Privacy Policy

1. Introduction

This Privacy Policy describes how we collect, use, share, and protect information when you use our Service that provides crediting documentation and meal pattern compliance information for K12 school nutrition programs (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

 

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us, including:

• Account Information: Name, email address, phone number, job title, school district or organization name, billing address
• Payment Information: Credit card details, billing information (processed through third-party payment processors)
• Profile Information: Dietary preferences, program types, grade levels served, student population size
• Communication Data: Email correspondence, support tickets, feedback, and survey responses

2.2 Automatically Collected Information

When you access the Service, we automatically collect:

• Usage Data: Pages viewed, features accessed, documents downloaded, search queries, time spent on the Service, click patterns
• Device Information: IP address, browser type, operating system, device type, unique device identifiers
• Location Data: General geographic location based on IP address (city/state level)
• Cookies and Tracking Technologies: Session data, preferences, authentication tokens

2.3 School Nutrition Program Data

We collect information about your meal programs, including:

• Products you search for or view
• Menu planning data you enter or upload
• Nutritional analysis requests
• Compliance documentation accessed
• Product preferences and favorites
• Procurement patterns and purchasing data

 

3. How We Use Your Information

3.1 To Provide and Improve the Service

We use your information to:

• Create and manage your account
• Process payments and subscriptions
• Provide customer support
• Send service-related communications
• Improve and optimize the Service
• Develop new features and functionality
• Conduct research and analysis

3.2 Marketing and Communications

We may use your information to:

• Send promotional emails about new products, features, or services (you may opt out)
• Provide personalized recommendations
• Conduct surveys and request feedback
• Announce product updates and industry news

3.3 Analytics and Business Intelligence

We use your information to:

• Analyze usage patterns and trends
• Understand how school districts use our Service
• Identify popular products and emerging trends in school nutrition
• Generate reports and insights about the industry

 

4. Data Aggregation, Anonymization, and Commercial Use

4.1 Aggregated and Anonymized Data

We collect, aggregate, anonymize, and use data derived from your use of the Service for commercial purposes, including sale to third parties. This includes:

• Product Trends: Which products are most commonly searched, viewed, or downloaded by school districts
• Menu Patterns: Aggregated menu planning data showing seasonal trends, regional preferences, and program types
• Compliance Trends: Which compliance standards are most frequently referenced
• Geographic Patterns: Regional variations in product usage and preferences (at state/regional level, not individual district level)
• Usage Statistics: How school nutrition professionals interact with different features and content
• Procurement Insights: Aggregated data about product categories, vendors, and purchasing patterns

4.2 Anonymization Process

When we aggregate and anonymize data:

• Individual identifiers are removed: Your name, school district name, and other personally identifiable information are stripped from the data
• Data is combined: Information from multiple users is combined so that individual users cannot be identified
• Statistical aggregation: Data is presented in statistical form (e.g., "35% of school districts in the Midwest searched for gluten-free products in Q4")
• Minimum thresholds: We only report aggregated data where there are sufficient users to prevent re-identification

4.3 Commercial Use of Aggregated Data

We may use aggregated and anonymized data to:

• Sell market research reports to food manufacturers, distributors, and industry organizations showing trends in school nutrition
• Provide industry insights to manufacturers about which products are in demand
• License data to third parties for market analysis and product development
• Create benchmarking tools showing how different regions or program types compare
• Publish white papers and research about trends in school nutrition programs

Important: Aggregated and anonymized data cannot be used to identify you or your school district. It contains no personally identifiable information.

4.4 Examples of Aggregated Data Use

Examples of how we might use or sell aggregated data include:

• Reporting to a manufacturer that "40% of school districts accessing whole grain bread specifications serve populations over 5,000 students"
• Selling a report showing regional variations in plant-based protein adoption
• Providing trend data showing seasonal patterns in fresh fruit procurement
• Creating industry benchmarks for Smart Snacks compliance across different states

4.5 Your Rights Regarding Aggregated Data

You cannot opt out of our collection and use of aggregated, anonymized data. Once data is properly anonymized and aggregated, it is no longer considered personal information and is not subject to individual privacy rights. This practice is standard in the industry and essential to our business model.

 

5. How We Share Your Personal Information

5.1 We Do Not Sell Personal Information

We do NOT sell your personal information (name, email, school district name, individual usage data) to third parties. We only sell aggregated and anonymized data as described in Section 4.

5.2 Service Providers

We share personal information with trusted third-party service providers who perform services on our behalf:

• Payment processors for billing and subscription management
• Email service providers for communications
• Cloud hosting providers for data storage and infrastructure
• Analytics providers for usage analysis
• Customer support tools for ticket management

These providers are contractually obligated to protect your information and may only use it to provide services to us.

5.3 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. You will be notified of any such change.

5.4 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or subpoenas
• Government investigations
• Legal processes
• Protection of our rights, property, or safety
• Emergency situations involving safety

5.5 With Your Consent

We may share your personal information with third parties when you explicitly consent to such sharing.

 

6. Data Retention

6.1 Account Data

We retain your account information and personal data for as long as your account is active or as needed to provide you services.

6.2 After Account Closure

After you close your account:

• Personal information is deleted or anonymized within 90 days (unless we are required to retain it for legal, tax, or audit purposes)
• Aggregated and anonymized data derived from your use continues to be retained and used indefinitely, as it no longer contains personal information

6.3 Legal Retention

We may retain certain information longer if required by:

• Legal obligations (e.g., tax records for 7 years)
• Dispute resolution
• Enforcement of our agreements
• Regulatory compliance

 

7. Data Security

We implement reasonable security measures to protect your information:

• Encryption: Data in transit is encrypted using SSL/TLS
• Access controls: Limited employee access to personal information
• Secure infrastructure: Industry-standard hosting and security practices
• Monitoring: Regular security assessments and monitoring

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

 

8. Your Rights and Choices

8.1 Access and Correction

You have the right to:

• Access your personal information
• Correct inaccurate information
• Update your account details

You can access and modify most information through your account settings.

8.2 Data Portability

You may request a copy of your personal information in a commonly used format.

8.3 Deletion

You may request deletion of your personal information by closing your account. Note that:

• Deletion requests are subject to legal retention requirements
• Aggregated, anonymized data derived from your use will be retained
• Some information may be retained in backup systems for a limited time

8.4 Marketing Opt-Out

You may opt out of marketing emails by:

• Clicking "unsubscribe" in any marketing email
• Adjusting your email preferences in account settings
• Contacting us directly

You cannot opt out of service-related communications (e.g., billing notices, security alerts).

8.5 Cookies and Tracking

You can control cookies through your browser settings. Note that disabling cookies may limit your ability to use certain features of the Service.

 

9. State Privacy Rights

9.1 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to Know: What personal information we collect, use, and share
• Right to Delete: Request deletion of your personal information (subject to exceptions)
• Right to Opt Out: While we do not sell personal information, you have the right to opt out if our practices change
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

Important: These rights do not apply to aggregated, anonymized data that cannot identify you.

To exercise these rights, contact us at privacy@mealpatternpro.com

9.2 Other State Rights

Residents of other states (including Virginia, Colorado, Connecticut, and others with comprehensive privacy laws) may have similar rights. Contact us to exercise any applicable rights.

 

10. Children's Privacy

Our Service is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

Note: Our Service is designed for school nutrition professionals (adults), not for students.

 

11. International Users

Our Service is operated in the United States. If you are accessing from outside the U.S.:

• Your information will be transferred to and processed in the United States
• The U.S. may have different data protection laws than your country
• By using the Service, you consent to the transfer and processing of your information in the U.S.

 

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

 

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted to the Service with an updated "Last Updated" date. Material changes will be communicated via:

• Email notification to registered users
• Prominent notice on the Service
• In-app notification

Continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

 

14. Do Not Track Signals

Our Service does not currently respond to "Do Not Track" browser signals, as there is no industry standard for compliance.

 

15. Data Controller

For the purposes of data protection laws, Meal Pattern Pro is the data controller responsible for your personal information.

 

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Meal Pattern Pro

3815 River Crossing Parkway, Suite 100

Indianapolis, IN 46240

Email: privacy@mealpatternpro.com

For California residents exercising CCPA rights, please use the email address above and include "CCPA Request" in the subject line.

 

Summary of Key Points

What We Collect:

• Personal information (name, email, organization)
• Usage data (what you view, search, download)
• School nutrition program data (menu planning, product preferences)

How We Use It:

• To provide the Service to you
• To improve our platform
• To create aggregated, anonymized data for commercial use

Aggregated Data:

• We aggregate and anonymize your usage data
• This anonymized data is used for market research and sold to third parties
• Anonymized data cannot identify you or your school district
• You cannot opt out of aggregated data collection

Personal Information:

• We do NOT sell your personal information
• Your name, email, and school district identity remain private
• Only aggregated trends and statistics are shared commercially

Your Rights:

• Access and correct your information
• Delete your account and personal data
• Opt out of marketing emails
• Request a copy of your data

Questions? Contact us at privacy@mealpatternpro.com