Privacy, Terms, and Refunds

1General Provisions

This Privacy Policy describes how MealSync collects, uses, stores, and protects personal data of users of the MealSync mobile application and the website mealsync.online.

By using our app or website, you agree to the terms of this Policy. If you do not agree, please stop using our services.

2Who We Are

MealSync is a school meal management platform that connects administrators, kitchen staff, and parents in one digital workflow.

The controller of personal data is the MealSync platform development team. For data protection inquiries, contact us at oleksandr@mealsync.online.

3What Data We Collect

We collect the following categories of personal data:

Account data

• First and last name
• Email address
• Authentication credentials handled by the secure authentication service
• Profile photo (if provided)

Organizational data

• Organization / educational institution name
• Role in the system (administrator, parent, kitchen staff, etc.)
• Linked institutions and classes

Ordering and meal data

• Meal selections and weekly orders
• Dietary preferences and allergens (if provided)
• Order history records

Technical data

• IP address and device type
• Operating system and app version
• Firebase Cloud Messaging push notification tokens
• Error logs and usage analytics (aggregated, anonymized)

4How We Use Data

The collected data is used only for the following purposes:

• Account registration and authentication
• Providing core platform functions: menu, orders, and reporting
• Role-based access to different areas of the system
• Sending push notifications about orders and menu updates
• Technical support and bug fixes
• Improving service quality based on aggregated statistics
• Complying with legal obligations

We do not use your data for third-party advertising and do not sell it.

5Legal Basis for Processing

Personal data is processed based on:

• Performance of a contract — processing is necessary to provide services requested by the user.
• Legitimate interest — to ensure system security and improve service quality.
• Consent — for sending optional notifications (you can withdraw consent at any time in settings).
• Legal obligation — to comply with applicable laws.

6Sharing Data with Third Parties

We use trusted infrastructure and service providers. Your data may be shared only with the following categories of recipients:

• Amazon Web Services (AWS) (including Amazon S3 and Amazon SES) — cloud infrastructure for file storage and service communications.
• Organization administrators — authorized representatives of your educational institution have access to data related to student meals within their organization.
• Technical support — our specialists may have limited access to data strictly for resolving technical issues.

Transfers of data outside your country are performed with appropriate safeguards (EU Standard Contractual Clauses or equivalent protection mechanisms).

7Storage and Security

Personal data is stored for the entire period of account activity and for up to 24 months after account deletion or final termination of service use, unless a longer period is required by law.

We apply the following security measures:

• Encryption in transit via HTTPS/TLS
• User authentication via a secure authentication service
• Role-based access control in the app and backend
• Backend and infrastructure security policies to restrict data access
• Technical logging and service stability monitoring

8Your Rights

Under applicable data protection laws, you have the right to:

• Access — obtain a copy of your personal data
• Rectification — correct inaccurate or outdated data
• Erasure — request deletion of your data ("right to be forgotten")
• Restriction — limit processing of your data in certain cases
• Objection — object to processing based on legitimate interest
• Portability — receive data in a structured format
• Withdraw consent — revoke any previously given consent

To exercise any of these rights, send a request to oleksandr@mealsync.online. We will respond within 30 days.

9Children's Data

MealSync is a platform for organizations. Personal data of students (typically minors) is processed only in the context of school meal operations and only when the relevant organization (educational institution) has proper legal basis and parental/guardian consent in accordance with applicable laws.

We do not collect children's data directly. All such data is entered by authorized adults (parents or administrators).

10Cookies and Local Storage

Our website uses a minimal amount of cookies and local storage technologies solely to:

• Remember language settings (mealsync-language)
• Ensure basic form functionality

We do not use third-party analytics or advertising cookies. The mobile app does not use cookies; secure local device storage is used for app settings.

11Policy Updates

We reserve the right to update this Privacy Policy. In the case of material changes, we will notify you via in-app push notification or email at least 14 days before changes take effect.

The current version of the Policy is always available on this page. The date of the latest update is shown at the top of the document.

12Contact Information

For any questions about this Policy or the processing of your personal data, contact us:

13Terms and Conditions

These Terms and Conditions define payment and usage rules for a MealSync system subscription through the website and mobile app.

• Service scope. MealSync provides digital access to the MealSync software system under a subscription (SaaS) model.
• Subscription activation. Access to paid features starts after successful payment and account activation. Access duration depends on the selected plan and billing period.
• Payment methods. Payments may be made by Visa/Mastercard cards via certified payment providers and/or by non-cash invoice transfer for B2B clients (where applicable).
• Renewal and cancellation. Subscription renews according to the selected billing period (monthly/yearly or another period defined in the commercial offer). Users may cancel further renewal, and access then ends after the already-paid period.
• Service delivery terms. MealSync provides digital software access only. Meal payments, food delivery, or other offline services are outside the scope of this subscription.
• Responsibilities. Users are responsible for accurate input data, while the service is responsible for technical availability within the support SLA.

14Refund Policy

We provide a transparent refund process for MealSync subscription payments in line with service terms and applicable law.

• Refund grounds. Refunds may apply in cases of technical charge errors, duplicate charges, or failure to provide paid subscription access.
• Subscription cancellation. Canceling further renewal stops future charges, while the already-paid access period normally remains active until its end date.
• How to request a refund. Send a request to oleksandr@mealsync.onlinewith payment/invoice ID, date, amount, account email, and refund reason.
• Review period. Refund requests are reviewed within up to 3 business days.
• Funds return timeline. After approval, funds are typically returned within 3-10 banking days (depending on bank and payment provider).
• When refunds do not apply. If a specific subscription plan or already-provided access period is non-refundable, users are informed before payment is completed.

15Merchant Contact Details

Merchant registration and contact details: