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Privacy Policy

Last updated: 23 September 2026

1. Introduction

KitchenSorted ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, store and protect your personal information when you use our platform and website. We handle personal information in accordance with the New Zealand Privacy Act 2020 and its Information Privacy Principles (IPPs).

2. Information We Collect

2.1 Information you provide

  • Account information: name, email address, phone number, business name, and billing details when you create an account.
  • Your records: temperature logs, cleaning records, receiving logs, corrective actions, staff training records, supplier details, and other Food Control Plan records you enter into the platform. Some of this may include the names of your staff.
  • Contact form submissions: name, email, phone, business and message content when you contact us.

2.2 Information collected automatically

  • Usage data: pages visited, features used, and actions taken within the platform.
  • Device information: browser type, operating system, device type, and screen resolution.
  • Log data: IP address, access times, and referring URLs.

3. How We Use Your Information

  • To provide, maintain and improve the platform.
  • To process your registration and manage your plan and payments.
  • To send you important notices about your account and the service, and reminders you have enabled.
  • To respond to your enquiries and provide support.
  • To understand how the platform is used and improve it.
  • To meet our legal obligations.

Providing your staff members' details is your responsibility as the employer and Food Control Plan operator. You should make sure your staff know their information (such as training records) is kept in KitchenSorted.

4. Storage, Security and Overseas Providers

Your data is stored on secure servers and we use reputable third-party providers to run the service. We apply industry-standard security measures, including encryption in transit (TLS) and at rest, access controls, and monitoring.

Some of our providers store or process information outside New Zealand. These currently include Stripe (payment processing), Cloudflare (hosting and file storage) and Google (Google Analytics). Where personal information is disclosed to an overseas provider, we take reasonable steps to ensure it is protected by comparable safeguards, consistent with IPP 12 of the Privacy Act 2020.

5. Sharing Your Information

We do not sell your personal information. We may share it with:

  • Service providers who help us operate the platform (for example hosting, payment processing and email delivery), bound to protect it.
  • Verifiers or authorities only where you choose to share a verification pack or report, or where we are required to by law.
  • Legal requirements: when required by law, regulation or legal process.

6. Retention

We keep your records for as long as your account is active. Paid plans retain your records for at least four years to help you meet New Zealand food-law record-keeping requirements; the free plan keeps a limited visible history. When you delete your account, your data is retained for a short grace period and then permanently deleted, unless we are required to keep it by law.

7. Your Rights

Under the Privacy Act 2020 you have the right to:

  • Ask for access to the personal information we hold about you.
  • Ask us to correct information that is wrong.
  • Request deletion of your data (subject to any legal retention obligations).
  • Export a copy of your account data.
  • Withdraw consent for optional processing, such as analytics.

To exercise any of these, contact our Privacy Officer (below). If you are not satisfied with how we handle your request or your privacy, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

8. Cookies and Analytics

We use essential cookies that are necessary for our website and the KitchenSorted app to work, such as keeping you signed in.

Our website. With your consent we also use analytics cookies (Google Analytics) to understand how visitors use our website. You can accept or decline analytics cookies using the banner shown on your first visit, and change your choice at any time using the cookie link in the footer of our website.

The KitchenSorted app. When you are signed in, the app uses Google Analytics cookies to understand how the product is used, so we can improve it. This is on unless you turn it off. It records the pages you open (we remove record, site and account identifiers from the page addresses we send), the page you came from, any campaign tags in the link that brought you to the app (such as utm_source), how long pages stay open, when you sign up or cancel a subscription, and general information Google works out from your browser, such as your device type, browser, screen size and approximate location (city or region). Google Analytics keeps a random identifier in a cookie on kitchensorted.co.nz, which our website also uses if you accept analytics there. We don't use advertising cookies, and Google's advertising features are turned off. Google may process this information outside New Zealand. On the sign-in and sign-up pages, before you are signed in, we follow the choice you made on our website.

How to opt out in the app. Go to Settings → Privacy & analytics, turn off "Share usage analytics" and select Save. Google Analytics stops loading for your account from the next page you open, on every device. If you declined analytics cookies in our banner before and your browser still holds that choice, we save it on your account as an opt-out until you turn sharing on. You can also block or delete cookies in your browser settings.

9. Our Mobile Apps

KitchenSorted (staff) is for people who work at a business that already uses KitchenSorted. Your business creates your login; you sign in with your email address and a password. You cannot buy anything in the app.

What the app sends us. The records you create — temperature checks, cleaning records and deliveries — each with its date and time and your name against it, and any photos you attach to a record. When you sign in, the app also sends a device name (for example “Jane’s iPhone”), which we store alongside your access token so that you and your business can see which devices are signed in and sign them out.

What the app does not do. It contains no advertising and no analytics or tracking software, it does not track you across other apps or websites, it does not send push notifications, and it does not collect your location.

Crash reports. When the app or our server hits an error, a crash report is sent to Sentry, our error-tracking provider, so we can fix it. We do not attach your name or email address to those reports.

How long we keep it. Records you create in the app are kept as set out in “Retention” above — on a paid plan, at least four years, so your business can meet New Zealand food-law record-keeping requirements.

Ending your access. Your business’s owner or manager can remove your access at any time, which also signs your devices out. If you own the account, you can delete it at app.kitchensorted.co.nz/account/settings/delete. Deleting a business account deletes its records, subject to the retention rules above.

Questions about the app: [email protected], or see our support page.

10. Children's Privacy

Our service is not directed to individuals under the age of 16, and we do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

For any privacy question or request, contact our Privacy Officer: