CaterTrax | Privacy Policy

Privacy Policies

Introduction

We understand you are trusting us with your CaterTrax data, and we take that responsibility seriously.

Please view our privacy policies below. If you have any questions or concerns, contact us at 1-800-975-8729 or support@catertrax.com.

CaterTrax Privacy Statement

PRIVACY STATEMENT

As the end user of the CaterTrax system (“You” or “Your”), CaterTrax Inc. (“CaterTrax”) recognizes the importance of protecting Your privacy. CaterTrax adheres to the policies and practices described in this Privacy Statement for the treatment, use, and protection of the information provided to us by visitors to this web site (the “Site”). Please take a minute to read this Privacy Statement so that You can better understand CaterTrax’s privacy practices with respect to this Site. When You use this Site or do business through this Site, You are giving CaterTrax permission to process Your Personally Identifiable Information as described below and You accept this Privacy Statement.

PERSONALLY IDENTIFIABLE INFORMATION
Personally identifiable information is information that allows You to be identified or contacted individually. We may collect personally identifiable information You provide when You place an order, send us an e-mail, contact us via phone, or otherwise contact us through the Site. This information may include:

Your full name
Your e-mail address
Your phone number(s)
Your mailing address
Your computer’s Internet Protocol (IP) address
Other personal or preference information You provide to us
Information You submit about other people, for example, the name and address of an order recipient

CATERTRAX DOES NOT SELL OR SHARE YOUR PERSONAL INFORMATION.

EU GDPR Fair Processing Notice and UK GDPR Right to be Informed (Below)

California Consumer Privacy Notice (Below)

USE OF PERSONALLY IDENTIFIABLE INFORMATION

We use personal information as described above to operate, administer and improve the Site, deliver the services or carry out the transactions You have requested, improve our services, provide You with more effective customer service, perform research and analysis aimed at improving our services, satisfy our legitimate business interests (including performing trend analysis and market studies), accomplish the billing function, display content related to Your services that is customized to Your interests and selected preferences, and comply with government regulations. We also use personal information about You to communicate with You about the Site, transactions with You, and additional products and services You may find of value.

INFORMATION SHARING AND DISCLOSURE
We may disclose personal information about You to any of our affiliated companies for the purposes described above. CaterTrax and its affiliated companies will not disclose personal information covered by this Privacy Statement to others except to provide products or services You have requested, or to sub-contractors or suppliers who assist us by providing services related to Your use of the Site and CaterTrax’s business, including, but not limited to, food services, payment card processing, e-mail distribution, website and data management, information technology and office services, and legal, accounting, audit and other professional services. We may partner with other suppliers to provide certain related services as selected by the user through the CaterTrax application portal. These subcontractors and suppliers are only provided with the information necessary to perform their services and are only permitted to use such information for the provision of such services. We may also aggregate general statistics that we gather about visitors, sales, traffic patterns, and services and provide these statistics to such suppliers; however, when we do, these statistics will not include any personal information that identifies individuals.

COMPLIANCE WITH LAW AND LEGAL REQUESTS

CaterTrax may disclose personal information about You as required by law. In addition, CaterTrax may disclose personal information about You in the unlikely event CaterTrax deems release necessary to protect CaterTrax legal rights or to protect the personal safety of users of the Site or members of the public.

AGGREGATED INFORMATION AND CLICK-STREAM DATA

CaterTrax may anonymize personal information about You by cleansing it of any information which might allow You to be identified or contacted and combine this non-personal information with that of other visitors to the Site. CaterTrax may use this non-personal information for internal business purposes, such as analysis and planning by CaterTrax’s marketing and customer service departments.

In addition, when You visit the Site, as with many other web sites, certain information is automatically logged about Your visit. This information may include Your computer, networks, or Internet Service Provider’s Internet Protocol (IP) address, which is the number assigned to Your computer, network, or Internet Service Provider whenever it is connected to the Internet, Your operating system, screen settings, web browser software, and referring web site.

The Site uses first party "cookies" for non-sensitive data to help personalize Your online experience. A cookie is a small text file that is placed on Your hard disk by a web page server. Cookies contain information that can later be read by a Web server in the domain that issued the cookie to You. The Site uses cookies to store Your preferences and other information on Your computer for Security Purposes and to save You time by eliminating the need repeatedly to enter the same information and to display Your personalized content on Your later visits to the Site.

You can accept or decline cookies. Most Web browsers automatically accept cookies, but You can usually modify Your browser setting to decline cookies if You prefer. If You choose to decline cookies, You may not be able to sign in or use other interactive features of the Site that depend on cookies.

CHANGES TO THE CATERTRAX PRIVACY STATEMENT

By using the Site, You consent to the practices described in this Privacy Statement. CaterTrax reserves the right to amend or modify this CaterTrax Privacy Statement from time to time. Continued use of this Site signifies Your assent to any changes.

If You have any questions regarding this Privacy Statement or any of the practices described in this Privacy Statement, You can contact us as follows:

CaterTrax Legal Department
274 North Goodman Street
Suite 500
Rochester, NY 14607
E-mail: legal@catertrax.com
Office: 800-975-TRAX

SECURITY

CaterTrax treats Your information as an asset that must be protected against loss and unauthorized access. We employ information security techniques to appropriately protect confidential information from unauthorized access by visitors inside and outside CaterTrax. During order processing Your information will be securely managed in an area where we ask You for such information as name, address, and credit card number. We work to protect the security of Your information during transmission by using industry standard encryption techniques and industry best practices. These include, but are not limited to SSL (Secure Sockets Layer) Certificates and TLS, which encrypts information You input. As outlined above, CaterTrax will adopt reasonable measures necessary to protect the security of personally identifiable information.

Notwithstanding our efforts to protect Your information, no security system is completely impenetrable, so we cannot guarantee the absolute security of our systems, nor can we guarantee that information You supply to us will not be intercepted while in transit to us over the Internet. While CaterTrax maintains a progressive security posture and routinely reviews and improves security posture, CaterTrax is not responsible for unauthorized access to such information by hackers or others who have obtained such access through illegal measures. CaterTrax is not responsible for the security of the computers used to access CaterTrax services.

LINKED INTERNET SITES

CaterTrax may provide links to external sites as a convenience to visitors to the Site. The inclusion of any link does not imply CaterTrax’s endorsement of such external website, or the products and services offered at such site CaterTrax is not responsible for the privacy practices or the content of such web sites. Please note that if You link to a third-party site from this Site, any information You reveal on that site is NOT subject to the CaterTrax Privacy Statement. Therefore, You should consult the Privacy Statement of each site that You visit.

CHILDREN

This Site is not directed towards children. If You are under 18, You may use the Site only with a parent or guardian. We do not knowingly collect personally identifiable information from children under the age of 13. If a child has provided personally identifiable information through the Site, we ask that a parent or guardian call contact us, and we will delete the information about the child from our files.

EU GDPR Fair Processing Notice

EU GDPR FAIR PROCESSING NOTICE
The Personal Data CaterTrax Inc. (“CaterTrax”) collects from an end user of the CaterTrax system will be used by CaterTrax’s and CaterTrax customers who have a contract with CaterTrax to use its software application (in each case (“You” or “Your”). These customers are typically foodservice providers who manage the end-to-end experience for catering, take-out, and other food-related inventory management of products and services. The CaterTrax system includes an online ordering interface and a catering administration daily operational management interface. This EU GDPR Fair Processing Notice and/or the UK GDPR Right to be Informed supplements the information contained in CaterTrax’s Privacy Statement and applies solely to all visitors, users, and user customers who reside in the European Union and the United Kingdom.

WHAT IS PERSONAL DATA?
Under such applicable General Data Protection Regulation (“ GDPR”): Personal Data is defined as “any information relating to an identified or identifiable natural person (“Data Subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”

CaterTrax DOES NOT collect any Special Categories of Personal Data

Certain data is classified under the GDPR as special categories and for purposes of this statement are:

Racial

Ethnic origin

Political Opinions

Religious Beliefs

Trade-union membership

Genetic Data

Biometric Data

Health Data

Data concerning a natural person’s sex life

Sexual orientation

Other

WHY DOES CATERTRAX NEED TO COLLECT AND STORE PERSONAL DATA?

In order for CaterTrax to provide You with an end-to-end experience for catering, take-out, and other food-related products and service, CaterTrax needs to collect Personal Data. This data is the minimum needed to place a catering, take-out, or other hospitality related order. You create an account with basic information such as name and email and then select from a menu of offerings to create a catered event or to order a personal meal or other ancillary food or pre-packaged food item for pick-up or delivery. The CaterTrax system provides a user interface to manage the details and changes to that order.

The Personal Data CaterTrax may collect includes:

Your full name

Your e-mail address

Your phone number(s)

Your mailing address

Your computer’s Internet Protocol (IP) address

Your cost center number

Your order information

Other personal or preference information You provide to us

Information You submit about other people, for example, the name and address of an order recipient

CATERTRAX DOES NOT SELL OR SHARE YOUR PERSONAL INFORMATION

USING YOUR PERSONAL DATA

CaterTrax will use the information You provide for the following purposes:

To provide You with hospitality related ordering information, products, or services that You request from us

Managing the details and changes to orders all the way up to and including order fulfillment

To provide You notices about Your account

To notify You about changes to our Site or any products or services we offer or provide though it

To administer our Site, including by monitoring and analyzing our Site traffic and usage patterns

For any other purpose with Your consent

When we process information on behalf of a Customer (for example, to enable ordering, fulfillment, and administration), the Customer typically determines the purposes and means of processing, and CaterTrax processes that information as a processor, as described in the Customer’s contract and any applicable Data Processing Agreement. ) In any event, CaterTrax is committed to ensuring that the information it collects and uses is appropriate for this purpose and does not constitute an invasion of Your privacy. CaterTrax may pass Your Personal Data on to its subcontractors and underlying service providers who are contracted by CaterTrax (“Sub processors”) in the course of dealing with You. Those Sub processors are obliged to keep Your details secure and use them only to fulfill the service they provide You on our behalf. Once Your service need has been satisfied or the case has been closed, they will dispose of the details in accordance with CaterTrax’s procedures.

DISCLOSURE OF SUB PROCESSORS

CaterTrax will process – that means collect, store and use – the information You provide in a manner that is compatible with the applicable GDPR. CaterTrax will endeavor to keep Your information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information must be kept, but in most cases CaterTrax will use its discretion to ensure that it does not keep records outside of our normal business requirements.

Our aim is not to be intrusive, and CaterTrax undertakes not to ask irrelevant or unnecessary questions. Moreover, the information You provide will be subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure.

LAWFUL BASIS TO PROCESS YOUR PERSONAL DATA

We rely on one or more of the following legal bases, as applicable:

Performance of a contract (e.g., providing Portal functionality and services requested through the Portal or responding to Your request for information).

Legitimate interests (e.g., operating, securing, and improving our services; preventing fraud; and managing our business relationship), where our interests are not overridden by Your rights.

Compliance with a legal obligation.

Consent, where required (for example, for certain optional cookies).

By utilizing the CaterTrax system, You are giving CaterTrax permission to perform those actions and to process Your Personal Data as described above. You may file a complaint, request access to or deletion of Your data here or by calling 1-800-975-TRAX.

As a result of Your request, You will be given a form to complete which will provide CaterTrax with Your withdrawal consent to process data per the applicable GDPR. We cannot respond to Your request or provide You with Personal Data if we cannot verify Your identity or authority to make the request and confirm the Personal Data relates to You. We will only use Personal Data provided in a verifiable request to verify the requestor’s identity or authority to make the request.

We endeavor to respond to a verifiable request within thirty (30) days of its receipt. If we require more time (up to 60 days), we will inform You of the reason and extension period in writing.

CHANGES TO OUR FAIR PROCESSING NOTIC, UK GDPR RIGHT TO BE INFORMED, PRIVACY STATEMENT

We reserve the right to amend this privacy notice, statement, or policy at our discretion and at any time. When we make changes to this privacy notice, privacy statement, or policy, we will post the updated notice on the Website and update the notice’s effective date. Your continued use of our system following the posting of changes constitutes Your acceptance of such changes.

CaterTrax AI Use Policy

Cookie Use Policy

California Consumer Privacy Act

CALIFORNIA CONSUMER PRIVACY NOTICE

The Personal Information CaterTrax Inc. (“CaterTrax”) collects from an end user of the CaterTrax system will be used by CaterTrax’s customer who have a contract with CaterTrax to use its software application (in each case “You” or “Your”). These customers are typically foodservice providers who manage the end-to-end experience for catering, take-out, and other food-related inventory management of products and services. The CaterTrax system includes an online ordering interface and a catering administration daily operational management interface. This California Consumer Privacy Notice supplements the information contained in CaterTrax’s Privacy Statement and applies solely to all visitors, users, and user customers who reside in California.

WHAT IS PERSONAL INFORMATION

Under the California Consumer Privacy Act as amended by California Privacy Rights Act (“CCPA as amended by CPRA”), Personal Information means “information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.” This includes, among other information, Your name, email, payment card information, identification number, and certain data received from tracking technologies.

WHY DOES CATERTRAX NEED TO COLLECT AND STORE PERSONAL INFORMATIO

In order for CaterTrax to provide You with an end-to-end experience for catering, take-out, and other food-related products and service, CaterTrax needs to collect Personal Information. This information is the minimum needed to place a catering, take-out, or other hospitality related order. In order to use our services, You must create an account with basic information such as name and email and then select from a menu of offerings to create a catered event or to order a personal meal or other ancillary food or pre-packaged food item for pick-up or delivery. The CaterTrax system provides a user interface to manage the details and changes to that order.

The Personal Information CaterTrax may collect includes:

Your full name

Your e-mail address

Your phone number(s)

Your mailing address

Your computer’s Internet Protocol (IP) address

Your cost center number

Your order information

Other personal or preference information You provide to us

Information You submit about other people, for example, the name and address of an order recipient

HOW CATERTRAX USES YOUR INFORMATION
CaterTrax will use the information You provide for the following purposes:

To contact you regarding your inquiry
To send you company and product-related information

CaterTrax will process – that means collect, store, and use – the information You provide in a manner that is compatible with the CCPA. We will not collect additional categories of Personal Information or use the Personal Information we collected for materially different, unrelated, or incompatible purposes without providing you notice. CaterTrax will endeavor to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information must be kept, but in most cases CaterTrax will use its discretion to ensure that it does not keep records outside of our normal business requirements. The information You provide will be subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure.

CATERTRAX DOES NOT SELL OR SHARE YOUR PERSONAL INFORMATION

HOW CATERTRAX USES YOUR INFORMATION

CaterTrax will use the information You provide for the following purposes:

To provide You with hospitality related ordering information, products, or services that You request from us

Managing the details and changes to orders all the way up to and including order fulfillment

To provide You notices about Your account

To notify You about changes to our Site or any products or services we offer or provide though it

To administer our Site, including by monitoring and analyzing our Site traffic and usage patterns

For any other purpose with Your consent

CaterTrax may pass Your Personal Data on to its sub-contractors and underlying service providers who are contracted by CaterTrax (“Sub processors”) in the course of dealing with You. Those sub processors are obliged to keep your details secure and use them only to fulfill the service they provide You on our behalf. Once Your service need has been satisfied or the case has been closed, they will dispose of the details in accordance with CaterTrax’s procedures.

DISCLOSURE OF SUB PROCESSORS

Sub processors are used for the Purpose of:

Hosting services
Support Ticketing
Meeting, Phone Service
Email communications
Credit Card Gateway Providers

CaterTrax will process – that means collect, store and use – the information You provide in a manner that is compatible with the CCPA as amended by CPRA. CaterTrax will endeavor to keep Your information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information must be kept, but in most cases CaterTrax will use its discretion to ensure that it does not keep records outside of our normal business requirements. The information You provide will be subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure. Catertrax will provide Your information to our customers (the food-service provider) as needed to fulfil Your order. CaterTrax does not sell or rent Your Personal Information.

CONSENT TO PROCESS YOUR PERSONAL DATA

By utilizing the CaterTrax system, You are giving CaterTrax permission to perform those actions and to process Your Personal Information as described above. You may request correct inaccuracies, access to or deletion of Your data here or by calling 800-975-TRAX. As a result of Your request, You will be given a form to complete which will provide CaterTrax with Your withdrawal consent to process data per the CCPA as amended by CPRA. We cannot respond to Your request or provide You with Personal Data if we cannot verify Your identity or authority to make the request and confirm the Personal Data relates to You. We will only use Personal Data provided in a verifiable request to verify the requestor’s identity or authority to make the request. We endeavor to respond to a verifiable request within thirty (30) days of its receipt. If we require more time (up to 60 days), we will inform You of the reason and extension period in writing

CHANGES TO CONSUMER PRIVACY STATEMENT

CaterTrax AI Use Policy

Cookie Use Policy

Artificial Intelligence Disclosure and Use Statements

As the end user and Client of the CaterTrax Services (“you” or “your”) and CaterTrax Inc. as the Provider (“we,” “our,” or “us”), we are disclosing the following regarding our use of Artificial Intelligence:

For the purposes of this Policy, Artificial Intelligence (AI) refers to any technology, system, or algorithm that performs tasks typically requiring human intelligence. This may include, but is not limited to, pattern recognition, data analysis, predictive modeling, and natural language processing. AI technologies within CaterTrax systems are designed to augment human operations, enhance service efficiency, and improve product performance.

A. GENERAL OPERATIONAL USE

Our platform may leverage AI technologies to enhance internal operational efficiency. This includes, without limitation, analyzing application usage patterns, generating reports, improving software performance, and optimizing help desk processes. AI is used solely for internal purposes to improve our services and support and is not employed to profile or make decisions about individual users outside of the context of providing support or service analytics. AI is an integrated and essential part of the Services and cannot be disabled or opted out of on an individual basis. AI models and outputs are subject to internal validation and human oversight to maintain accuracy and service quality.

B. HELP DESK / SUPPORT INTERACTION

AI technologies may assist in processing and responding to customer support requests. AI may analyze information provided in support tickets to provide faster, more accurate assistance. Personal information submitted to support may be processed in accordance with our Privacy Policy. All AI-assisted support interactions are overseen by authorized personnel to ensure responses meet service standards.

C. SOURCE CODE IMPROVEMENT

We may use AI to analyze and improve the performance, security, and reliability of our software, including source code optimization. AI processing in this context is for internal development purposes and does not involve sharing customer content externally. Use is for internal development purposes only and does not train third-party foundation models beyond what is necessary to deliver the Services.

D. REPORTING / ANALYTICS ON APPLICATION USE

AI-driven analytics may be employed to generate insights regarding overall application usage, system performance, and operational trends. Data used for analytics may be aggregated, pseudonymized, or otherwise handled consistently with our confidentiality and security obligations to protect individual identities.

E. COMPLIANCE AND GOVERNANCE

We shall ensure that its use of AI is compliant with all applicable data protection regulations and privacy laws and is consistent with the confidentiality and data security obligations set under the Application Terms and Conditions. We shall implement appropriate technical and organizational measures designed to protect your data and Confidential Information when processed by any AI system, including measures to prevent unauthorized access, use, or disclosure. CaterTrax maintains an AI & Data Security governance function responsible for AI risk assessment, security review, and periodic evaluation of AI systems. We implement access controls, encryption, and human oversight of AI outputs to meet security and quality standards. Use of AI remains consistent with our contractual confidentiality and security obligations under the Standard Service Application Terms and Conditions. This includes where applicable:

Limiting access to AI models and outputs to authorized personnel.
Aggregating, pseudonymizing, or anonymizing data.
Complying with applicable cross-border data transfer requirements.

We will not use any of your data or Confidential Information to train, develop, or improve any AI algorithms or models beyond what is necessary to perform the Services we provide. Any AI system utilized by us in connection with the Services shall be configured and managed so that it does not retain, incorporate, or disclose your Confidential Information for any purpose other than fulfilling our obligations under the Application Terms and Conditions. We shall remain responsible for the performance of the Services and shall ensure that any output produced with the assistance of AI is subject to appropriate human review and quality control to meet the standards and requirements for the Services provided.

F. THIRD-PARTY AI SYSTEMS AND VENDORS

CaterTrax may, from time to time, utilize third-party AI systems or APIs as part of its service infrastructure. All such vendors are evaluated and governed under CaterTrax’s vendor risk management, data protection, and information security frameworks. Any external AI technology provider engaged by CaterTrax is required to comply with equivalent confidentiality, security, and privacy standards to ensure the protection of client data. We do not authorize third-party vendors to use client data for their independent model training, research, or product development purposes.