Privacy Policy
This Privacy Policy describes how Cluster Systems (“Cluster”, “we”, “us”) collects, uses, discloses, and protects personal information through the Kaizen platform: Kaizen point-of-sale and kitchen display software, the Cluster Portal, our cloud services, payment features, and third-party marketplace integrations such as DoorDash, Uber Eats, and UEAT. We provide Kaizen to restaurants and related businesses (“clients”) and their authorized users.
1. Who we are
Cluster Systems
8585 Boulevard Décarie
Montreal, Quebec H4P 2J4, Canada
Person in charge of the protection of personal information: Lucas Atem, Privacy Officer
privacy@clustersystems.com · +1 855-230-8510
2. Scope
This policy applies to personal information processed through Kaizen: information about our clients’ account holders and staff, and information about our clients’ customers that Kaizen handles on the client’s behalf. For the latter, the client decides why the information is collected and we act as its service provider. Customers who order through a marketplace (for example, a diner using the DoorDash or Uber Eats app) are also covered by that marketplace’s own privacy policy.
Our website, marketing communications, and SMS messages are covered by our general privacy policy.
3. Information we process
- Account data: name, business name, email address, phone number, role assignments, store associations, sign-in and authentication records, and support communications.
- Restaurant operational data: menus, pricing, orders, payment records (amount, method, date, authorization reference), staff timesheets, and reports generated in Kaizen.
- Marketplace integration data: order contents; the customer’s name, phone number, and delivery address when the marketplace provides them; store status; and the identifiers needed to link a store.
- Device and technical data: application version, device identifiers, diagnostic logs, and network information needed to run, secure, and support the service.
We do not store full payment card numbers: card payments are processed by our payment processors and their certified payment terminals, and Kaizen keeps only a masked card number for receipts. Gift and loyalty card numbers are stored to operate those programs. Marketplace orders arrive already paid through the marketplace.
4. How we use information
We use personal information to:
- Provide, maintain, and secure Kaizen and the Cluster Portal;
- Exchange orders, menus, and store status between restaurants and the marketplaces they connect;
- Produce reports for the client’s authorized users;
- Answer support requests and diagnose problems;
- Meet our legal obligations and enforce our agreements.
We do not sell personal information or use it for third-party advertising.
5. Consent
We use personal information only for the purposes described here, or for purposes consistent with them, as permitted by Quebec’s Act respecting the protection of personal information in the private sector and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Where consent is needed for information we process on a client’s behalf, the client obtains it from the people concerned.
6. Service providers
We share personal information only as needed to provide Kaizen, with:
- Cloud hosting (Amazon Web Services, primarily in Canada);
- Monitoring and diagnostics, transactional email, customer relationship management, and device management providers;
- AI providers that power Kaizen’s assistant features;
- Payment processors, when the client accepts card payments through Kaizen;
- Marketplaces, when the client connects a store to one;
- Authorities, when the law requires it.
Our providers are bound by written agreements that limit their use of the information to the service they provide and require them to protect it.
7. Where information is stored
Kaizen’s data is hosted primarily in Canada. Some service providers process information in the United States or the European Union. Before information is communicated outside Quebec, we assess whether it will receive adequate protection, as Quebec law requires, and we put contractual safeguards in place.
8. Security
We encrypt data in transit, authenticate the connections between Kaizen and the marketplaces, and limit access to production systems to authorized personnel. If a confidentiality incident presents a risk of serious injury, we notify the Commission d’accès à l’information and the people affected, as Quebec law requires, and the Office of the Privacy Commissioner of Canada where PIPEDA applies.
9. Retention
We keep personal information only as long as needed for the purpose it was collected for, or longer if you consent or the law requires it, then securely destroy it.
When a client’s subscription ends, its data is kept or returned as its agreement provides, then deleted, except records the law requires us to keep.
10. Your rights
You may ask to access the personal information we hold about you, to correct it, to receive it in a structured, commonly used technological format, and to withdraw your consent where processing relies on it. Write to our Privacy Officer at privacy@clustersystems.com; we may need to verify your identity, and we answer within 30 days. If your request concerns information we hold for a restaurant, we forward it to that restaurant and assist it in answering.
You may also complain to the Commission d’accès à l’information du Québec or to the Office of the Privacy Commissioner of Canada (1-800-282-1376).
11. Changes
We may update this policy. The “Last updated” date above changes when we do, and we inform clients of significant changes.
Politique de confidentialité
La présente politique décrit comment Cluster Systems (« Cluster », « nous ») collecte, utilise, communique et protège les renseignements personnels dans le cadre de la plateforme Kaizen — incluant les logiciels de point de vente et d’affichage cuisine Kaizen, le Portail Cluster, les services infonuagiques, les fonctionnalités de paiement et les intégrations aux marketplaces (p. ex. DoorDash, Uber Eats, UEAT) — pour le compte de nos clients restaurateurs et de leurs utilisateurs autorisés.
1. Responsable
Cluster Systems
8585, boulevard Décarie
Montréal (Québec) H4P 2J4, Canada
Courriel : privacy@clustersystems.com
Personne responsable de la protection des renseignements personnels : Lucas Atem, responsable de la protection des renseignements personnels, +1 855-230-8510
2. Portée
Cette politique s’applique aux renseignements personnels que nous traitons à titre de fournisseur de services pour les restaurants utilisant Kaizen et pour les titulaires de comptes du Portail Cluster. Les clients finaux qui commandent via une marketplace sont principalement visés par la politique de celle-ci ; nous traitons leurs renseignements de commande selon les instructions du restaurant.
3. Renseignements traités
- Comptes et Portail : nom, nom d’entreprise, courriel, téléphone, rôles, succursales, journaux d’authentification, communications de soutien.
- Exploitation : menus, prix, commandes, métadonnées de paiement, rapports, feuilles de temps.
- Intégrations : contenu des commandes et menus, statut du restaurant, identifiants et adresses fournis par la marketplace ou le restaurant.
- Technique : version de l’application, journaux de diagnostic, métadonnées réseau.
4. Utilisation
Fournir et sécuriser Kaizen, synchroniser commandes et menus avec les marketplaces, produire des rapports, offrir le soutien et respecter la loi. Nous ne vendons pas les renseignements personnels et ne les utilisons pas pour de la publicité tierce.
5. Communication et sous-traitants
Nous communiquons des renseignements à des hébergeurs et fournisseurs (Canada et États-Unis), aux marketplaces activées par le client et aux processeurs de paiement le cas échéant, sous des obligations de confidentialité et de sécurité.
6. Transferts et sécurité
Des renseignements peuvent être traités à l’extérieur du Québec. Nous utilisons le chiffrement TLS, l’authentification des intégrations (p. ex. HMAC) et des contrôles d’accès.
7. Conservation et droits
Nous conservons les renseignements personnels le temps nécessaire à la fin pour laquelle ils ont été recueillis, ou plus longtemps avec votre consentement ou si la loi l’exige, puis nous les détruisons de façon sécuritaire. Pour exercer vos droits (accès, rectification, suppression, retrait du consentement le cas échéant), écrivez à privacy@clustersystems.com.
8. Modifications
Nous pouvons mettre à jour cette politique; la date en tête de page sera révisée en conséquence.