Privacy Policy
What we collect, what we do with it, and what we never do. Written to describe how NexReps actually works — not to cover us with vague language.
Last updated: September 2026
The service and the company.
NexReps is an analytics and operations platform for restaurant groups, operated by i2afusion Inc., a company incorporated in Ontario, Canada ("NexReps", "we").
For anything relating to privacy, including exercising your rights, write to privacy@nexreps.com. The address is monitored.
It depends on the data.
Data you entrust to us
Your point-of-sale data, supplier invoices, recipes and operating settings belong to you. We process them only to provide the service, on your instructions, and we make no independent use of them. You decide what to send us, why, and for how long. You are the controller.
Data we collect
User accounts, billing, audit logs and service metrics are necessary to run the platform. Nobody asked us to create them — we decide their purpose, and we are the controller for those.
If you are an employee of a customer organisation and want to exercise your rights over operational data about you, contact your employer. We will assist them in handling your request.
The data, category by category.
Sales and transactions
Checks, items sold, discounts, voids, amounts and timestamps, received from your point-of-sale system.
Payments
Payment method and the last four digits, as transmitted by your point-of-sale system.
Staff
The server or user name attached to a transaction, and sales per server, as received from the point of sale.
Purchasing
Scanned supplier invoices, products, prices and quantities, uploaded by your teams.
Production
Recipes, ingredients, costs and inventory, entered by your teams.
Accounts and logs
Name, email, encrypted password, role, two-factor secret, audit entries, technical logs and billing records.
No guest names. No card numbers.
The checks we receive contain no guest identity: no reservation name, no open-tab name, no loyalty identifier.
We store no full card number, no verification code and no payment authentication data. Checks may contain the payment method and the last four digits, as transmitted by the point-of-sale system.
Scanned supplier invoices may contain information about individuals — a driver's name, a signature, a sales representative's contact details. These are processed solely to extract purchasing data. Our terms prohibit uploading documents containing personal data beyond what an ordinary commercial invoice holds.
Not sold. Not shared. Not advertised against.
We do not sell your data. We do not share it with any third party for that party's own purposes. We do not use it for advertising, marketing or commercial profiling.
It is processed only to provide the service, by us and by the providers listed below, who act solely on our instructions and hold no independent right to use it.
We make no automated decision producing legal effects about any individual.
Some data is hosted and processed by service providers acting solely on our instructions, including outside Canada. They hold no independent right to use it. A current list of these providers is available on request.
Invoice extraction and written analysis use a third-party AI service under a paid agreement: submitted content is not used to train its models, and all monetary values shown in the service are calculated by our own systems.
Statistics, never identities.
We may produce and use aggregated, anonymised data derived from use of the service, to build sector benchmarks and statistics, to improve our forecasting and analytics models, and to develop the service.
Such data is produced so that no individual, venue or organisation can be identified from it. We do not attempt re-identification and we authorise no third party to do so. No identifiable data, no figures attributable to a venue and no source documents are disclosed to third parties in this context.
How long we keep things.
Point-of-sale transactions
Two years. Needed for comparison and forecasting.
Invoices and accounting records
Seven years. Canadian tax obligations.
Recipes and production data
For the duration of the contract.
Audit logs
One year. Security and traceability.
Technical logs
Ninety days. Diagnostics.
Backup copies
Thirty days, by rotation.
Export first, then it is gone.
You may request an export of your data in writing, in your notice of termination or at the latest by its effective date. The export is provided in a standard machine-readable format.
After that date, your data is permanently deleted from our active systems. Deletion is immediate and cascades to every record attached to your organisation. Backup copies disappear by rotation within a maximum of thirty days.
If we terminate the service, we allow you thirty days to make that request before any deletion.
Access, correction, deletion, portability.
Depending on your situation, you have rights of access, rectification, deletion, portability, objection and withdrawal of consent, and the right to complain to a supervisory authority.
In Canada, under PIPEDA, to the Office of the Privacy Commissioner of Canada. In Quebec, under Law 25, to the Commission d'acces a l'information. In the European Economic Area and the United Kingdom, under the GDPR where it applies.
Requests go to privacy@nexreps.com and are handled within thirty days. We verify identity before disclosing anything. If your request concerns data for which a customer organisation is the controller, we pass it on and assist them.
How the data is protected.
Encrypted in transit
All exchanges are protected by TLS.
Encrypted at rest
The storage volume is encrypted.
Secrets doubly encrypted
Point-of-sale access tokens and two-factor secrets carry an additional AES-256-GCM application layer.
Two-factor authentication
Available to every account and mandatory for organisation administrators. Each organisation decides whether to require it of its other users.
Tenant isolation
Every record is attached to an organisation, and access is denied by default.
Role-based access
Permissions are granted by role and by venue, and sensitive actions are logged.
If something goes wrong
In the event of a breach affecting the confidentiality of your data, we notify you without undue delay and at the latest within seventy-two hours of becoming aware of it. The notice sets out the nature of the breach, the data concerned, the estimated consequences and the measures taken.
We report incidents to the competent authorities where legal thresholds require it, and we maintain a register of confidentiality incidents.
No tracking cookies. None.
nexreps.com uses no tracking cookies, no third-party analytics and no advertising trackers.
The application stores your session token in your browser's local storage. That storage is strictly necessary to run the service and is used for no tracking purpose.
Periodic email reports are part of the service. Their configuration and recipient list are managed by your organisation's administrator. Any separate commercial communication would require its own consent and an unsubscribe mechanism.
We may amend this policy. Any substantial change is notified at least thirty days before it takes effect, by email to your organisation's administrator.