Privacy Policy
Last updated: March 14, 2026
1. Introduction
OuiChef is a kitchen management platform operated by 7351 ehf. This privacy policy explains how we collect, use, and protect your personal data when you use our web and mobile applications. We are committed to protecting your privacy and processing your data in accordance with the Icelandic Data Protection Act (Act No. 90/2018) and the General Data Protection Regulation (GDPR).
2. Personal Data We Collect
We collect and process the following categories of personal data:
Account data
Your name, email address, and password (stored securely using industry-standard hashing).
Organization data
Your kitchen or account name, team member information, and roles.
Operational data
Recipes, prep tasks, HACCP temperature logs, cleaning records, ingredients, and supplier information.
Customer data
Names, contact details, and dietary notes entered by users about their guests or customers.
Documents
Uploaded invoices, images, and files.
Technical data
IP address, browser type, and device information, collected automatically when you use our services.
3. How and Why We Process Your Data
We process your personal data for the following purposes, each with a legal basis under the GDPR:
To provide the service
Account management, kitchen operations, and team collaboration. Legal basis: performance of a contract (Art. 6(1)(b)).
Food safety compliance
Maintaining HACCP records, temperature logs, and cleaning documentation as required by food safety regulations. Legal basis: compliance with a legal obligation (Art. 6(1)(c)).
To improve and secure the service
Error monitoring, analytics, and performance optimization. Legal basis: legitimate interest (Art. 6(1)(f)).
To communicate with you
Sending transactional emails such as invitations and notifications. Legal basis: performance of a contract (Art. 6(1)(b)).
Document processing
AI-powered parsing of uploaded invoices and documents to extract structured data. Legal basis: performance of a contract (Art. 6(1)(b)).
4. Third-Party Data Sharing
We share personal data with third parties only when necessary to provide and improve our services. We use the following categories of service providers:
Cloud infrastructure
We use EU-based cloud services to host and store your data.
Error monitoring and analytics
To detect issues and improve the service, technical data may be processed by third-party monitoring tools.
Email delivery
To send transactional emails such as invitations and notifications.
AI document processing
Uploaded documents may be processed by AI services to extract structured data. This data is not used for AI model training.
Cleaning suppliers
OuiChef partners with cleaning product suppliers who may have limited access to operational data related to users they have a relationship with, such as cleaning task records including who performed tasks and when.
Where third-party processors are based outside the European Economic Area, transfers are protected by Standard Contractual Clauses or the EU-US Data Privacy Framework.
5. Data Retention
We retain your personal data only as long as necessary for the purposes described in this policy:
- Personal and account data is deleted within 30 days of account deletion.
- Food safety records (HACCP) are retained as required by applicable food safety regulations.
- Error logs and analytics data are retained for up to 90 days.
6. Your Rights
Under the GDPR, you have the following rights regarding your personal data:
- Right to access your personal data
- Right to correct inaccurate data
- Right to request deletion of your data
- Right to restrict processing
- Right to data portability
- Right to object to processing
To exercise any of these rights, please contact us at contact@ouichef.is. We will respond to your request within 30 days.
You also have the right to lodge a complaint with the Icelandic Data Protection Authority (Persónuvernd) at postur@personuvernd.is.
7. Security
We take appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Access to personal data is restricted to authorized personnel, and we regularly review our security practices to ensure ongoing protection.
8. Children
OuiChef is a professional kitchen management tool and is not directed at children under 16. We do not knowingly collect personal data from children.
9. Changes to This Policy
We may update this privacy policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review this policy periodically.
10. Contact
If you have any questions about this privacy policy or how we handle your personal data, please contact us: