Privacy Policy for PingUPP (“Restaurant OS”)

At PingUPP, we value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and share information when you use our website and services (the “Service”), including our AI Knowledge Base, Scheduling, Time Tracking, and Multi‑Location features.

1. Data We Collect

1.1 Personal Information

Depending on how you use PingUPP, we may collect:

• Name
• Email address
• Phone number (if enabled for invitations or notifications)
• Organization/workspace membership and user role (e.g., manager/employee)
• Billing details and payment information (if you subscribe to a paid plan)

1.2 Workforce and Operations Data

If your organization uses workforce features, we may process:

• Shift and schedule data (including imported schedules)
• Time tracking records (clock in/out times, status such as late/no‑show, and related metadata)
• Employee management details (e.g., job role, location/workspace assignment)

1.3 Uploaded Content

We collect content you upload or link to the Service, which may include:

• Documents, PDFs, and images
• Videos (e.g., training videos, cooking demos)
• URLs/links (e.g., YouTube, Loom, web pages)
• AI‑generated structured outputs (e.g., extracted Recipes, SOPs, Checklists, Equipment Guides, Guides, and Menus)

1.4 Non‑Personal / Technical Data

We may collect non‑personal data such as:

• Device and browser information
• Log data and analytics (e.g., pages viewed, feature usage)
• IP address and approximate location derived from IP
• Cookies and similar tracking technologies (see Section 9)

2. Purpose of Data Collection

We use the information we collect to:

• Provide and operate the Service (authentication, access control, workspaces)
• Import, parse, and manage schedules
• Provide time tracking and attendance visibility (e.g., who’s on shift, late/no‑show)
• Enable document creation, editing, viewing, and exporting (including PDF export)
• Run AI features to extract structured templates from uploaded or linked materials
• Maintain security, prevent fraud, and monitor misuse
• Provide customer support and service communications
• Process billing and subscription management (if applicable)
• Improve and develop the Service

3. AI Processing

If you use AI features, PingUPP will process your uploaded or linked content to generate structured outputs in standard templates (e.g., Recipes, SOPs, Menus). AI outputs may be imperfect, incomplete, or require human review.

We do not use your content to send marketing messages. We only process your content to provide the Service and improve reliability and quality.

4. SMS Communications (If Enabled)

If SMS messaging is enabled for your organization, PingUPP may send transactional SMS messages such as:

• Invitations to join
• Login/security notifications
• Scheduling or time tracking alerts
• Important account updates

If PingUPP uses an SMS provider (e.g., Twilio or another provider), that provider will process your phone number solely to deliver those messages.

4.1 Opt‑Out Instructions

You may opt out of receiving SMS at any time by:

• Replying “STOP” to an SMS message (if supported), and/or
• Contacting us at the email listed in Section 12

Message and data rates may apply depending on your carrier.

5. Data Processing and Protection

We protect data using industry‑standard security measures, which may include:

• Encryption in transit and at rest (where applicable)
• Secure cloud infrastructure
• Access controls and least‑privilege permissions
• Monitoring and logging for security and reliability

No system can be 100% secure, but we work to maintain strong safeguards.

6. Your Data Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data
• Request corrections to your data
• Request deletion of your data
• Withdraw consent (where processing is based on consent)
• Export your data (data portability)
• File a complaint with relevant authorities

If you are an employee user, your rights requests may need to be handled through your employer/account owner depending on how the organization manages data.

7. International Data Transfers

PingUPP may store and process data in data centers located in various regions depending on infrastructure. If we transfer data internationally, we take steps designed to comply with applicable laws.

8. Data Sharing

We do not sell your personal data.

We may share data only as needed to operate the Service, including:

• Infrastructure providers (hosting, storage, analytics) under confidentiality and security obligations
• SMS providers (only if you opt in / your organization enables SMS)
• Payment processors (if you subscribe to a paid plan)
• Legal compliance: if required by law, subpoena, or to protect rights and safety

9. Cookies

We use cookies and similar technologies to:

• Keep you logged in and maintain session state
• Improve product usability and performance
• Understand site usage and diagnose issues

You can typically control cookies through your browser settings, though disabling cookies may affect parts of the Service.

10. Children’s Privacy

PingUPP is not intended for children and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take steps to delete it.

11. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. If changes are material, we may notify users by email and/or in‑product notice (and SMS if enabled).

12. Contact Us

If you have any questions or concerns about this Privacy Policy, contact us at:
Email: support@ping-upp.com

Thank you for trusting PingUPP with your information.