Terms of service for schools and sellers

Who these terms are for

These terms are an agreement between Meiko Technologies Ltd. (“Luncheezy”, “we”) and the school, school board, parent council or other organization that runs a lunch program on Luncheezy (“you”). The person who accepts them confirms they are allowed to do so for that organization. The staff and volunteers you invite use Luncheezy under these terms.

The data processing agreement is part of these terms. Families have their own family terms of use, and caterers have the caterer terms.

Your school’s account

• Anyone who can change the school’s banking or billing, such as admins and treasurers, uses two-step sign-in, with an authenticator app or a passkey.
• You decide who has access and with which role, keep your staff list current, and remove people when they leave. You’re responsible for what happens under your school’s accounts.
• Keep your school’s details up to date, including its legal name, mailing address and privacy officer.
• Keep at least one admin who can be reached: we send notices about your account, your plan and these terms to your admins by email.

Verification of new schools

When a school signs up on its own, Luncheezy checks that it’s real, usually within one business day. Until then, up to 10 families can join with the school code, at most 10 staff invitations can be pending, class-list imports can’t send invitations, card payments are off and paid plans can’t be bought, so families can’t pay for new lunches yet. One person can have at most 2 schools waiting for verification. We can refuse or suspend a school we can’t verify. Schools we set up ourselves start verified.

Running your lunch program

• You choose your menus, prices, order cutoffs, any late-order window and fee, your absence policy and deadline, whether families can pay by cash, cheque or e-transfer, and whether children can order for themselves.
• Prices are all-in: what families see is what they pay. Don’t add fees on top of the prices you set in Luncheezy.
• You choose who sells each lunch: your school, your parent council, or a caterer you invite. Each seller sets up its own payment account.
• Record cash, cheques and e-transfers accurately and promptly, so families’ balances stay correct.

Payments through Stripe

• Each seller has its own Stripe account and is the merchant of record for its lunches: its name is on families’ receipts and card statements. Luncheezy never holds meal money.
• Stripe verifies each seller and pays it out to its bank account. During setup, the seller accepts Stripe’s own terms (the Stripe Connected Account Agreement, which includes the Stripe Services Agreement). Stripe charges its card processing fees to the seller’s account.
• A parent council that isn’t incorporated sets up its account in the name of a volunteer. We recommend two admins, and a new account when the treasurer changes.
• Refunds go through Luncheezy, not the Stripe dashboard, so every family’s balance stays correct.
• Card disputes land on the seller’s Stripe account. Luncheezy prepares the evidence (never allergy information) and the seller decides whether to submit it. If a dispute is lost, the seller bears the amount and Stripe’s dispute fee, and we refund our fee on those lunches.
• The seller is responsible for the taxes on its meals, and chooses in Luncheezy how they’re handled.

Plans and fees

• Starter (the default, no monthly fee): 25¢ for each paid child-lunch (one child’s lunch from one seller on one date), or 10% of what the family paid by card if that’s less. There’s no fee on the part paid with credit or lunch support, or on cash, cheques and e-transfers. The fee is taken from each card payment; it is never added to the family’s price. Starter includes 1 seller, and families pay by card: taking cash, cheques or e-transfers for new lunches needs the School or Unlimited plan.
• School: $39 a month, billed September to June, or $349 a school year. It includes 8 lunch days a month (80 a year on the yearly plan), then $4 for each extra lunch day, billed after the month ends; ordering is never blocked. A lunch day is a date with at least one paid lunch. Up to 2 sellers, and no per-lunch fee on the dates it covers.
• Unlimited: $89 a month or $799 a school year, with unlimited lunch days and sellers, and priority support.
• A School or Unlimited plan covers every seller at your school, caterers included. If a plan starts after Starter fees were already charged on dates it covers, we refund those fees to the seller.
• Prices are in Canadian dollars, before taxes. Applicable taxes are added to our invoices, and to the per-lunch fee once we are registered to collect them. Each seller gets a monthly statement of our fees.

Subscriptions and billing

• Admins and treasurers buy and change plans on the Billing page, by card, or by invoice for school boards.
• Monthly plans pause in July and August unless you keep them on for a summer program; lunches in those months use Starter. A yearly plan started during the school year is charged for the months left until June.
• Upgrades start right away, prorated. Downgrades and cancellations take effect at the end of the period you paid for. Yearly plans aren’t refunded, except as our data processing agreement provides.
• If a card payment fails, your plan keeps working for 14 days while Stripe retries and your admins are told. After that, the subscription ends, the unpaid invoice is written off and your school goes back to Starter. Invoices are due in 45 days; an unpaid invoice moves your school back to Starter 30 days after its due date. Lunches never stop because of a plan payment.
• A trial of the School plan, when we offer one, lasts 30 days and ends on Starter unless you choose to keep School.
• We may change our prices. A new price never applies to a plan you already have unless we tell your admins at least 30 days ahead, and you can cancel or downgrade before it applies.

Cancellations, credits and refunds

• Families who cancel before the cutoff choose full credit or a refund to their card minus processing fees (the share of Stripe’s card fee and Luncheezy’s fee on those lunches), as the family terms describe. You choose which option is preselected.
• When you cancel a lunch, families always get the full amount back, including any late-order fee, as credit or as a refund: you choose. With a refund, Stripe’s fee stays with the seller and we refund our fee; with credit, our fee stays paid.
• Credits never expire. A family’s credit is a balance the seller owes that family, and it stays with the seller at your school.
• To stop a seller selling at your school, no lunches can be ahead. Families’ credit backed by a card payment is then refunded to their cards in full, automatically; the seller returns other credit itself, and Luncheezy tells your finance staff who is owed what.

Allergies and food safety

Keep each meal’s allergen information accurate and complete: list everything it contains or may contain, and correct it as soon as it changes. Families who ordered are told of a change and can cancel in full. Luncheezy checks orders only against what you and families enter: a meal that contains something a child is severely allergic to is blocked, other conflicts need a parent’s confirmation, and your staff can’t confirm for a parent. Children ordering for themselves only see food that’s safe for them.

You and your seller are responsible for the food: its ingredients, labelling, preparation, storage and service. Luncheezy’s checks help but can’t guarantee a meal is free of an allergen. Check allergies before handing out each lunch, and always follow your school’s allergy plan.

Your other responsibilities

• Name a privacy officer for your program: families see their contact details in the app.
• Tell families about your lunch program and how their information is used; the app shows them a notice and our privacy policy when they join.
• Import class lists and add children only when you’re allowed to, and keep them current.
• Protect what you export from Luncheezy (class lists, labels, dietary lists), share it only with people who need it, and dispose of printed copies securely.
• Follow the laws that apply to your program, including food safety, consumer protection, tax and privacy laws.

Personal information

You decide what your program needs to know about families and children, and why. We process that information on your behalf, only to run your program, under the data processing agreement, which is part of these terms. Our service providers are on the sub-processors list, and our privacy policy describes what we handle for our own purposes.

Acceptable use

• Use Luncheezy only to run school lunch programs.
• Don’t set up a school or council you aren’t allowed to represent, or collect information or payments in another organization’s name.
• Don’t upload anything unlawful or harmful, send families messages unrelated to your program, or use their information for any other purpose.
• Don’t try to reach information your role doesn’t allow, test or disrupt the service, or copy it, without our written permission.

Suspension

We can suspend access that breaks these terms, puts children or families at risk, or looks fraudulent. We tell your admins why and give you a chance to fix the problem first, unless the risk is urgent. While a school is suspended, families can’t order; lunches already paid for are either served or cancelled with the full amount back.

Leaving Luncheezy

You can stop using Luncheezy at any time: write to [email protected]. Before we close your school’s account, we work with you to settle upcoming lunches and families’ credits. We can end our service to your organization with at least 90 days’ notice, or sooner if you seriously break these terms and don’t fix it after we tell you.

Your information when you leave

• When your school’s account closes, ordering stops and your staff and families are told.
• For 90 days, your admins can still sign in to export your school’s information: reports, class lists, sales and payouts.
• After those 90 days, we delete your school’s personal information or make it anonymous, as the data processing agreement describes.
• We keep financial records (orders, payments, refunds, credits, invoices and fee statements) for 7 years, as tax law requires. Deleted information leaves our backups within 35 days.

Warranties and liability

We provide Luncheezy with reasonable care and skill, and as these terms describe. We don’t promise that it will always be available or free of errors, and we don’t make any other promise about it, to the extent the law allows.

Neither of us is responsible to the other for indirect losses, such as lost profits or lost opportunities. Our total responsibility to you for all claims in any 12 months is limited to the greater of the fees you paid us in those 12 months and CAD 500. These limits don’t apply to losses caused by gross negligence or intentional misconduct, to refunds we owe you, or where the law doesn’t allow them.

You are responsible for claims that arise from your food, your menus and allergen information, and what you upload; we are responsible for claims that Luncheezy itself infringes someone else’s rights, each to the extent the law that applies to us allows. Neither of us is responsible for delays caused by events outside our reasonable control.

Governing law and disputes

These terms are governed by the laws of British Columbia and the federal laws of Canada that apply there, and the courts of British Columbia decide any dispute, unless a law that applies to your organization says otherwise. Before going to court, write to us and we’ll try in good faith to settle the problem within 30 days.

Changes to these terms

The version and date at the top of this page tell you which terms apply. If we change them in a way that matters, we tell your admins by email at least 30 days before the change takes effect, and an admin accepts the new version in the app. If you don’t agree, you can leave before it takes effect. We may make small changes that don’t matter (such as a typo or our address) without notice.

General

These terms, the data processing agreement and the prices on our pricing page are the whole agreement between us about Luncheezy. If part of them can’t be enforced, the rest still applies. We may transfer this agreement to a company that takes over Luncheezy, and will tell you if we do. The English and French versions are equally valid; in Quebec, they’re presented in French first.

Contact

Questions about these terms: [email protected]. Help with your account: [email protected]. Privacy: [email protected]. By mail: Meiko Technologies Ltd., 4648 Lakelse Avenue, Terrace, BC V8G 1R2, Canada.