Privacy Policy

1. Introduction

Welcome to Aedan Rose! We're committed to protecting your privacy and being transparent about how we handle your data.

This Privacy Policy explains how we collect, use, store, and protect information when you use our AI restaurant assistant service (the "Service"), including our website, admin dashboard, and embedded widgets.

2. AI Data Processing & Accuracy

2.1 How AI Processes Data

When customers interact with Aedan Rose on your website, our AI systems:

• Read and interpret customer messages using natural language processing
• Extract information such as names, phone numbers, email addresses, dates, times, and party sizes
• Process and store this extracted data in our databases
• Use this data to make reservations, process orders, and respond to inquiries

2.2 AI Data Extraction Limitations

You must understand that AI data extraction is not perfect. Our AI may:

• Misread names: Extract incorrect spellings or misinterpret names
• Capture wrong phone numbers: Transpose digits, miss digits, or extract incorrect numbers
• Misunderstand dates/times: Interpret "next Friday" or "tomorrow" incorrectly
• Miss information: Fail to capture special requests or important details
• Create incorrect records: Generate reservations or orders with wrong information
• Provide incorrect responses: Give customers wrong information about your restaurant

2.3 No Warranty of Data Accuracy

WE MAKE NO WARRANTY, EXPRESS OR IMPLIED, REGARDING THE ACCURACY OF DATA EXTRACTED BY OUR AI SYSTEMS.

All data captured by the AI should be considered potentially inaccurate until verified by a human. This includes but is not limited to:

• Customer names and contact information
• Reservation dates, times, and party sizes
• Order items, quantities, and special instructions
• Customer preferences and special requests
• Any other information extracted from conversations

2.4 Your Responsibility for Data Verification

As a restaurant owner using Aedan Rose, you are solely responsible for:

• Verifying all AI-extracted data before relying on it
• Reviewing all reservations and orders daily
• Confirming customer contact information before using it
• Correcting any errors before they impact customers
• Maintaining adequate staff oversight of AI operations

2.5 Limitation of Liability for Data Errors

Aedan Rose, LLC is not liable for any damages, losses, or issues arising from incorrect, incomplete, or inaccurate AI-extracted data. This includes but is not limited to:

• Missed or incorrect reservations
• Wrong orders or delivery information
• Customer dissatisfaction from AI errors
• Lost business or revenue
• Any disputes with customers

3. Information We Collect

3.1 Account Information

When you create an Aedan Rose account, we collect:

• Restaurant name and business details
• Contact email address
• Phone number (optional)
• Billing information (processed securely through Stripe)
• Restaurant location and operating hours

3.2 Customer Conversation Data

When customers interact with Aedan Rose on your website, we collect:

• Customer messages and AI responses
• Customer name, email, and phone (if provided during reservations/orders)
• Reservation details (date, time, party size, special requests)
• Order details (menu items, quantities, delivery information)
• Conversation metadata (timestamps, session IDs)

3.3 Menu and Business Data

• Uploaded menu PDFs and structured menu data
• Restaurant configuration (hours, table capacity, delivery zones)
• Custom AI training data and preferences

3.4 Analytics and Usage Data

• Conversation metrics (volume, success rate, AI confidence scores)
• Revenue analytics (order values, trends)
• Dashboard usage patterns
• Widget performance data
• Employee activity logs (for team management features)

3.5 Technical Data

• IP addresses and device information
• Browser type and version
• Operating system
• Pages visited and actions taken
• Error logs and diagnostic data

4. How We Use Your Information

We use collected information for the following purposes:

4.1 Service Delivery

• Process reservations and orders through AI conversations
• Train and improve Aedan Rose's understanding of your menu and business
• Send email confirmations and notifications to customers
• Provide real-time analytics and insights
• Enable team collaboration features

4.2 Service Improvement

• Analyze conversation patterns to improve AI accuracy
• Identify and fix bugs or errors
• Develop new features based on usage patterns
• Optimize system performance and response times

4.3 Customer Support

• Respond to support inquiries
• Troubleshoot technical issues
• Provide onboarding and training assistance

4.4 Billing and Compliance

• Process subscription payments
• Send billing invoices and receipts
• Detect and prevent fraud
• Comply with legal obligations

5. Data Access & How We Use It

5.1 What Data Access Includes

When you sign up, you grant us access to:

• Restaurant Data: Menus, hours, locations, configurations, and settings
• Customer Conversations: Message histories, reservations, orders, and contact info
• Analytics & Metrics: Performance data, usage statistics, and insights
• Team Activity: Employee accounts, permissions, and scheduling
• Technical Data: System logs and diagnostics for troubleshooting

5.2 Why We Need This Access

We use your data to:

• Train the AI to understand your specific menu and business needs
• Process customer reservations, orders, and inquiries in real-time
• Generate the analytics and insights in your dashboard
• Provide technical support when you need help
• Improve our AI for all users
• Ensure platform security and prevent fraud
• Conduct research to improve restaurant technology
• Create anonymized industry benchmarks and insights

5.3 How We Protect Your Data

We take security seriously:

• Data is encrypted at rest (AES-256) and in transit (TLS 1.3)
• Access is limited to authorized personnel only
• All employee access is logged and monitored
• We follow GDPR, CCPA, and industry best practices

5.4 Research & Improvement

We may use your data to improve our technology and the restaurant industry:

Research & Development

• AI Training: Your conversations help us build better AI models
• Industry Research: We study trends in restaurant operations (using anonymized data)
• Product Development: We develop new features based on how restaurants use our platform
• Benchmarking: We create industry benchmarks from aggregated data

What "Anonymized" and "Aggregated" Means

When we use data for research or share insights:

• Anonymized Data: Data stripped of identifying information like restaurant names and customer identities
• Aggregated Data: Data combined from many restaurants to show industry trends (e.g., "Italian restaurants average 120 reservations per week")

5.5 Withdrawing Consent

You can cancel your account at any time from your dashboard. After cancellation, your data will be deleted within 30 days (except for anonymized data already incorporated into our research or AI models, which may continue to be used).

6. Data Storage & Security

6.1 Where We Store Your Data

• Google Firestore: Real-time data (conversations, reservations, orders)
• PostgreSQL: Analytics and historical data
• Redis: Temporary caching (short-term retention)
• All data is stored in secure data centers in the United States

6.2 Security Measures

• Encryption: AES-256 at rest, TLS 1.3 in transit
• Authentication: Firebase Authentication with secure password hashing
• Access Control: Role-based access (Admin, Manager, Server, Hostess)
• Monitoring: 24/7 automated security monitoring
• Backups: Daily automated backups with 30-day retention

6.3 Data Retention

• Active accounts: Data retained while your subscription is active
• Canceled accounts: Data deleted within 30 days of cancellation
• Legal requirements: Some data may be retained longer if legally required
• Anonymized data: Aggregated analytics may be retained indefinitely

7. Third-Party Services

7.1 Service Providers We Work With

We use trusted third-party services to operate Aedan Rose:

• Google Gemini AI: Powers the AI conversations
• Google Firebase: Authentication and database
• Railway: Backend hosting
• Render: Website hosting
• Stripe: Secure payment processing (we never see your credit card)
• SendGrid/Mailgun: Email delivery (confirmations, receipts)

7.2 Data Sharing

We may share data with:

• Service Providers: Companies that help us operate the platform
• Research Partners: Academic or industry researchers (using anonymized data)
• Legal Requirements: When required by law or legal process
• Business Transfers: If we're acquired or merge with another company

7.3 Third-Party Policies

Our partners have their own privacy policies that apply to their handling of your data. We choose partners with strong privacy practices, but we encourage you to review their policies as well.

8. Your Rights

You have control over your data:

8.1 Access Your Data

• View all your restaurant data in the admin dashboard
• Request a complete data export (CSV/JSON format)
• Available within 48 hours of request

8.2 Delete Your Data

• Cancel your account at any time via the dashboard
• Request immediate data deletion by contacting support
• All data deleted within 30 days (except legally required records)

8.3 Correct Your Data

• Update account information in the dashboard
• Modify restaurant details, menus, and settings
• Contact support for assistance with corrections

8.4 Opt-Out of Marketing

• Unsubscribe from marketing emails via the link in any email
• You'll still receive important service emails (billing, updates)

8.5 Export Your Data

• Download your data in machine-readable format (CSV, JSON)
• Use exported data with other services

9. GDPR & CCPA Compliance

9.1 GDPR (EU Users)

If you're in the European Economic Area (EEA), you have additional rights:

• Legal Basis: We process data based on contract fulfillment and legitimate business interests
• Data Controller: Aedan Rose is the data controller
• Right to Erasure: Request complete data deletion
• Data Portability: Receive your data in structured format
• Right to Object: Object to processing based on legitimate interests

9.2 CCPA (California Users)

If you're a California resident:

• Right to Know: What personal information we collect and how we use it
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We don't sell personal information to third parties
• Non-Discrimination: We won't discriminate for exercising your rights

To exercise your rights: Email aedanroseai@gmail.com or use the "Delete My Data" option in your dashboard.

10. Cookies & Tracking

We use cookies to improve your experience:

10.1 Essential Cookies

• Authentication tokens (keep you logged in)
• Session management
• Security features

10.2 Analytics Cookies

• Google Analytics (anonymized IP addresses)
• Widget usage tracking
• Dashboard interaction analytics

10.3 Cookie Control

You can control cookies through your browser settings. Note that disabling essential cookies may affect Service functionality.

11. Children's Privacy

Aedan Rose is designed for businesses and is not intended for users under 18 years of age. We don't knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we'll let you know by:

• Email notification to your account email
• Dashboard notification banner
• Updated "Last Modified" date at the top of this page

Continued use of the Service after changes means you accept the updated policy.

13. Contact Us

14. Legal Protections & AI Disclaimer

14.1 Service Provided As-Is

The Service is provided "as is" and "as available." While we work hard to keep everything running smoothly, we can't guarantee:

• Uninterrupted or error-free service
• That all data will be 100% accurate at all times
• Protection against every possible security threat

14.2 Limitation of Liability

We're not liable for indirect, incidental, or consequential damages, including:

• Loss of profits or data
• Service interruptions
• Third-party actions or security incidents beyond our control

Maximum Liability: Our total liability for any claims is limited to the greater of $100 or the amount you paid us in the 12 months before the claim.

14.3 Your Responsibilities

You agree to use the Service responsibly and protect us from claims arising from:

• Your use of the Service
• Violation of this policy or applicable laws
• Failure to obtain proper consents from your customers
• Data you provide or upload to the Service

14.4 Security Acknowledgment

While we implement strong security measures, no system is perfect. You acknowledge that:

• Security incidents can occur despite best efforts
• You're responsible for your own account security
• We'll notify you of breaches as required by law

14.5 Third-Party Services

We use third-party services (Google, Firebase, Stripe, etc.) to operate. Their terms and privacy policies apply to their handling of your data.

14.6 AI-Specific Liability Exclusion

AEDAN ROSE, LLC SHALL NOT BE LIABLE FOR ANY DAMAGES ARISING FROM AI DATA PROCESSING ERRORS, INCLUDING:

• Incorrect or inaccurate data extracted from customer conversations
• Wrong names, phone numbers, email addresses, or other contact information
• Incorrect reservation dates, times, or party sizes
• Wrong order items, quantities, or special instructions
• Miscommunication or misunderstanding between AI and customers
• Any business losses, customer disputes, or operational issues arising from AI errors

You acknowledge that AI systems inherently make mistakes and that you are solely responsible for verifying all AI-processed data before relying on it for business operations.

14.7 Severability

If any part of this Privacy Policy is found unenforceable, the rest remains in effect.