Kitchen Records by FirmPilot
Privacy Policy
Version 2026-11-13 · Last updated 13 November 2026
This policy explains what personal data Kitchen Records by FirmPilot handles, why, and what you can do about it. It covers the Kitchen Records app at comp.firmpilot.co.in, used by restaurants and their staff to keep food safety records, and this website at kr.firmpilot.co.in.
1. Who is responsible for your data
If you work at a restaurant that uses Kitchen Records (your name is on the staff register, you fill checklists, or your certificates are uploaded): the restaurant decides why and how that data is used. Under the Digital Personal Data Protection Act, 2023 (DPDP Act) it is the Data Fiduciary, and FirmPilot handles the data on its behalf as a Data Processor. You can ask the restaurant directly, or contact us and we will pass your request on.
If a restaurant records a complaint from you as a customer: the restaurant is the Data Fiduciary in the same way.
If you have a Kitchen Records login (owner, manager or staff): FirmPilot is the Data Fiduciary for your account details. If you visit this website: FirmPilot is responsible for the little data described in section 2.
2. What we collect and why
| Where | What | Why |
|---|---|---|
| Logins | Name, email address, role, and a scrambled (hashed) password. If you choose "Continue with Google", Google confirms your email to us | To let you sign in and to give you what your role allows |
| Checklists | The readings, ticks and notes you enter, who entered them, and the time set by our server | To keep the restaurant's daily food safety records |
| Checklist photos | The photo, the time, and the location of the phone when the photo was taken, compared with the restaurant's location | To show the photo was taken live, at the kitchen. A photo taken away from the kitchen is flagged to managers |
| Staff register | Names and roles; medical fitness dates and certificates; FoSTaC and training certificates | FSSAI rules ask restaurants to keep these. Medical records are health data, so only owners and managers can see them |
| Documents | Files the restaurant uploads, such as its licence, lab reports, pest control contract and supplier licences, with their dates | To keep them in one place and warn before they expire |
| Complaints register | What the complaint was, where it came from, and an order number or customer name if the restaurant enters one. No phone number is needed | To keep the complaints record the rules ask for, and what was done about each one |
| Activity log | Who did what and when, including who downloaded an inspection pack or audit report | To keep the records trustworthy and the service secure |
| Every sign-in | Your IP address, briefly | To limit repeated sign-in attempts. It is held in memory only and is gone within a day |
| This website | Nothing. There are no forms, accounts, analytics or advertising trackers | Not applicable |
We do not use advertising or analytics trackers, and we do not sell personal data.
3. Camera and location
Kitchen Records asks your phone for the camera and your location only when you take a checklist photo. If you refuse location, the photo cannot be saved, because a checklist photo without a place does not meet the record's purpose. Documents such as lab reports are uploaded as files and carry no location.
4. Records that cannot be changed
A checklist entry can be changed only while its time slot is open. After that it is locked and cannot be edited or deleted, and complaints are never changed or deleted. This is what makes them trustworthy as legal records. If something in a locked record is wrong, a manager adds a dated note beside it, and both stay visible.
5. Who can see a restaurant's records
- The restaurant's own logins, each limited to what its role allows. Staff health records are shown only to owners and managers.
- FirmPilot, to support the restaurant: our platform console can open a read-only view of a restaurant's records, including staff health records. Each opening is logged.
- No other restaurant. Each restaurant can only ever reach its own records.
6. Who else handles the data
- Hosting, database and file storage: Amazon Web Services, Mumbai region. Files are kept in private storage and the database is backed up every night.
- Google sign-in: only when you choose "Continue with Google". Google confirms your email address.
- Google Drive: only if the restaurant's owner connects one. Kitchen Records then copies the restaurant's photos, uploaded files, audit reports and inspection packs into that Drive, which can include staff medical certificates. Whoever can open that Google account can read them. Kitchen Records can see only the files it put there, and we cannot recall or delete them once copied; the owner controls them. Disconnecting stops new copies and removes our access.
- Google Fonts: the app and this website load their fonts from Google, which sees your device's IP address.
Kitchen Records does not use AI to read your data, and does not send emails, SMS or WhatsApp messages at present. If we add any of these, we will update this policy first and name the provider.
We may disclose data if the law requires it.
7. How long we keep it
- Checklists, photos, documents, the staff register, complaints, inspection packs and audit reports: for as long as the restaurant's subscription runs, and one year after it ends. Then they are deleted.
- Nightly backups are replaced on a rolling basis, so deleted data also leaves our backups over time.
- Logins: until the restaurant removes or disables them, or its records are deleted.
- IP addresses for sign-in limits: within a day.
- Copies in a restaurant's own Google Drive: for as long as the owner keeps them.
8. Security
Connections are encrypted (HTTPS), passwords are stored hashed, sign-in cookies cannot be read by scripts, files are in private storage and are served only to signed-in logins of their own restaurant, and each restaurant can only reach its own data. No system is perfectly secure; if a breach affects you, we will tell the restaurant, you where we can, and the Data Protection Board of India, as the law requires.
9. Your rights
Under the DPDP Act you can ask to: see a summary of your data and how it is used; have it corrected or completed; have it erased; withdraw consent; nominate someone to act for you; and complain if you are unhappy with our answer. Locked records are corrected by adding a dated note, and a restaurant may need to keep some records for as long as food safety law requires.
To use any of these, ask the restaurant, or write to admin@firmpilot.co.in. If you are not satisfied you may complain to the Data Protection Board of India.
10. Children
Kitchen Records is a tool for businesses and is not meant for anyone under 18.
11. Grievance Officer
Yash Apandkar
Email: admin@firmpilot.co.in · Phone: +91 70459 92111
We aim to acknowledge a complaint within 24 hours and resolve it within 15 days.
12. Changes
If we change this policy in a way that matters, we will update the version and date above, tell restaurants in the app or by email before the change applies, and ask for consent again where the law requires it.
13. Contact
FirmPilot, run by Yash Apandkar. FirmPilot is a sole proprietorship, not a registered company.
Address: 901, Siddhivinayak Annex, Chogle Nagar, Borivali East, Mumbai 400066, Maharashtra, India
Email: admin@firmpilot.co.in
Phone: +91 70459 92111
Contact person: Yash Apandkar