Privacy Policy

KwikShelfie is an Australian inventory, stocktake and ordering service for hospitality, food-service and institutional kitchen environments — including restaurants, cafés, bars, pubs, hotels, clubs, caterers, bakeries, commercial kitchens, schools, childcare services and multi-site operators.

KwikShelfie is operated by ARQON Group ("we", "us"). This policy explains how we handle personal information and business information when you use our website and app (the "Service"). We aim to handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) to the extent they apply to us.

Account and profile: first and last name, business or venue name, position or title, email address, mobile or business phone, venue type, preferred contact method, contact consent and your password (stored only in protected, hashed form by our authentication provider).

Venue and staff: venue details, storage areas, team members' names and roles, and staff PINs used to switch users on a shared device. PINs are stored in protected (hashed) form and are not visible to us or other users.

Operational data you enter: inventory and stock counts, items, prices, pack sizes and par levels; supplier names and contact details; recipes and dish information; orders and purchasing; deliveries received; waste records; sales figures; and stock history (including which user made a change).

Photos, documents and audio: shelf/stocktake photos, product label photos, invoices, dockets, receipts and business-card photos you upload, and Voice Count recordings. See "AI processing" below.

Barcodes: barcode numbers you scan and the items you link them to.

Imports: data in CSV or Excel files you import.

POS and integrations: details you give in a POS enquiry (system used, venue details, number of venues, contact details). If you choose to connect a supported till, the access credentials you provide and sales data retrieved from it.

Support and enquiries: messages, setup or callback requests and problem reports you send us, by form, email, phone, SMS or WhatsApp.

Usage, device and technical: information such as sign-in times, IP address, browser and device type, and error or diagnostic logs generated when the Service is used, plus records of AI feature use per venue (feature, time, user and outcome) used for cost monitoring and fair-use limits.

• Directly from you when you sign up, set up your venue, use the app or contact us.
• From your organisation, for example when an owner or manager adds you as a staff member.
• From files, photos and recordings you choose to upload or capture.
• From third-party systems you choose to connect (such as a supported POS).
• Automatically, through the technical operation of the Service.

• To provide, operate and secure the Service for your venue, including stock counts, ordering, receiving, waste, recipe costing and reports.
• To read photos, documents and audio when you use AI-assisted features and show results for your review.
• To prepare and, when you choose, send supplier orders (for example by email, or by opening your own SMS, WhatsApp or email app).
• To provide onboarding, setup help and support, and to contact you by your preferred method about your account.
• To monitor AI usage and costs, prevent misuse and enforce fair-use limits.
• To fix problems, maintain and improve the Service.
• To meet legal obligations and resolve disputes.

Voice Count, Snap Stocktake, label reading, invoice/docket reading and supplier detail reading send the relevant photo or audio recording to our AI service provider, OpenAI, to transcribe or extract information (such as item names, quantities, prices and supplier contact details). We request that OpenAI does not store these requests for its own use; OpenAI's own terms and policies also apply to its processing.

AI results are suggestions only. They are shown for your review and nothing is saved to your stock, orders or supplier list until you confirm it. Voice recordings are not stored by KwikShelfie after transcription. Photos you upload are stored in your venue's private storage for reference.

Barcode scanning, manual counts, ordering and reports do not use AI.

We do not sell personal information. We share information only as needed to run the Service:

• Members of your venue: information in your venue is visible to authorised users of that venue, according to their role.
• Cloud hosting, database and authentication provider: stores and processes your account and venue data and uploaded files.
• AI service provider (OpenAI): processes photos and audio as described above.
• Email delivery provider: delivers supplier order emails you send and our account/support emails.
• POS providers you connect: when you connect a supported till, we exchange data with that provider on your behalf.
• Suppliers you choose to contact: order messages you send include the details you choose to include.
• Professional advisers, or government and law enforcement bodies where required or authorised by law.

Some of our service providers, including our cloud hosting and AI providers, may store or process information outside Australia, including in the United States and other countries. We take reasonable steps to ensure those providers handle information securely and consistently with the APPs.

• Data is transmitted over encrypted connections (HTTPS).
• Each venue's data is separated so users can only access venues they belong to.
• Uploads are checked for file type and size before processing.
• Till access credentials are encrypted and never shown back to users.
• Passwords and PINs are stored in hashed form.

No system is completely secure. Please keep passwords and PINs private, remove staff who no longer need access, and tell us promptly at hello@kwikshelfie.com if you suspect unauthorised access. If an eligible data breach occurs we will respond in line with the Notifiable Data Breaches scheme where it applies.

We keep account and venue information while your account is active and for as long as reasonably needed afterwards for legal, accounting, dispute or backup purposes. Stock history is kept as an audit trail while your account is active. When information is no longer needed we take reasonable steps to delete or de-identify it.

Self-serve deletion is not yet available. To request deletion of your account or venue data, email hello@kwikshelfie.com from your account email address. We may need to confirm your identity and your authority to act for the venue. Some information may be retained where required by law or for a limited time in backups.

You can view and update most information directly in the app. You may also request access to, or correction of, personal information we hold about you by emailing hello@kwikshelfie.com. We will respond within a reasonable time and explain if we cannot provide access for a lawful reason.

We use essential browser storage (such as local storage and similar technologies) to keep you signed in, remember your selected venue and staff user, and save unfinished counts on your device so they are not lost. We do not currently use advertising cookies or third-party analytics tracking. If this changes, we will update this policy.

We contact you about setup and your account using the contact method you choose. We will only send marketing messages where permitted, and you can opt out at any time by using the unsubscribe option or emailing hello@kwikshelfie.com.

Schools, childcare services and similar organisations may use KwikShelfie as business customers to manage their kitchen and inventory operations. KwikShelfie is not designed for or directed at children, and children should not create accounts or use it. Customers should not enter personal information about children into the Service.

We may update this policy from time to time. The "last updated" date shows when it last changed. For significant changes we will take reasonable steps to let account holders know.

Privacy enquiries and complaints: hello@kwikshelfie.com. We will acknowledge complaints and aim to respond within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.