cafe's.
7. How long we keep data, and what "deleted" means
| Data | How long |
|---|---|
| Your cafe's data while your account is open | As long as you use CleoCafe |
| Bill photos and PDFs | 90 days after upload (the details read from them stay with your stock) |
| Items you delete | Kept in the Bin for 30 days so you can restore them, then erased |
| Change history (audit log) | 365 days |
| Assistant chats | Until you delete the chat or close your cafe |
| Problem reports | 30 days after they are resolved; unresolved ones after a year with no activity |
| AI usage records (token counts, never message text) | 2 years |
| Server logs | As long as our hosting provider keeps them (a short rolling window) |
| Nightly backups | The latest 30 nights are kept, so about 30 days |
| A cafe you close | Locked at once, then erased for good after 30 days |
Is deleted data still on our servers? Data you delete is removed from the live system. It stays in the Bin for 30 days, then it is erased. Copies also stay in our backups until those age out, which takes up to 30 days. We don't restore deleted data from backups except to recover from a system failure. After that period, it is gone.
Closing your cafe: owners can close a cafe in Settings → Your data, and download its data first. The cafe locks right away, and you can change your mind within 30 days. After 30 days, everything for that cafe is erased: data, files, chats and staff accounts. Copies age out of backups in the following 30 days.
8. What is public
Your business data is private. Costs, margins, recipes, stock, sales, bills, suppliers, reports and chats can only be seen after logging in, and only by people in your cafe with the right role.
The one public part is your QR menu. Anyone with a table's QR link can see your cafe's name, the dishes you've put on the menu, their prices and photos, and can place an order. It never shows costs, margins or other guests' orders. QR links stop working if a table is switched off or the cafe is closed.
The login page and these legal pages are also public. Search engines can't see your cafe's data.
9. Your customers' data
If your staff record customers' names or mobile numbers on orders, or guests type theirs in when ordering from your QR menu, your cafe decides why and how that data is used. Under the law, your cafe is the "Data Fiduciary". We store it only on your behalf, as your processor. You are responsible for telling your customers and having a lawful reason to collect their details. We will help you answer their requests.
10. How we protect data
- Encrypted connections (HTTPS) everywhere.
- Passwords and recovery PINs are stored only as strong one-way hashes. Two-step login secrets are encrypted.
- Accounts lock after repeated wrong passwords. Login attempts are rate-limited.
- Every cafe's data is separated, and every request is checked against the cafe you belong to.
- Files and backups are kept in private storage that only our servers can reach.
If a breach affects your personal data, we will tell you and the Data Protection Board of India as the law requires.
11. Your rights
Under the DPDP Act you can:
- Access: get a summary of the personal data we hold about you and who we've shared it with. Owners can download their cafe's data from Settings → Your data at any time.
- Correct and update your details. Most can be changed in Settings yourself.
- Erase: close your cafe, or ask us to delete your data. We may keep only what the law requires us to keep.
- Withdraw consent at any time, as easily as you gave it.
- Nominate someone to use these rights for you if you die or can't act.
- Complain: raise a grievance with us (section 13). If you're not happy with our answer, you can go to the Data Protection Board of India.
Email [email protected] to use any of these rights. We will reply within 30 days.
12. Children
CleoCafe is not for anyone under 18. Everyone who signs up confirms they are 18 or older and authorised to act for the business. We do not knowingly collect data about children. If we learn that we have, we will delete it.
13. Grievance Officer and contact
Grievance Officer: [GRIEVANCE OFFICER NAME]
Email: [email protected]
Address: Heeya Doshi (trading as Cleoai), B-537 Diamond village, Maidharpura, Surat, Gujarat, India - 395003
You can also use "Report a problem" inside the app.
14. Changes to this policy
If we change this policy in a way that matters, we will update the version and date above. We will ask you to accept the new version the next time you log in.