Privacy Policy

Controller

Raimon Moreno Pedralva (sole trader), trade name ChefExpenses

Tax ID (NIF)

22575073K

Address

Calle Maestro Aguilar 24, puerta 4, 46006 València (Spain)

Email

info@chefexpenses.com

We have not appointed a data protection officer (DPO) because it is not mandatory for our activity. For any privacy question, write to info@chefexpenses.com.

This policy applies to people who visit the website, registered users (account holders and invited collaborators), people who try the demo without signing up, people who write to us or book a tutoring session, and people who receive our emails.

When a customer (for example, a restaurant) enters other people's data in ChefExpenses, such as the email of an employee they invite or a supplier contact, the customer is the controller of that data. We process it on the customer's behalf, as processor, under the Data Processing Annex to the Terms of Service.

• Account data: name, email, password (encrypted and managed by Firebase Authentication; we never see it), optional profile photo and language. If you sign in with Google, Google gives us your name, email and photo.
• Optional profile data: phone, city and country.
• Your restaurants' data: name, the restaurant's tax and contact details, photos, ingredients, prices, suppliers (including the contact person, phone and email if you enter them), recipes, menus and cartes.
• Collaborator data: email of the people you invite, their permissions and, once they accept, their name and profile photo.
• Subscription and billing data: plan, subscription status, Stripe customer identifiers, country, billing address and tax or VAT number if you provide them, and payment history. Your card details are processed by Stripe: we neither see nor store them.
• Technical and usage data: IP address, browser and device, access and last-activity dates, date and version of the Terms you accepted, technical and error logs, and anti-abuse signals from reCAPTCHA / App Check.
• Sign-up source: which link or campaign brought you when you created your account (for example, our free recipe costing template for Excel) and whether you import that template into the app.
• Communication data: your email preferences and unsubscribes and, in campaign emails, whether you open them and which links you click (see section 9).
• Contact form: name, phone, email and message.
• Demo without sign-up: a temporary anonymous identifier and your IP address.
• Tutoring bookings (Master Class): name, email and whatever you enter when booking on Calendly.

We do not process special categories of data. The allergens you record refer to ingredients and recipes, not to people.

Where the legal basis is legitimate interest, you can object (section 10). Where it is consent, you can withdraw it at any time without affecting what was done before.

Fields marked as mandatory are needed to create your account or complete your subscription. If you do not provide them, we cannot provide the service. You can delete optional data (phone, city, photo…) whenever you like from your profile.

• Active account: while it exists.
• Unverified accounts: if you do not confirm your email, we send you a reminder and delete the account 36 hours after sign-up.
• Inactive free accounts: if you do not sign in for 365 days, we delete the account and all its data. Before that we notify you 3 times by email (after 270, 335 and 360 days of inactivity) so you can sign in and keep it or download your data. Accounts with an active paid subscription are not deleted for inactivity.
• Restaurants in the trash: they can be restored for 30 days; after that they are permanently deleted.
• Account deleted by you (Profile → Danger zone): we immediately delete your account, your profile, the restaurants you own and their photos, and remove you from the restaurants you collaborated on.
• Demo without sign-up: deleted when you leave and after 3 hours at most.
• Server technical logs: 30 days.
• Billing data: 6 years (Spanish Commercial Code) and, for tax purposes, 4 years (Spanish General Tax Law). Kept by Stripe and in our accounts.
• Audit log of staff access: 2 years.
• Campaign data (opens and clicks): while the account exists or until you unsubscribe.

When data is no longer needed, we delete it. If a law requires us to keep it, we block it: it will only be available to courts and authorities for the limitation periods.

We do not sell your data or share it with third parties for their own marketing. We only share it with the providers we need to run the service:

Our processors only process data on our instructions and under contracts that comply with Article 28 GDPR.

Other recipients: if you collaborate on a restaurant, its owner and the other members will see your name, email and profile photo. We will disclose data to authorities and courts when the law requires it, and to tax or legal advisers bound by confidentiality when necessary.

When you search for a product or its nutrition data, your browser queries public databases directly (Open Food Facts and BEDCA), which receive your IP address as with any internet connection.

We host the service data in the European Union (Google Cloud, europe-west4 region, Netherlands).

Some providers (Google, Stripe, Microsoft and Calendly) belong to US groups and may process or access data from outside the European Economic Area. Those transfers rely on the EU-US Data Privacy Framework, where the entity is certified, and on the standard contractual clauses approved by the European Commission. You can ask us for more information at info@chefexpenses.com.

If you have an account, we may email you ChefExpenses news and offers, always about similar products or services of our own to the ones you use (Art. 21.2 LSSI).

You can stop them at any time, free of charge and without affecting your account:

• when signing up, by unticking the box “I want to receive ChefExpenses news and offers by email”, which is ticked by default;
• with the unsubscribe link in every email (or your email app's unsubscribe button);
• from the email preferences in your profile;
• by writing to info@chefexpenses.com.

The help emails of your first days have their own unsubscribe link, separate from the campaign one. Emails required by the contract (verification, security, invitations, payments, subscription confirmation, price or terms changes and notices before deleting an inactive account) cannot be unsubscribed from because they are essential to provide the service.

Open and click tracking

Campaign emails contain a small tracking image (pixel) and tracked links. They tell us, individually, whether you opened the email and which links you clicked. We use this to measure interest in each campaign and avoid sending you messages you don't care about. Our email provider, Brevo, also records opens and clicks to give us delivery statistics.

If you don't want this, unsubscribe from campaigns or set your email app not to load images automatically. Link clicks will still be recorded while you remain subscribed.

You can exercise these rights at any time:

• Access: know what data about you we process.
• Rectification: correct inaccurate or incomplete data.
• Erasure: ask us to delete your data.
• Objection: object to processing based on legitimate interest, and always to marketing emails.
• Restriction: ask us to stop using your data while a complaint is resolved.
• Portability: receive your data in a structured, commonly used format.
• Withdraw your consent, without affecting what was done before.

You can exercise many of them yourself in the application: edit your data in Profile, download your data in JSON format (Profile → Download my data), manage your email preferences and delete your account (Profile → Danger zone).

You can also write to info@chefexpenses.com with the subject “Data protection”, stating the right you want to exercise. If we have reasonable doubts about your identity, we may ask for additional information. We will reply within one month, extendable by two further months in complex cases (we will let you know).

If you think we have not handled your request properly, you can complain to the Spanish Data Protection Agency (AEPD), C/ Jorge Juan 6, 28001 Madrid, https://www.aepd.es, or to the authority of your country of residence in the EU.

We do not take decisions based solely on automated processing that produce legal effects concerning you or similarly affect you, and we do not profile you for that purpose. Deleting inactive free accounts follows an objective criterion (365 days without signing in) and is always preceded by notices.

We apply technical and organisational measures appropriate to the risk (Art. 32 GDPR), including:

• encryption in transit (HTTPS with HSTS) and at rest (Google infrastructure);
• role- and permission-based access control within each restaurant, checked on the server for every operation;
• usage limits and anti-abuse protection;
• limited and logged staff access (section 13).

If a security breach poses a risk to your data, we will notify the AEPD within 72 hours of becoming aware of it and, if the risk is high, we will inform you without undue delay.

Authorised ChefExpenses staff may access your account and restaurant data only in these cases:

• Technical support: when you ask us to solve an issue.
• Security: to detect misuse, fraud, abuse or vulnerabilities.
• Maintenance: to diagnose and fix errors that require one-off access to real data.
• Advisory: when you have requested an assistance service that requires reviewing your data.
• Legal compliance: when required by an authority or a legal obligation.

Access is limited to what is strictly necessary, it is logged, and staff are bound by a duty of confidentiality that continues after their relationship with us ends.

If you enter other people's data (for example, a collaborator's email or a supplier contact), you must have a legal basis to do so and inform them. For that data, ChefExpenses acts as processor under the Annex to the Terms of Service.

When you invite someone, we send them an invitation email on your behalf.

ChefExpenses is intended for people aged 18 or over. We do not allow minors to register. If we detect an account belonging to a minor, we will delete it.

We use technical cookies and, only if you accept them, analytics cookies. You can change your choice at any time with the “Cookie settings” link in the footer. All the details are in the Cookie Policy.

• Cookie Policy

We may update this policy when the service, our providers or the law change. If the change is significant, we will notify you by email or in the application before it applies. The date of the last update is shown at the top.

For any privacy question: info@chefexpenses.com.