Privacy Policy

1. Overview

Khaas Food Head Office ("Head Office", "we", "us") is a dashboard that lets a food business connect its branches' Facebook Messenger, WhatsApp and Instagram accounts, build automated ordering and support conversations, and monitor those conversations from one place.

This policy applies to the Head Office dashboard itself, to the branch staff and administrators who use it, and to the end customers who message a connected branch. It does not apply to Meta's own apps — Messenger, WhatsApp and Instagram are governed separately by Meta's Privacy Policy.

2. Information we collect

We collect information in three ways: what an administrator gives us directly, what is generated automatically by using the dashboard, and what is received from a connected messaging channel.

• Account information — name, work email, phone number, branch assignment and role, provided when a head office or branch account is created.
• Flow & content data — the menus, automated replies, images and broadcast messages an administrator builds inside the dashboard.
• Usage data — pages visited within the dashboard, login times, and general device and browser information, collected automatically.
• Conversation data — messages, order details and delivery information exchanged between a customer and a connected branch, described further below.

3. Messenger, WhatsApp & Instagram data

When a branch connects a Messenger page, WhatsApp Business number or Instagram account, Head Office receives the data needed to run the automated flow and display the conversation to branch staff. This typically includes the customer's name and profile picture as shown on that platform, their message content, and metadata such as timestamps and message status.

We only request the permissions needed to send and receive messages, manage the connected page or account, and display conversation history inside the dashboard. Use of this data follows the platform policies of each channel, including Meta's Platform Terms and WhatsApp Business Messaging Policy, in addition to this policy.

4. How we use information

• To operate the automated flows a branch has built — answering menu questions, taking orders and sending confirmations.
• To display a unified inbox so branch and head office staff can review and respond to conversations.
• To generate branch-level reporting, such as reply times, order volume and common questions.
• To maintain account security, including detecting suspicious logins or misuse of the dashboard.
• To communicate service updates, maintenance notices and — where opted in — new feature announcements.

5. Sharing & disclosure

We do not sell personal information. We share data only in the following situations:

• Within an organisation — a head office administrator can see conversation data across all connected branches; branch staff see only their own branch's conversations.
• Service providers — hosting, storage and messaging-delivery providers that process data on our behalf, under confidentiality obligations.
• Messaging platforms — Meta, as the operator of Messenger, WhatsApp and Instagram, receives the messages needed to deliver a conversation.
• Legal requirements — where disclosure is required to comply with a law, regulation or valid legal process.

6. Cookies & tracking

The dashboard uses essential cookies to keep an administrator logged in and to remember dashboard preferences such as which branch is currently selected. We use limited analytics cookies to understand which dashboard features are used, so we can improve them. Analytics cookies can be disabled in a browser's settings without affecting core login functionality.

7. Data retention

Conversation data is retained for as long as an account remains active, so that branch staff can review order history and past conversations. A head office administrator can request deletion of a branch's conversation history at any time. Account information is retained until the account is closed, after which it is deleted or anonymised within a reasonable period, except where retention is required by law.

8. Security

We apply administrative, technical and physical safeguards appropriate to the sensitivity of the data involved, including encrypted connections, access controls tied to branch and head office roles, and regular review of who has access to which branch's data. No method of transmission or storage is completely secure, and we encourage administrators to use strong, unique passwords and enable available login protections.

9. Your rights & choices

Depending on your location and role, you may have the right to access, correct, export or request deletion of your personal information. Branch and head office administrators can update most account details directly inside the dashboard; end customers messaging a branch can ask that branch to relay a data request to us.

• Access or correct the information a Head Office account holds about you.
• Request a copy of your conversation history with a specific branch.
• Ask that a branch's conversation data about you be deleted, subject to legal record-keeping requirements.
• Opt out of non-essential communications from Head Office at any time.

10. Children's privacy

Head Office is intended for business use by branch and head office staff, and is not directed at children. We do not knowingly collect account information from anyone under the age of 16. Where a customer messaging a connected branch is a minor, only the information necessary to fulfil that conversation, such as an order, is processed.

11. Changes to this policy

We may update this policy as the platform evolves or as legal requirements change. Material changes will be reflected by updating the effective date at the top of this page, and where appropriate, communicated to administrators directly.

12. Contact us

Questions about this policy or a data request can be sent to privacy@aneochat.com.