Privacy Policy

1. About BiteBuddy

BiteBuddy is a restaurant technology and managed-service brand operated by Whitespace Studio LLP (“BiteBuddy,” “we,” “us,” or “our”), based in British Columbia, Canada.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you:

• visit business.bitebuddy.ca;
• submit an inquiry;
• book a consultation;
• communicate with our business or support team;
• participate in onboarding or a Free Trial; or
• otherwise engage with BiteBuddy regarding restaurant services.

This Business Privacy Policy is primarily intended for restaurant owners, operators, employees, prospective customers, partners, and other business visitors.

Customer ordering, customer accounts, loyalty programs, restaurant management applications, and other BiteBuddy platform services may also be subject to separate BiteBuddy privacy notices.

We handle personal information in accordance with applicable Canadian privacy laws, including British Columbia’s Personal Information Protection Act (PIPA) and, where applicable, federal privacy law. BC PIPA requires organizations to use reasonable purposes, protect information under their control, and provide mechanisms for access and correction. (BC Laws)

2. Information We Collect

Depending on how you interact with BiteBuddy, we may collect:

Business and contact information

• name;
• email address;
• telephone number;
• restaurant or business name;
• restaurant location;
• website;
• role or job title; and
• other business contact information you provide.

Inquiry and consultation information

When you contact us, we may collect information about:

• your current ordering setup;
• products or services you are interested in;
• restaurant requirements;
• questions or concerns;
• consultation or meeting details; and
• information you voluntarily include in messages or forms.

Calendly booking information

If you schedule a meeting through Calendly, we may receive information normally required to arrange the meeting, such as your:

• name;
• email address;
• phone number, if provided;
• restaurant or business name;
• selected meeting date and time; and
• information voluntarily entered into the booking form.

Calendly also processes the information you submit according to its own terms and privacy practices.

Communications

We may maintain records of emails, phone calls, consultation notes, proposals, onboarding communications, support conversations, and other communications relating to our business relationship.

Public business information

Where permitted by law, we may use business contact information that is publicly available through restaurant websites, business directories, public social-media business pages, or similar business sources for legitimate business-development purposes.

Where we send commercial electronic messages, we apply the requirements of applicable Canadian anti-spam law. (CRTC)

Website and analytics information

When you visit the Business website, we may collect information such as:

• pages viewed;
• referring pages or campaigns;
• visit date and time;
• browser and device type;
• operating system;
• approximate geographic information;
• interactions with buttons and forms; and
• consultation, email, or other conversion events.

We use first-party website analytics described in Section 5 and in our Cookie & Analytics Notice.

3. How We Use Personal Information

We may use information to:

• respond to inquiries;
• arrange calls, consultations, or restaurant visits;
• understand your restaurant’s requirements;
• determine whether BiteBuddy is a suitable service for your restaurant;
• prepare proposals, recommendations, or service configurations;
• provide a Free Trial;
• install and support BiteBuddy services;
• communicate about onboarding and restaurant operations;
• provide customer and technical support;
• maintain records of prospective and existing restaurant relationships;
• improve our website, products, and services;
• measure website and marketing performance;
• protect against misuse, fraud, or security incidents;
• maintain our legal and accounting records; and
• comply with applicable law.

We do not sell personal information for monetary consideration.

4. Website Inquiry and Slack

Information submitted through a BiteBuddy inquiry form may be delivered to internal collaboration systems used by our team, including Slack.

Access to inquiry information within our Slack workflow is restricted to authorized administrators.

We generally limit our team’s access to these inquiry messages to 90 days. Information may then be removed from our active workflow or retained elsewhere where reasonably necessary for an ongoing business relationship, legal obligation, or legitimate business record.

Slack itself may process or retain information according to the applicable workspace configuration and Slack’s own terms and privacy practices.

We recommend configuring the Slack workspace retention setting to match this stated 90-day policy wherever the current Slack plan permits it.

5. Website Analytics

We use website analytics to understand how visitors use business.bitebuddy.ca and to measure the effectiveness of our website and marketing activities.

Vercel Analytics and Speed Insights

The Business website currently uses Vercel Analytics and Vercel Speed Insights to measure traffic patterns and performance. These tools are provided by our website hosting platform and may collect aggregated or pseudonymous usage and performance information.

Google Analytics 4

We may also use Google Analytics 4 (“GA4”) for website measurement. GA4 may use first-party cookies and collect information about browser/device characteristics and interactions with our website. Google states that GA4 does not log or store IP addresses. (Google Support)

For the BiteBuddy Business website, our intended GA4 privacy configuration is:

• GA4 for website measurement only;
• user-level event-data retention set to 14 months;
• Google Signals disabled unless we later need it;
• advertising personalization disabled at launch;
• no remarketing audiences at launch;
• no email addresses, phone numbers, customer names, or other directly identifying information sent to GA4; and
• non-essential analytics controlled through the website’s cookie/analytics preferences where that control is available.

Google provides controls for disabling Google Signals, advertising personalization, and Analytics data collection, and allows GA4 user-level retention settings up to 14 months. (Google Support)

If we later enable Google Ads, remarketing, advertising identifiers, or additional analytics providers, we will update our Cookie & Analytics Notice and, where appropriate, this Policy.

6. Cookies and Similar Technologies

Our website may use:

Essential technologies needed for security, routing, form functionality, user preferences, or other basic website operation.

Analytics technologies such as Vercel Analytics, Vercel Speed Insights, and Google Analytics, which help us understand website usage and improve the site.

Where required or where we choose to apply a consent-based model, non-essential analytics will not be activated until the visitor accepts analytics cookies.

Visitors will be able to change or withdraw their analytics preference through the website’s cookie or privacy controls when those controls are available, and may also manage cookies through browser settings.

Additional information is available in our Cookie & Analytics Notice.

7. Email and SMS Communications

We may contact you to:

• respond to an inquiry;
• arrange a requested consultation;
• provide information you requested;
• manage a Free Trial or active service;
• provide operational or support communications; or
• send marketing communications where permitted by law.

Marketing email and SMS communications are managed separately from communications reasonably required to provide requested or contracted services.

BiteBuddy’s SMS functionality is currently offered on a limited basis and may not be available for every restaurant, campaign, carrier, or service configuration.

Where CASL applies to a commercial electronic message, BiteBuddy follows applicable requirements concerning consent, identification and contact information, and unsubscribe mechanisms. (CRTC)

If you unsubscribe from marketing communications, we may retain limited suppression information so that we can continue to respect your request.

8. Service Providers

We may use third-party service providers to assist with functions such as:

• website hosting;
• cloud infrastructure;
• scheduling;
• email;
• SMS;
• payment processing;
• internal collaboration;
• analytics;
• security; and
• other services necessary to operate BiteBuddy.

Current examples may include services such as Calendly, Slack, Vercel, Google Analytics, and other infrastructure providers.

These providers may process information on our behalf or, depending on the service, under their own terms and privacy policies.

We provide or permit access to information only to the extent reasonably necessary for the applicable service or business purpose.

9. Processing Outside Canada

Some service providers may store or process information outside British Columbia or Canada, including in the United States.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction.

We take reasonable steps to select and manage service providers in a manner appropriate to the sensitivity and purpose of the information.

10. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and for legitimate legal or business requirements.

Examples include:

• website inquiries in the active Slack workflow: generally up to 90 days;
• consultation and prospective-client records: while reasonably relevant to an active or potential business relationship;
• active restaurant records: for the duration of the relationship and as necessary afterward for legal, accounting, dispute-resolution, or operational purposes;
• unsubscribe records: as needed to continue respecting the unsubscribe request; and
• GA4 user-level event data: up to 14 months, under our recommended configuration.

Information that is no longer reasonably necessary will be deleted, anonymized, or securely disposed of where practicable.

BC PIPA requires personal information to be destroyed or de-identified once its original purpose and any legitimate legal or business need for retention have ended, subject to specific retention obligations. (BC Laws)

11. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against loss, unauthorized access, collection, use, disclosure, copying, modification, or disposal.

Depending on the system, safeguards may include:

• restricted user access;
• administrator-only access to sensitive business inquiries;
• authentication controls;
• encryption in transit;
• access logging;
• secure cloud providers; and
• internal access and retention procedures.

No internet-based system can guarantee absolute security.

BC PIPA expressly requires organizations to make reasonable security arrangements for personal information in their custody or control. (BC Laws)

12. Your Privacy Rights

Subject to applicable law, you may contact us to:

• ask whether we hold personal information about you;
• request access to that information;
• request correction of inaccurate or incomplete information;
• withdraw consent where consent is the applicable basis for processing;
• ask questions about our privacy practices; or
• make a privacy complaint.

We may need to verify your identity before responding.

Certain information may be withheld or retained where permitted or required by law.

Under BC PIPA, individuals have rights to request access to personal information under an organization’s control and to request correction of errors or omissions. The Act generally requires responses to qualifying access requests within 30 days, subject to permitted extensions and exceptions. (BC Laws)

13. Children

The BiteBuddy Business website is intended for restaurant operators, business representatives, and adults.

It is not directed to children, and we do not knowingly use the Business website to solicit personal information from children.

14. Changes to This Policy

We may update this Privacy Policy when our services, technology, business practices, or legal obligations change.

The current effective date and last-updated date will appear at the top of this page.

Where appropriate, we may provide additional notice of material changes.

15. Privacy Contact

Whitespace Studio LLP designates an appropriate member of its team as responsible for BiteBuddy privacy matters, as required under BC PIPA. (BC Laws)

Questions, access or correction requests, and privacy complaints may be sent to: