Privacy Policy

This policy explains what personal data BillDine handles, why, who helps us handle it, how long we keep it and what you can ask us to do. "BillDine", "we" and "us" mean Emdepi Technologies, the company that runs BillDine. Our company details and our grievance officer are at the end of this page. Near the end, sections for the European Union, the United Kingdom, Singapore and Malaysia add what the law there gives people.

Who decides about your data

• Account data is about the people who use BillDine: a restaurant's owner and staff, resellers, and anyone who writes to us. BillDine decides why and how it is used. Under India's Digital Personal Data Protection Act, 2023 (the DPDP Act) we are its data fiduciary; under the EU and UK GDPR we are its controller; under the PDPA of Singapore we are the organisation responsible for it, and under the PDPA of Malaysia its data user.
• Restaurant data is what a restaurant records in BillDine about its own guests and staff — a guest's name, phone number and delivery address on an order, loyalty points, a staff member's shifts and attendance. The restaurant decides why and how it is used and is its data fiduciary (controller). BillDine processes it only for the restaurant, to provide the service — we are the restaurant's processor (its data intermediary in Singapore, its data processor in Malaysia).

What we collect

• Your account: your name, email address and mobile number. Your password is checked by our sign-in provider and is never stored by us in readable form; your POS PIN is stored only as a protected code.
• Your business: its name and legal name, addresses, outlets, tax registrations (such as a GSTIN in India) and the billing details for your BillDine plan.
• What you record in BillDine: menus, orders, bills, invoices, payments you take, stock, purchases, expenses, staff, customers and reports.
• Security records: when and from which device, browser and IP address you sign in, your sessions, and an audit log of changes to money, stock and settings.
• Payments to BillDine: what you bought, the amount, the date and the payment reference. Card, UPI and bank details are entered with our payment provider, Razorpay. We never see or store card numbers.
• Support: your messages to our support assistant and team, the images you attach, and your questions to Ask BillDine.
• The app on your device: a notification token if you allow notifications, the app's version, and the name you give a POS terminal or kitchen screen.
• Error reports: when something fails, a technical record of the error with personal details taken out.

Please do not record sensitive data in BillDine, such as health, religion or financial account numbers.

To open an account you need to give the details the sign-up form asks for; without them we cannot provide BillDine.

Why we use it, and on what basis

• To provide BillDine under our Terms of Service: your account, the POS, the kitchen screen, the back office, and keeping your devices in sync (to perform our contract with you).
• To keep BillDine secure: to protect accounts, prevent fraud and stop misuse of free trials (our legitimate interests; under the DPDP Act, legitimate uses).
• To send service messages: sign-in codes, invoices, renewal reminders and the alerts you switch on (contract).
• To answer support questions and fix problems (contract and legitimate interests).
• To meet legal duties, such as keeping tax invoices (legal obligation).
• With your consent where we ask for it — for example notifications on your phone. You can withdraw consent at any time; this does not undo what was done before.

We do not sell personal data, and we do not use restaurant data for advertising.

AI features

The support assistant, Ask BillDine and Menu from a photo use an AI model from Anthropic (Claude) or OpenAI (ChatGPT), whichever BillDine has chosen at the time. We send only what the answer needs: your question and the conversation, images or the menu photo you add, the screen you are on, your role, and for Ask BillDine the figures of your own business that answer the question. Phone numbers and email addresses in support conversations are masked before they are sent. AI answers can be wrong: check important figures in BillDine's reports.

Where data is hosted, and who receives it

BillDine is run by Emdepi Technologies from India. These providers handle personal data for us; each receives only what its job needs and must protect it:

• DigitalOcean — runs BillDine's website, servers and background jobs, and its database with the database's backups, in Bangalore, India.
• Supabase — checks passwords and sign-in codes, and stores files such as menu photos, bills, exports and screenshots attached to support messages, in Mumbai, India.
• Resend — sends BillDine's emails (sign-in codes, invoices, reminders and the alerts you switch on). It receives the recipient's email address and the message.
• Better Stack — keeps BillDine's server logs and checks that BillDine is up. Logs leave out passwords, PINs, sign-in codes, phone numbers, email addresses and payment details, but can contain technical details such as an IP address.
• Razorpay — collects payments to BillDine.
• Google Firebase — delivers notifications to the Android app. It receives the device's notification token and the notification.
• Google Analytics for Firebase (Google) — measures which of BillDine's ads lead to the app. It records how the app is opened and used — the first open after install, sessions, updates and removal — and restaurant sign-ups made in the app, with the device's advertising ID, an app-instance ID, a coarse region Google derives from the IP address, and technical details such as the app version and device model — never a name, email address, phone number or business detail. On a device in the European Union, the United Kingdom or Switzerland the app asks first and sends nothing until you accept. It is off on a device paired as a POS terminal or kitchen screen, and you can turn it off in the app with Share app usage statistics under Settings → My account → Security. Google keeps this data for the period set in BillDine's Google Analytics settings, at most 14 months.
• OpenAI or Anthropic — the AI features, as described under "AI features".
• Google — Google Ads on BillDine's website pages and sign-up page, only as described under "Cookies and storage on your device".
• YouTube (Google) — plays the videos on the website's Learn lesson pages, in YouTube's privacy-enhanced mode, and only when you press Play the video. Until then nothing is loaded from YouTube. Once you press it, YouTube receives your IP address and browser details and may store data on your device, under Google's own privacy policy.
• Cloudflare — once it is put in front of BillDine: secure connections, protection from attacks and an optional check that a sign-up is made by a person. It then handles every request to BillDine.

BillDine's database and files stay in India. Resend, Better Stack, Google (with YouTube), OpenAI, Anthropic and Cloudflare handle data outside India, for example in the United States. We may also share data when the law requires it, and with a buyer of our business, who must keep this policy. When a restaurant connects a provider of its own — for example its own payment provider at the POS terminal — that provider's terms apply to what the restaurant sends it.

Transfers between countries

If you use BillDine from outside India — for example from the European Union, the United Kingdom, Singapore, Malaysia, the Maldives or the United States — your personal data is transferred to India, where BillDine's servers, database and files are, and to the providers above, in the countries where they handle it. The law of those countries may protect personal data less than the law of your own country. We protect transferred data as this policy describes (see "Security"), but no specific transfer mechanism, such as standard contractual clauses, is in place yet. If you have questions about how your data is protected in transit and where it is stored, contact us (details below).

How long we keep it

• Account and business data: while the account is open. After an account is closed or its deletion is confirmed, we delete it within 30 days, except what follows.
• Tax invoices, credit notes and the records tax law requires: for as long as the law of the outlet's country requires (for BillDine's own invoices to you, the law of India), then deleted.
• Server logs: about 3 days in full; summary figures about 30 days.
• Backups: database backups are kept for about 7 days and then replaced, so deleted data leaves them within that time.
• Records needed for a dispute or legal claim: until it is settled.

Cookies and storage on your device

BillDine's website and web app use only what they need to work — and, on the website, Google Ads cookies only if you accept them. A secure sign-in cookie keeps you signed in — for up to 30 days with "Remember me", otherwise until you close the browser. The browser's storage keeps your settings (such as the theme) and, on a POS terminal or kitchen screen, the menu and the orders waiting to be sent, so selling continues without internet. Once Cloudflare is in front of BillDine, it may set a cookie it needs for security. If you choose a currency on the pricing page, a cookie remembers your choice until you close the browser. On BillDine's website pages and the sign-up page, we use Google Ads to see which of our ads bring sign-ups: Google may set its advertising cookies and measure ad clicks and sign-ups only after you click Accept in the cookie banner. Until then, or if you click No thanks, Google receives only signals without cookies (Google's Consent Mode), and the reference of an ad click may travel in the links between our pages instead of in a cookie. You can change your choice at any time with Cookie settings at the bottom of the page; see "Google Ads on our website" on this page. A lesson video on the website loads from YouTube only when you press Play the video; YouTube may then store data on your device. BillDine itself — the back office, the POS and the kitchen screens — uses no advertising or tracking cookies. Signing out removes the sign-in cookie.

Children

BillDine is for businesses and is not meant for anyone under 18. We do not knowingly collect a child's personal data. A restaurant must not record a child's personal data without the consent the law requires from a parent or guardian.

Security

Data is encrypted on its way to and from BillDine, and our hosting provider encrypts the database where it is stored. The database itself keeps each business's data apart from every other's. Access is by role and permission, and changes to money and stock are recorded in an audit log. BillDine's team can open a restaurant's business data only when its owner approves a time-limited support access request. If a breach affects your personal data, we tell you, and the authorities where the law requires, without undue delay.

Your rights

Depending on where you live, you can ask us to:

• give you a summary of the personal data we hold about you and who we shared it with;
• correct, complete or update it;
• delete it — see Delete your data;
• stop using it where you gave consent, or (in the EU and UK) where we rely on our legitimate interests;
• (in the EU and UK) restrict its use, or give it to you in a form you can take elsewhere.

Under the DPDP Act you can also name someone to use your rights if you die or cannot act yourself. An owner can download a copy of the business's data at any time: Settings → Security → Download my data.

To use a right, sign in and click Chat at the top of BillDine to chat with BillDine support, or write to the email at the end of this page. We first check that the request comes from you, and answer within 30 days, or sooner where the law says so.

Guests and staff of a restaurant: please ask the restaurant first. It controls that data, and BillDine helps it answer you.

Complaints

Tell our grievance officer first (details below); we answer within 30 days. If you are not satisfied, you can complain to the Data Protection Board of India, or to the authority named for your country in the sections below.

If you are in the European Union (GDPR)

This section applies where the EU General Data Protection Regulation (GDPR) applies — for example to people in the Netherlands, France or Germany.

• Controller: Emdepi Technologies is the controller of account data; its details are at the end of this page. For restaurant data the restaurant is the controller, and BillDine its processor.
• Legal bases: to perform our contract with you (Article 6(1)(b)), our legitimate interests in keeping BillDine secure and supported (Article 6(1)(f)), our legal obligations (Article 6(1)(c)) and your consent (Article 6(1)(a)), as set out under "Why we use it, and on what basis".
• Your rights: you can ask for access to your personal data, its correction or deletion, the restriction of its use, and a copy in a structured, machine-readable form to take elsewhere. You can object to its use for our legitimate interests, and withdraw consent at any time. BillDine makes no decision about you based only on automated processing that has legal or similarly significant effects.
• Transfers: your data is transferred outside the EU, to India and to the providers above (see "Transfers between countries"). The European Commission has not decided that India protects personal data adequately.
• Complaints: you can complain to the data protection authority where you live or work, or where you think the law was broken — in the Netherlands the Autoriteit Persoonsgegevens, in France the CNIL, in Germany the data protection authority of your federal state.

If you are in the United Kingdom (UK GDPR)

This section applies where the UK GDPR and the Data Protection Act 2018 apply. The EU section above — controller, legal bases, your rights and automated decisions — applies in the same way. Your data is transferred outside the UK, to India and to the providers above; the UK has not made adequacy regulations for India. You can complain to the Information Commissioner's Office (ICO).

If you are in Singapore (PDPA)

This section applies where Singapore's Personal Data Protection Act 2012 (PDPA) applies.

• We collect, use and disclose your personal data for the purposes under "Why we use it, and on what basis", with your consent or as the PDPA otherwise allows.
• You can withdraw your consent by telling us. We then tell you what it means — for example, that we may no longer be able to provide BillDine to you — and stop as the PDPA requires.
• You can ask for access to your personal data and how it was used or disclosed in the year before your request, and for its correction.
• Your data is transferred outside Singapore, to India and to the providers above (see "Transfers between countries").
• For restaurant data, BillDine acts for the restaurant as its data intermediary.
• Our grievance officer (details below) answers questions and requests about personal data. If you are not satisfied, you can complain to the Personal Data Protection Commission.

If you are in Malaysia (PDPA 2010)

This section applies where Malaysia's Personal Data Protection Act 2010 (PDPA) applies. This policy is our notice under it: what we collect, why, where it comes from and who receives it are set out above. We get your personal data from you, and restaurant data from the restaurant.

• You need to give the details the sign-up form asks for to open an account; the rest is your choice.
• You can ask for access to your personal data and for its correction, withdraw your consent, ask us to stop processing that is likely to cause you substantial damage or distress, and ask us not to use it for direct marketing.
• Your data is transferred outside Malaysia, to India and to the providers above (see "Transfers between countries").
• For restaurant data, BillDine acts for the restaurant as its data processor.
• Our grievance officer (details below) answers questions and requests about personal data. If you are not satisfied, you can complain to the Personal Data Protection Commissioner.

Everywhere else

Elsewhere — including the Maldives and the United States — the rest of this policy applies as written.

Language

This policy is written in English, and the English text is the one that applies, even when BillDine's screens are in another language.

Changes to this policy

We publish every new version on this page with its date. When a change matters, we tell account owners in the app or by email before it takes effect.

Contact and grievance officer

Write to our grievance officer about personal data, or sign in and click Chat at the top of BillDine.