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Privacy Policy

Last updated: 21 May 2026

This Privacy Policy describes how Sant Limited (“Sant”, “we”, “us”), operator of the Kai Safe product (“Kai Safe”, “the Service”), collects, uses, stores, and protects your personal information. We comply with the New Zealand Privacy Act 2020 and its 13 Information Privacy Principles (IPPs).

1. What we collect

When you use Kai Safe, we collect:

  • Account information — name, email, business name, business type. Required to register and access the Service.
  • Compliance records — temperature logs, cleaning records, deliveries, corrective actions, and other entries you log via the Kai Safe mobile app or web dashboard. These are the records you need to keep under the Food Act 2014.
  • Operational metadata — server timestamps (when records were captured), user attribution (which staff member captured a record), device identifiers (Expo push tokens for notifications).
  • Photos you attach — delivery dockets, supplier declarations, corrective action evidence. Stored encrypted at rest on Cloudflare R2.
  • Diagnostic data — anonymised request logs (no PII), error reports, performance metrics. Retained for 90 days, used only for service improvement and debugging.

2. What we do NOT collect

  • Location data (we do not track where your device is)
  • Contacts, browsing history, or other apps' data
  • Financial information beyond what Stripe collects to process your subscription
  • Advertising identifiers (IDFA, AAID) — we do not advertise
  • Voice or audio (the camera permission is for photos only)

3. Where your data is stored

  • Database (Supabase) — Sydney (AWS ap-southeast-2). Records, account info, business data.
  • File storage (Cloudflare R2) — automatic-region. PDF verification packs, photo attachments.
  • Payments (Stripe) — global. Card details never reach our servers; Stripe holds them.
  • Email (Brevo) — EU/Australia regions. Transactional emails only (verification, billing).

We do not transfer your data to the United States unless you explicitly opt in to AI-assisted features (see §4).

4. AI providers and PII redaction

Kai Safe offers optional AI-assisted features (corrective action suggestions, verification briefings). These features dispatch a redacted version of your context to a third-party AI provider (Anthropic Claude, with Google Gemini and OpenAI as fallback providers).

Before any AI dispatch: we redact personally identifiable information (PII) server-side. Staff names are replaced with [staff member]. Supplier contact details are stripped. Customer information is never sent. This is documented in spec §14 (IPP12) and enforced in api/src/services/pii-redactor.ts.

You can disable AI-assisted features at any time from your business settings. Records you log are unaffected — only the optional suggestion features stop calling AI.

5. How long we keep your data

  • Compliance records: 4 years minimum (Food Act 2014 requirement, enforced at the database level).
  • Account information: for the lifetime of your active account, plus 30 days after cancellation.
  • Photos and PDFs: same as compliance records (4 years).
  • Diagnostic data: 90 days.
  • Notification log: 90 days (auto-pruned).
  • Stripe billing data: 7 years (NZ tax records requirement).

6. Your rights under the Privacy Act 2020

You have the right to:

  • Access the personal information we hold about you (IPP6).
  • Correct personal information that is wrong or out of date (IPP7).
  • Withdraw consent for AI-assisted features at any time.
  • Cancel your subscription and request a data export at any time.

To exercise any of these rights, email support@kaisafe.nz. We respond within 20 working days (Privacy Act §40).

7. Compliance records — special note

The 4-year retention on compliance records is a legal requirement under the Food Act 2014, not a Kai Safe choice. We cannot delete compliance records within their retention window even if you ask us to — doing so would put you in breach of your FCP obligations. After the 4-year window expires, you can request deletion.

8. How we secure your data

  • All data in transit is encrypted (TLS 1.2+).
  • Authentication uses JWTs verified server-side on every request (Supabase Auth).
  • Multi-tenant isolation enforced via Row Level Security and per-route business_id filtering.
  • Verifier portal PINs are SHA-256 hashed, never stored as plaintext, and the endpoint is rate-limited (5 wrong attempts → 15-minute lockout per pack).
  • Service-role credentials are server-side only and never appear in mobile or web bundles.

Read our public security posture at /security.

9. Children and minors

Kai Safe is a B2B product for food businesses. We do not knowingly collect data about anyone under the age of 16. Staff users are typically employees of the operator's business.

10. Cookies and tracking

Our marketing site (kaisafe.nz) uses essential session cookies only. We do not run analytics, retargeting pixels, or third-party advertising scripts. Our app (mobile + web dashboard) uses session storage to keep you signed in.

11. Changes to this policy

We'll email all account holders 30 days before any material change to this policy. Continued use of the Service after the change date constitutes acceptance.

12. Contact

Sant Limited
New Zealand
Privacy enquiries: support@kaisafe.nz
NZ Privacy Commissioner: privacy.org.nz if you believe we have not complied with the Privacy Act.