Privacy policy

Who we are

Aestrox provides business software, including Aestrox POS for cafés and restaurants on the web and Android. Our team is based in Mangalore, India; Dubai, UAE; and Dublin, Ireland. For privacy questions, contact hello@aestrox.com.

This policy applies to our products, our apps, this website, and the enquiries and support requests you send us. If your business has a separate service agreement with us, that agreement also applies.

Your business and its data

When a business uses Aestrox, the business decides what information goes into its workspace, such as staff accounts, menus, orders and notes. We handle that information on the business's behalf and follow its instructions and our agreement with it. The business is responsible for having the right to use that information and for telling its staff and customers how it is used.

For account, subscription, support and enquiry information, Aestrox decides how the information is used, as described in this policy.

Information we collect

Account information: the name, email address and role of each person with access, and the business and locations they can use. Passwords are never visible to our team.

Business information: business and location names, address and contact details, tax registration and tax rates, menu items, prices, add-ons and menu photos.

Sales records: orders and their items, notes and table or reference labels added by staff, kitchen tickets, receipts including the name of the staff member who issued them, the payment method and any payment reference staff record, cancellations and refunds, and the reports built from these records.

Activity records: which account made important changes, such as editing the menu, issuing a receipt or reversing a sale, and when.

Printer and device information: printer settings and print history needed to send receipts and kitchen tickets. The Android app asks for Bluetooth, nearby device, network and notification permissions only to connect to your printers and show printing status.

Subscription and contact details: your plan, billing period, billing contact, and messages you send to our team, including website enquiries and questions to the website assistant.

Technical information: IP address, device and browser type, request times and error details, used to run the services, keep them secure and fix problems.

Payments

Aestrox POS does not process card or UPI payments and does not collect card numbers. Payments are taken with your own terminal or payment provider, and staff record the result in Aestrox.

How we use information

We use information to provide our products: setting up accounts, sending invitations and service emails, calculating totals and taxes, issuing receipts, printing, building reports and keeping each business's records available to the people it authorises.

We also use it to provide support, manage subscriptions, respond to enquiries, keep our services secure, prevent misuse, fix problems and improve our products. We do not sell personal information, and we do not use the information a business enters about its customers for advertising.

Where data protection law requires a legal basis, we rely on performing our contract with your business or taking steps you asked for before one, our legitimate interests in running and securing our services and responding to enquiries, compliance with legal obligations, or your consent where consent is required. An enquiry is not a subscription to marketing emails.

Who can see your information

Within a business, access depends on the role and locations the owner gives each person. One business cannot see another business's data.

Our team accesses a business's data only when needed to provide support it asks for, keep the services secure, or meet a legal obligation.

We use trusted service providers for hosting, data storage, sign-in, email delivery and the website assistant. They process information only to provide those services to us. We may also disclose information when the law requires it or to protect people, rights and property.

Some providers may process information outside your country, including outside the European Economic Area. Where the law requires it, we use appropriate safeguards for these transfers. Contact us for details.

How long we keep information

We keep a business's information while its account is active. Issued receipts cannot be edited; corrections are recorded as a separate reversal so the history stays complete. Financial records are kept for as long as the account is active and as tax and accounting rules require.

When an account closes, the business can ask us for a copy of its records first. We then delete or anonymise the information within a reasonable period, unless the law requires us to keep it.

Enquiries are kept as long as needed to respond, manage the resulting relationship and meet record-keeping obligations. Website assistant conversations are not saved to an account and clear when you reload the page. The service that generates replies may keep messages for a limited time for security under its own terms.

Security

We protect information with secure sign-in, role-based access, separation between businesses, encrypted connections and records of important actions. No online service can guarantee absolute security.

Please give each staff member their own account, keep sign-in details private, and do not share passwords or payment card details with the website assistant or in enquiries.

Your choices and rights

Depending on applicable law, you may ask to access, correct, erase, restrict or receive a copy of your information, or object to certain uses. Where we rely on consent, you can withdraw it at any time. Write to hello@aestrox.com; we may need to verify your identity.

If you are a staff member or customer of a business that uses Aestrox, please contact that business first. We will help it respond. You may also complain to your data protection authority, including the Irish Data Protection Commission where applicable.

Cookies and children

We do not use advertising or tracking cookies. Our Cookies page explains what our products and this website store on your device.

Aestrox products are made for businesses and are not intended for children.

Updates and contact

We may update this policy when our products or practices change. The date below shows the current version. For questions or a privacy request, email hello@aestrox.com.