Privacy Policy — RestoManager
Effective date: October 10, 2026
Operator: Labontech inc., Lac-Beauport, Quebec, Canada
Labontech inc. ("Labontech", "we") operates RestoManager, a team management platform for restaurants. It includes the RestoManager mobile app (iOS and Android), the restomanager.app web app, the time clock tablet (kiosk) and the restomanager.ca website.
This policy explains:
- what personal information we handle and why;
- who we share it with and how long we keep it;
- how to exercise your rights.
It complies with Québec's Act respecting the protection of personal information in the private sector, as amended by Law 25, and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Who this policy covers
- Customers: restaurant owners, administrators and managers who open a RestoManager account for their business.
- Employees: staff of a customer restaurant who use the app or the kiosk, or whose record is created by their employer.
- Visitors and prospects: people who visit restomanager.ca, write to us, or whom we contact to present RestoManager.
2. Our two roles
When we act for ourselves. We are responsible for your RestoManager account information (name, email, phone, sign-in), customer billing, support and our own communications. This information identifies you no matter which restaurant you work for.
When we act for your employer. Your employer collects and uses your employment record:
- schedules, punches, timesheets and leave;
- role and pay;
- payroll information, if your employer turns it on.
For this information, we are your employer's service provider. We handle it only on their instructions and under our contract with them. Your employer decides what is collected and how long it is kept. For a request about this record, contact your employer or us; we will forward it to them.
3. Information we collect
| Category | Examples | Source |
|---|---|---|
| Account and identity | First name, last name, email, phone, language, profile photo (optional) | You |
| Sign-in and security | Login identifier, last sign-in, failed attempts | System |
| Personal profile | Date of birth, address, emergency contact | You |
| Employment record | Restaurant, role, employee number, hire date, status, pay rate or salary | Your employer |
| Availability and leave | Availability blocks and their reasons, preferred hours, leave requests (vacation, sick, unpaid) | You and your employer |
| Schedules and tasks | Shifts, coworkers on the same shift, assigned tasks and their progress | Your employer, the system |
| Working time | Clock-in and clock-out times, punch method, timesheets, exceptions (late, absent, early leave, overtime) | You, the system, your employer |
| Presence (if presence check is on) | Precise location at the moment you punch, Wi-Fi network name (hashed on your device) | Your device |
| Messaging | Messages, reactions, polls, attached photos and files | You and your coworkers |
| Documents | Uploaded employment documents (e.g., contract, résumé, ID, training certificate, performance review) | You and your employer |
| Payroll (only if your employer turns it on) | Social Insurance Number, direct-deposit banking details, date of birth, sex, Indigenous status (tax exemption), tax information, reason for leaving (e.g., illness, parental leave) | You and your employer |
| Performance tracking | Monthly counts: shifts worked, absences, lateness, tasks completed | System |
| Device | Notification token, app installation ID, device name, device and app type and version, diagnostics and app usage data | Your device |
| Billing (customers) | Business name, billing address, contact person. Card numbers are handled by our payment provider; we never see them. | You, payment provider |
| Communications | Emails, voicemails and support requests | You |
We collect only what is needed for the purposes below. We do not use facial recognition or biometric data.
4. Why we use it
- To create and secure your account, sign you in and connect you to your restaurant.
- To build, publish and adjust schedules around your availability.
- To record time worked and prepare your employer's timesheets and payroll.
- To support team messaging and task tracking.
- To send you notifications (schedule published, new message, task, shift reminder).
- To provide the artificial intelligence features described in section 6.
- To bill our customers and support them.
- To keep the platform secure, prevent fraud and fix errors.
- To measure app usage so we can improve it (usage data, no advertising).
- To meet our legal obligations.
We do not sell your personal information. We do not run targeted advertising and we do not track you across other apps or websites.
5. Location and presence check
When you punch in the app, RestoManager can check your location and the restaurant's Wi-Fi network to confirm you are on site.
- Off by default. The check works only if you turn it on in Settings > Privacy and allow location access. You can turn it off at any time.
- When location is used. Only at the moment you tap "Punch". The app does not use your location in the background and does not track where you go.
- What is kept. Your punch time and the result of the check. The Wi-Fi network name is hashed on your phone before it is sent. Your exact location is not kept after the check.
- Without the check. You can always punch. Your punch is then marked "presence not checked" for your manager to review. You can also punch at the restaurant's kiosk.
Punching at the kiosk. The kiosk is a shared tablet installed at the restaurant. To punch, you enter your employee number (or tap your NFC badge, if your employer provides one). The kiosk collects:
- your employee number or your badge identifier (the badge identifier is kept only in hashed form);
- the time and type of each punch;
- technical data about the tablet: operating status, errors and security signals (for example, detection of unauthorized changes to the device).
To keep working without an Internet connection, the tablet stores the display names of the restaurant's employees (first name and initial), their scheduled shifts and their latest punch. Your employee number is stored there only in hashed form. The kiosk does not take photos and does not use facial recognition.
6. Artificial intelligence and automated decisions
RestoManager uses artificial intelligence to:
- propose draft schedules from availability, leave and the restaurant's needs;
- create tasks from team messages;
- read uploaded documents to extract the useful information;
- prepare follow-ups when a punch is missing or someone is late or absent;
- set up a new restaurant from public information about the business.
Your choice. AI analysis of your messages and documents is off by default. You can turn it on or off in Settings > Privacy. When it is off, your messages and documents are not sent to AI.
A person stays in control. A manager reviews and publishes every schedule. Anything that affects your pay or hours (punches, timesheets, paid leave) is approved by a manager.
Automated decisions. Some rules apply without human review, for example:
- refusing an unavailability request when the peak-hour limit set by your employer is reached;
- creating a task from a message and assigning it to you.
The app tells you about each automated decision and its main reasons. Tap Request a review to have a person look at it again, or write to us (section 17) to learn what information was used.
Performance tracking. Each month, RestoManager calculates statistics about your work for your employer: shifts worked, absences, lateness and tasks completed. This tracking is part of the service, and you are told about it when you join a restaurant. These statistics help your managers review your work with you; they are never used for an automated decision. You can get a copy by exercising your right of access (section 12).
Where AI processes your information. Features that use personal information are processed in Canada (Québec) by a cloud AI provider. We send only what is needed: for example, draft schedules use anonymous IDs instead of your name. Your SIN and banking details are never sent to a language model; documents that may contain them are read only by a document-reading service hosted in Canada. Our contracts prohibit using your information to train models. Tasks with no personal information, such as restaurant setup, may use another provider (section 8).
Message filtering. Before a message is saved, its text is checked automatically by a moderation service hosted in Canada, which does not keep the text. A message that is clearly unacceptable (harassment, hate, threats, sexual content) is refused. A doubtful message is saved and flagged to your employer for review. You can ask for a person to review a refusal.
Reports and blocking. You can report a message or a task created by AI, and block a user: you no longer see their messages and they can no longer message you privately. Your employer handles reports, and our team follows up within one business day. Reports are kept for 3 years after they are handled (section 10).
7. Consent
We ask for your consent when we collect information, for specific purposes, in plain language. Optional features each ask for separate consent, which you can withdraw at any time without losing access to the rest of the app:
- presence check (location and Wi-Fi) when you punch;
- AI analysis of your messages and documents;
- usage analytics;
- camera access;
- notifications.
These features are off by default. Withdrawing consent may prevent the related feature from working.
People under 18. RestoManager is intended for people aged 14 and over. A person aged 14 to 17 can consent on their own to the use of their personal information, as Québec law allows. Accounts for people under 14 are not permitted. If an employer records the work of a person under 14 in RestoManager, as some provincial laws allow, the employer must first obtain consent from that person's parent or guardian.
8. Who we share it with
Your employer and coworkers. Your employer sees your employment record, availability, punches and timesheets. Only your employer's authorized administrators see your payroll information. Coworkers see your name, profile photo, role and shared shifts, and messages in conversations you are both part of.
Our service providers. They act on our instructions, under contract, with confidentiality and security obligations, and provide protection equivalent to this policy:
| Provider category | Role | Where it is processed |
|---|---|---|
| Cloud hosting | Hosting, databases, storage, technical monitoring, document reading | Canada |
| Authentication | Secure sign-in to your account | Canada |
| App notifications and analytics | Notifications on your phone, usage analytics (if you turn them on) and error reports | United States |
| Message delivery | Text messages, emails (invitations, notices) and the support voicemail line | United States |
| Payments | Subscription billing and payments | Canada and United States |
| Public business information | Public information about the restaurant during setup (no personal information) | United States |
| Artificial intelligence | AI features that use personal information (section 6) | Canada (Québec) |
| Artificial intelligence | AI tasks with no personal information, such as restaurant setup | United States |
| Message moderation | Automatic filtering of message text | Canada (Québec) |
| Payroll software chosen by your employer | Payroll file that your employer downloads and submits themselves | Canada |
Our customers receive the current list of our subprocessors in their personal information processing agreement.
Other cases. We may disclose information: - when the law requires it, for example under a court order; - to prevent fraud or a security threat; - as part of a business transaction such as a sale or merger, under the conditions the law sets.
9. Hosting and transfers outside Québec
Our databases and files are hosted in Canada. Because our primary data centre is outside Québec, your information is communicated outside Québec but stays in Canada; a backup copy is kept in Québec.
Some providers listed in section 8 process information outside Québec, including in the United States. Before sharing information with them, we assess the privacy factors as the law requires. We then put each transfer under contract. Information processed abroad may be subject to the laws of those countries.
10. How long we keep it
We keep information as long as needed for the purposes it was collected for. After that, we destroy it or make it anonymous.
| Information | Retention |
|---|---|
| RestoManager account | While the account is active. After a deletion request: 30 days during which you can cancel, then anonymization. |
| Punches, timesheets, schedules | As long as the law requires of your employer: at least 3 years for the Québec labour standards register, and up to 6 years for payroll and tax records. Then destroyed or anonymized. |
| Payroll information (SIN, banking) | While your employer needs it, then at most 6 years after employment ends. |
| Messages and attachments | 24 months after they are sent, or earlier if deleted. |
| Performance tracking statistics | Same period as employment records. |
| AI working files (requests and results) | 30 days. |
| Inactive account | Deleted after 24 months with no sign-in and no active employment, after an email notice. |
| Notifications | 1 to 60 days depending on the type. |
| Consents and acceptances of the terms | 3 years after the consent is withdrawn or the account is closed. |
| Requests about your rights and complaints | 3 years after they are handled. |
| Content reports | 3 years after they are handled. |
| Requests to review an automated decision | 3 years after our response. |
| Kiosk technical logs (operation, errors) | 90 days. |
| Data of a customer who cancels | 90 days so they can export it, then deleted, except what the law requires us to keep. |
| Backups | Overwritten automatically within 35 days. |
11. Security
We protect your information with measures that match its sensitivity:
- encryption in transit and at rest;
- additional encryption for SIN and banking details, which are masked on screen;
- role-based access;
- logging of sensitive access;
- secure authentication.
If a confidentiality incident creates a risk of serious injury, we notify the Commission d'accès à l'information and the people affected. We also inform the customer concerned. We keep a register of incidents.
Governance. Our Privacy Officer approves our privacy policies and practices. We complete a privacy impact assessment before any new system or any transfer of information outside Québec. Team members with access to personal information are trained and bound by confidentiality. We follow the retention and destruction schedule in section 10. To learn more, see our Personal Information Governance Policy.
12. Your rights
You can:
- access your personal information and get a copy;
- get it in a structured, commonly used technological format (portability);
- correct information that is inaccurate, incomplete or ambiguous;
- withdraw your consent to an optional feature;
- ask us to stop disseminating or to de-index information, in the cases the law provides;
- get information about an automated decision (section 6);
- file a complaint with Québec's Commission d'accès à l'information (cai.gouv.qc.ca). If you are outside Québec, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Alberta and British Columbia, your provincial commissioner.
To exercise these rights, email confidentialite@restomanager.ca. We answer your request in writing within 30 days. We may verify your identity first.
Complaints. Send any complaint about how we handle your information to our Privacy Officer (section 17). We acknowledge it within 5 business days and answer in writing within 30 days. If you are not satisfied with our answer, you can contact the Commission d'accès à l'information.
13. Deleting your account
In the app. Go to Profile > Account > Delete my account.
On the web. Go to restomanager.ca/en/delete-account.
Timing and effect. Deletion takes effect after 30 days, during which you can cancel it. Your personal information is then erased or made anonymous.
What is kept. Employment records that your employer must keep by law (punches, timesheets, payroll) are kept in a limited form for the period in section 10.
14. Cookies and analytics
On restomanager.ca and restomanager.app. We use only essential cookies, needed for sign-in, security and display language. We use no advertising or audience-measurement cookies.
In the mobile app. If you turn on usage analytics in Settings > Privacy, an analytics tool measures feature usage (screens viewed) so we can improve the product. This data is not used for advertising. Crash and performance reports are sent so the app keeps working properly.
15. Commercial messages
We send you commercial messages only with your consent, in line with Canada's Anti-Spam Legislation. Every message includes an unsubscribe link. Service notices, such as security, billing or changes to our terms, are not commercial messages.
16. Changes
We post any change to this policy on this page and update the effective date. For a significant change, we notify you in the app or by email before it takes effect.
17. Contact us
Privacy Officer
Labontech inc., Lac-Beauport, Quebec
Email: confidentialite@restomanager.ca
For anything else: support@restomanager.ca