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Privacy Policy

[BUSINESS LEGAL NAME] ("we", "our", "us") operates the QRoma restaurant management platform (the "Service"). This policy explains how we collect, use, and protect information when you use our Service.

1. Information We Collect

1.1 Information from Cafe Owners (Customers)

When you sign up for a subscription, we collect:

• Business name and address
• Owner name, email, and phone number
• GSTIN and FSSAI numbers (if provided)
• Payment information (handled by our payment processor — we do not store card details)

1.2 Information from Cafe Customers (End Users)

When end customers use the cafe ordering interface, the cafe may collect:

• Customer name (entered at table)
• Phone number (optional, for order tracking)
• Order history
• Approximate location (for geofence verification only — not stored)

This data belongs to the cafe, not us. We act as a data processor on behalf of the cafe.

1.3 Technical Data

We automatically collect IP address, browser type, device info, and usage patterns to improve the Service and prevent abuse.

2. How We Use Information

• To provide and maintain the Service
• To process payments and send invoices
• To send service updates and security alerts
• To respond to support requests
• To improve features and detect fraud

3. How We Share Information

We do not sell your information. We share data only with:

• Service providers: Firebase (hosting, database), Cloudinary (image storage), Razorpay (payments) — all under strict data agreements
• Legal compliance: If required by law, court order, or government request
• Business transfers: In case of merger or acquisition, with prior notice

4. Data Storage and Security

Your data is stored on Google Firebase servers in secured regions. We use HTTPS encryption for all data in transit and industry-standard encryption at rest. While we take reasonable measures, no system is 100% secure.

5. Your Rights

You may:

• Access your data at any time through your account
• Request a copy of your data via email
• Request correction or deletion of your data
• Export your data in CSV format from the Kitchen Display System
• Cancel your subscription and request full data deletion (subject to legal retention requirements)

6. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party advertising cookies. Analytics cookies are anonymous and aggregated.

7. Children's Privacy

Our Service is not intended for users under 18. We do not knowingly collect data from minors.

8. International Data Transfers

Data may be processed in regions where our service providers operate (primarily India and the United States via Firebase). By using the Service, you consent to such transfers.

9. Changes to This Policy

We may update this policy from time to time. Significant changes will be notified via email at least 30 days in advance.

10. Contact Us

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Terms & Conditions

These Terms & Conditions ("Terms") govern your use of the QRoma platform operated by [BUSINESS LEGAL NAME] ("we", "us", "our"). By using our Service, you agree to these Terms.

1. The Service

QRoma is a software-as-a-service (SaaS) platform for restaurant management, including customer ordering, kitchen display, and analytics. We provide the software; you (the cafe) operate it.

2. Eligibility

• You must be 18+ and legally able to contract
• You must own or be authorized to operate the cafe you register
• You must comply with all local laws (FSSAI, GST, labor, etc.)

3. Account Responsibility

You are responsible for:

• Maintaining the confidentiality of your login PINs and credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorized access
• Ensuring the accuracy of menu, pricing, and tax information you input

4. Subscription and Payment

4.1 Plans

We offer Trial (free, 7 days), Starter, Pro, and Premium plans. Current pricing is displayed on our website and may be updated with 30 days' notice.

4.2 Billing

Subscriptions are billed monthly in advance via Razorpay or other approved payment methods. Subscriptions auto-renew unless cancelled.

4.3 Taxes

Prices are exclusive of applicable GST. You are responsible for any tax obligations arising from your use of the Service.

4.4 Failed Payments

If a payment fails, your Service may be suspended after 7 days. Data is retained for 30 days during suspension, after which it may be deleted.

5. Acceptable Use

You agree NOT to:

• Use the Service for illegal activities
• Sell or share your account access with third parties
• Reverse engineer, copy, or create competing services
• Upload malicious content or attempt to compromise security
• Misrepresent your business or commit payment fraud

6. Intellectual Property

All software, branding, and content of QRoma remain our exclusive property. We grant you a non-exclusive, non-transferable license to use the Service for the duration of your subscription.

Content YOU upload (menu items, logos, photos) remains yours. You grant us a license to host and display it as part of the Service.

7. Customer Data

End-customer data collected by your cafe (orders, names, phone numbers) belongs to you. We are a data processor and handle it per our Privacy Policy.

8. Service Availability

We target 99.9% uptime but do not guarantee uninterrupted service. Scheduled maintenance, third-party outages (Firebase, Cloudinary, Razorpay), or force majeure events may cause downtime.

9. Limitation of Liability

To the maximum extent permitted by law, our total liability shall not exceed the amount paid by you in the previous 3 months. We are not liable for:

• Indirect, consequential, or punitive damages
• Loss of profits, revenue, or business opportunity
• Data loss (you are responsible for your own backups, which we provide tools for)
• Third-party service failures

10. Termination

You may cancel anytime from your account. We may terminate your account for:

• Material breach of these Terms
• Payment failure after notice
• Illegal activity or fraud
• Non-use for 12+ consecutive months

11. Dispute Resolution

Any disputes shall be resolved in the courts of [CITY], India. Indian law governs these Terms.

12. Changes to Terms

We may update these Terms. Material changes will be notified 30 days in advance. Continued use after changes constitutes acceptance.

13. Contact

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Cancellation & Refund Policy

This policy explains how subscription cancellations and refunds work for QRoma , operated by [BUSINESS LEGAL NAME].

1. Free Trial

All new subscriptions start with a 7-day free trial. No payment is required during the trial. If you cancel before the trial ends, you pay nothing.

2. Subscription Cancellation

You can cancel your subscription at any time:

• Cancellation takes effect at the end of the current billing period
• You retain access to the Service until the end of the period you've already paid for
• Your data is retained for 30 days after cancellation in case you want to restart
• After 30 days, data may be permanently deleted

To cancel, email admin@qroma.in from your registered email address.

3. Refund Policy

Subscriptions are non-refundable.

Once a billing period has started, payments are not refunded — neither for full nor partial periods. This is standard for SaaS services and allows us to keep pricing low.

3.1 Exceptions where refunds MAY be issued

• Duplicate charge: If you were billed twice for the same period due to a technical error, we will refund the duplicate
• Service unavailability: If the Service is unavailable for more than 7 consecutive days due to our fault, you may request a pro-rated credit
• Billing error: If you were charged the wrong amount, we will correct and refund the difference

3.2 Refund process

To request a refund under the above exceptions:

• Email [admin@qroma.in] within 30 days of the charge
• Include your registered email, payment reference, and reason
• We will review within 5 business days
• If approved, refunds are processed within 7-10 business days to the original payment method

4. Cancellation Due to Non-Payment

If a renewal payment fails:

• Day 0: Payment fails, we notify you
• Day 3: Second attempt
• Day 7: Service suspended
• Day 30: Account terminated, data may be deleted

You can restore service at any point during this window by completing payment.

5. Downgrades

You can downgrade to a cheaper plan anytime. The change takes effect at the next billing cycle. No refund for the price difference of the current period.

6. Data Export Before Cancellation

You can export all your data (orders, menu, customers) as CSV from the Kitchen Display System at any time. We recommend doing this before cancelling.

7. Disputes

Any disputes regarding charges or refunds shall be resolved per our Terms & Conditions, in the courts of [CITY], India.

8. Contact

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Shipping & Delivery Policy

Digital Product Notice

QRoma is a software-as-a-service (SaaS) product. No physical goods are shipped or delivered.

1. Service Activation

Upon successful subscription payment, your account is activated immediately (typically within 5 minutes). You will receive:

• Confirmation email at your registered address
• Unique URLs for your Customer App and Kitchen Display System
• Default Staff and Admin PINs (changeable from settings)
• Access to the onboarding wizard for menu setup, table QRs, and branding

2. Onboarding Support

For new subscriptions, we provide:

• Self-serve setup wizard (typically completed in 30 minutes)
• Sample CSV templates for menu import
• 4 pre-built cuisine templates (Cafe, Italian, Indian, QSR)
• Email support during business hours for setup questions

3. Service Delivery Channels

Access is provided through standard web browsers — no app installation required:

• Customer Ordering: Accessible by anyone with the cafe's QR code or URL
• Kitchen Display: Accessible on any tablet, laptop, or desktop browser
• Owner Console: Accessible via secure login at the platform URL

4. Service Hours

The Service is available 24/7, 365 days a year, subject to scheduled maintenance windows (typically announced 48+ hours in advance).

5. Issues with Service Activation

If you do not receive your activation email or URLs within 1 hour of subscription:

• Check your spam/junk folder
• Verify the email address on your account
• Contact us at [admin@qroma.in] with your payment reference

We will resolve activation issues within 1 business day.

6. No Physical Shipping

We do not ship any hardware, printed materials, or physical goods. Cafes are responsible for their own:

• Tablets, laptops, or other devices to access the Service
• Thermal printers (if needed — we support standard 80mm thermal printers)
• Internet connectivity
• QR code printing (we generate the QRs; you print them locally)

7. Contact

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