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Smart Café Solution Privacy Policy

Last Updated: June 19, 2025

Introduction​

Smart Café Solution ("we," "our," or "us") is committed to protecting the privacy and security of all users of our school café management platform. This Privacy Policy explains how we collect, use, store, and protect information when you use our services, including our mobile application and web platform.

Information We Collect​

Student Information​

We collect limited information about students to facilitate café operations:

  • Student ID or Username: School-assigned identifier for account access
  • Grade Level: To provide age-appropriate menu options and portion sizes
  • Dietary Restrictions/Allergies: To ensure safe meal preparation and recommendations
  • Purchase History: Transaction records for meal purchases and account management

Parent/Guardian Information​

We collect the following information from parents or guardians:

  • Contact Information: Name, email address, and phone number for account management
  • Payment Information: Credit card or bank account details for wallet funding (processed securely through third-party payment processors)
  • Account Preferences: Spending limits, notification preferences, and meal preferences for their child

School Staff and Administrator Information​

For authorized school personnel:

  • Professional Information: Name, role, school affiliation, and contact details
  • Login Credentials: Secure authentication information for system access
  • Usage Data: System interaction logs for security and improvement purposes

Automatically Collected Information​

Our system automatically collects:

  • Device Information: Device type, operating system, and app version
  • Usage Analytics: Features used, time spent in app, and interaction patterns
  • Location Data: General location for service delivery (school premises only)
  • Technical Data: IP addresses, browser type, and connection information

How We Use Information​

We use collected information for the following purposes:

Service Provision​

  • Process meal orders and payments
  • Manage digital wallet balances and transactions
  • Provide real-time order status updates
  • Facilitate pickup and delivery coordination

Account Management​

  • Create and maintain user accounts
  • Authenticate users and prevent unauthorized access
  • Send transaction confirmations and receipts
  • Provide customer support

Safety and Compliance​

  • Accommodate dietary restrictions and allergies
  • Comply with school nutrition standards
  • Maintain food safety protocols
  • Generate required reports for school administration

Improvement and Analytics​

  • Analyze usage patterns to improve service quality
  • Optimize menu offerings based on preferences
  • Enhance user interface and experience
  • Troubleshoot technical issues

Information Sharing and Disclosure​

We do not sell, rent, or trade personal information. We may share information in the following circumstances:

With School Partners​

  • Share necessary information with participating schools for service delivery
  • Provide reports on café operations and student nutrition programs
  • Coordinate with school administration for policy compliance

With Service Providers​

  • Payment processors for secure transaction handling
  • Cloud hosting providers for data storage and system operation
  • Analytics services for app improvement (with data anonymization)
  • Customer support tools for help desk operations
  • Comply with applicable laws, regulations, or legal processes
  • Protect the rights, property, or safety of users, schools, or the public
  • Respond to lawful requests from government authorities

Data Security​

We implement comprehensive security measures to protect your information:

Technical Safeguards​

  • Encryption: All data is encrypted in transit and at rest using industry-standard protocols
  • Secure Servers: Data is stored on secure, monitored servers with restricted access
  • Authentication: Multi-factor authentication for administrative accounts
  • Regular Updates: System security patches and updates are applied promptly

Operational Safeguards​

  • Access Controls: Limited access to personal information on a need-to-know basis
  • Employee Training: Staff receive regular privacy and security training
  • Incident Response: Procedures in place for potential security incidents
  • Regular Audits: Periodic security assessments and compliance reviews

Payment Security​

  • PCI Compliance: Payment processing meets Payment Card Industry standards
  • Tokenization: Credit card information is tokenized and not stored directly
  • Fraud Detection: Monitoring systems to detect suspicious payment activity

Parental Rights and Control​

For Student Accounts​

Parents and guardians have the right to:

  1. Access: Review their child's account information and transaction history
  2. Control: Set spending limits and meal preferences
  3. Update: Modify contact information and payment methods
  4. Delete: Request deletion of their child's account and associated data
  5. Restrict: Limit certain features or disable the account temporarily

Communication Preferences​

Parents can choose to receive:

  • Transaction notifications and receipts
  • Low balance alerts and funding reminders
  • Menu updates and special announcements
  • Account security notifications

Student Privacy Protection​

FERPA Compliance​

We align our practices with the Family Educational Rights and Privacy Act (FERPA):

  • Transaction records are treated as education records when applicable
  • We do not disclose student information without proper authorization
  • Schools maintain control over student data and access rights
  • Parents can review and request corrections to their child's information

Age-Appropriate Features​

  • Interface designed for easy use by students of all ages
  • Spending controls to prevent excessive purchases
  • Healthy meal recommendations based on nutritional guidelines
  • Clear pricing and transaction information

Data Retention​

Retention Periods​

  • Active Accounts: Data retained while account is active and for legitimate business purposes
  • Transaction Records: Maintained for accounting and compliance purposes (typically 7 years)
  • Inactive Accounts: Data purged after 2 years of inactivity
  • Marketing Data: Removed upon opt-out or account deletion

Deletion Process​

When accounts are deleted:

  • Personal identifying information is removed from active systems
  • Transaction records may be retained in anonymized form for compliance
  • Backup data is purged according to our retention schedule

Your Rights and Choices​

Access and Portability​

  • Request copies of your personal information
  • Obtain data in a commonly used, machine-readable format
  • Transfer data to another service provider where technically feasible

Correction and Updates​

  • Update account information and preferences at any time
  • Correct inaccurate or incomplete information
  • Modify communication preferences

Deletion and Restriction​

  • Request deletion of accounts and associated personal data
  • Restrict processing of information for specific purposes
  • Object to certain uses of information

Changes to This Privacy Policy​

We may update this Privacy Policy periodically to reflect:

  • Changes in our services or business practices
  • New legal requirements or regulatory guidance
  • Improvements in privacy protection measures
  • User feedback and industry best practices

When we make material changes:

  • We will update the "Last Updated" date
  • Users will be notified through the app or email
  • Continued use constitutes acceptance of the updated policy

Contact Information​

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices:

Email: privacy@certifysphere.com
Support: support@certifysphere.com
Website: https://certifysphere.com
Company: Certifysphere Solutions LLC

Data Protection Officer​

For specific privacy inquiries or to exercise your rights: Email: dpo@certifysphere.com

Additional Information​

State Privacy Laws​

California Consumer Privacy Act (CCPA)​

California residents have additional rights including:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising privacy rights

Other State Laws​

We comply with applicable state privacy laws including those in Virginia, Colorado, and Connecticut. Contact us for information about specific state law protections.

International Users​

While Smart Café Solution primarily serves schools in the United States:

  • We may process data of international students attending U.S. schools
  • International data transfers are protected by appropriate safeguards
  • Users outside the U.S. can contact us regarding local privacy law compliance

School-Specific Policies​

Individual schools may have additional privacy policies that apply to:

  • Student data collected through school systems
  • Integration with existing school information systems
  • Reporting requirements to school districts or education authorities

We work with each school partner to ensure compliance with their specific privacy requirements and policies.

Effective Date: June 19, 2025
Next Review: December 19, 2025

For the most current version of this Privacy Policy, visit: https://certifysphere.com/products/smart-cafe-privacy-policy