Privacy policy

Who we are

Food Service 4 U operates this portal (portal.foodservice4u.org) for its partner sponsors of the Child and Adult Care Food Program (CACFP) and for its kitchen and delivery operations. This policy explains what information the portal keeps, why, and who can see it.

What the portal keeps

About people who sign in: name, email, phone number and job details an administrator adds, your role at each sponsor, and when you sign in.

About sites and the program: site details and contacts, meal counts and orders, menus, monitoring reviews, trainings and staff rosters, site documents, claims, transport records and the change history of these records.

About deliveries and vehicles: when a driver checks in at a site, the time and the phone's location at that moment (only when the driver taps "I've arrived"), delivery photos, who received the meals, and weekly vehicle checks with photos of the van.

About purchasing and the kitchen: vendor invoices and receipts, catalog prices, shopping lists, stock counts and kitchen sign-offs.

About devices: if you turn on phone notifications, the browser's notification address for that device. The portal uses cookies only to keep you signed in and remember your choices (for example, which sponsor you're working in) — no advertising or tracking cookies.

Why we use it

To run the CACFP and our food service: record and claim meals, keep the records program rules require, plan menus, prepare and deliver meals, train and monitor sites, and keep our vans and kitchen in order. We don't sell information, and we don't use it for advertising.

Who can see it

Staff see only what their role needs, and only for the sponsors they work with. Drivers and kitchen staff see only their own routes and kitchen tasks.

The state agency (California Department of Social Services) and the USDA may review program records, as the law requires.

Service providers that run parts of the portal for us, only to provide that service: hosting and database (Supabase, Vercel), email (Resend), backups (Microsoft OneDrive), and Anthropic's Claude, which reads uploaded invoices and answers How-to questions. They may not use the information for anything else.

How long we keep it

Program records are kept at least as long as CACFP rules require (generally three years after the end of the fiscal year they belong to, longer if there's an open review or audit). Records are never erased in the portal; they're kept with their history. Sign-in accounts can be switched off when someone leaves.

Keeping it safe

The portal uses secure (encrypted) connections, role-based access, a log of every change, and regular backups. No system is perfectly secure; if we learn of a breach affecting your information, we'll tell you as required by law.

Children

The portal is for program and kitchen staff. It isn't meant to be used by children and doesn't ask children for information.

Your choices

You can ask an administrator to correct your details, turn phone notifications off on any device, and ask us what information we hold about you.

Questions

Email info@foodservice4u.org. If we change this policy, we'll update the date below.