1. About this policy
FoodBuddy is the Mess Management System that Fatima Fertilizer (“the Company”) uses to run meals, Club Dining, the Bakery & Tuck Shop, events, guest meals, inventory and billing.
This policy explains what personal information FoodBuddy holds about you, why it holds it, who can see it, how it is protected, and what you can do about it. It covers the FoodBuddy mobile app (Android and iOS) and the FoodBuddy web portal that Company staff and administrators use. “You” means an employee with a FoodBuddy account, and, where it applies, anyone else whose details are recorded in FoodBuddy, such as a guest.
2. Information we collect
FoodBuddy only holds what it needs to do its job. It comes from you, from the Company’s own employee records (your account is created and kept up to date by a FoodBuddy administrator), and from what you do in the app.
| Your account | Name, Staff ID (employee number), work email, phone number, department, cost center, the roles and permissions you hold, and whether your account is active, suspended or offboarded. |
|---|---|
| Signing in | Your password, which is kept only in scrambled (hashed) form and can’t be read back. One-time sign-in codes we email you (kept hashed, valid for 5 minutes). A session cookie on the web portal (and a longer one if you choose “Remember me”), and an access token on the mobile app. |
| Your phone | For push notifications: a device token, the platform (Android or iOS), an optional device name, and when the device was last used. |
| Meals and orders | Meal bookings and subscriptions (dates, meals, combos, dine-in or takeaway), attendance and whether a meal was eaten. Club Dining and Bakery & Tuck Shop orders: items, quantities, amounts, reservation and pick-up details and status. |
| Events | Official, Private and Social events you create or are invited to: title, date and venue, menu, instructions you type, your replies (accept, decline, attendance), and the number of adults and children attending (numbers only, not names). |
| Guests | The names of guests that you, or mess staff on your behalf, record for guest meals, and who hosted them. |
| Billing | Charges posted to your personal ledger or to a cost center, corrections and reversals, and the statements built from them. |
| Approvals and messages | Approval requests, the decisions and comments made on them (yours and others’), and the in-app notifications, push messages and emails FoodBuddy sends you. |
| Account deactivation | If you ask for your account to be deactivated: the reason you write, the date, and the decision on it. |
| Activity records | An audit log of who did what in FoodBuddy and when, including the IP address the request came from. |
3. How we use it
- To let you sign in and to keep your account secure.
- To run the services: take your meal bookings and orders, prepare and serve them, count headcount, organise events and handle guests.
- To bill correctly: post charges to your ledger or to the right cost center, and produce statements.
- To route approvals to the people who must decide, and to tell you the outcome.
- To send you notifications, reminders and the emails described below.
- To produce reports for the mess, the cost centers and finance.
- To keep FoodBuddy safe and accountable: detect misuse, investigate problems and keep the audit trail.
FoodBuddy does not sell personal information and does not use it for advertising.
5. Notifications and emails
FoodBuddy sends four kinds of notification, in the app and as push messages: informational updates, reminders (for example before a booking cut-off), financial notices (a charge posted or corrected) and approval requests and outcomes.
It also emails your work address for things the system needs to work: sign-in and verification codes, password reset links, approval requests with a secure link, and notices about your account. You can switch off push notifications in your phone’s settings; the emails that keep your account working will still be sent.
6. Keeping it secure
- Passwords and one-time codes are stored only in hashed form; codes expire after 5 minutes and work once.
- Access is limited by role and permission, and every sensitive action is written to the audit log.
- The links in approval emails are signed and expire (24 hours for a Club Dining order, 7 days for an event).
- When an account is suspended or offboarded, FoodBuddy signs it out of every device straight away.
- Requests that send a code to your email are rate-limited.
No system is perfectly secure. Keep your password to yourself, don’t share your codes, and tell your administrator at once if you think someone else has used your account.
7. How long we keep it
Your account details are kept while you work at the Company and your account is in use. Records of what happened — bookings, orders, events, ledger entries, approvals and the audit log — are kept as business and financial records, because the Company needs them for accounting and audit. How long they are kept is set by the Company’s own record-keeping policies.
Deactivating an account stops anyone from signing in to it. It does not by itself delete the history linked to it (see Deactivating your account).
8. Your choices
- See your information. Your bookings, orders, events, notifications and ledger are in the app.
- Correct it. Your account details (name, email, phone, department) are kept by FoodBuddy administrators. If something is wrong, ask your administrator or HR to correct it.
- Control notifications. You can turn push notifications off in your phone’s settings.
- Deactivate your account. You can ask for this yourself from the mobile app. The steps are at the end of this page.
- Ask a question. Contact us as described below about anything in this policy or the information held about you.
9. Children
FoodBuddy is for the Company’s employees and is not meant for children. Events record how many children will attend as a number only; no personal details of children are collected.
10. Changes to this policy
If FoodBuddy changes what it collects or how it uses it, this page is updated and the “Last updated” date at the top changes. For significant changes you may also be told in the app or by email.
11. Contact
For a question about this policy, or a request about your information, contact your HR representative or the FoodBuddy system administrator at the Company.
12. Deactivating your employee account
You can ask for your own FoodBuddy account to be deactivated from the mobile app. A FoodBuddy administrator reviews every request.
- Open the FoodBuddy mobile app and sign in.Use your own account. A request can only be made for the account you are signed in to.
- Ask for the deactivation.Choose the account deactivation request option in the app. FoodBuddy emails a 4-digit verification code to the email address registered on your account. The code is valid for 5 minutes.
- Enter the code and your reason.Type the code and a short reason (3 to 500 characters), then submit. The code proves the request comes from whoever can read the mailbox on file.
- Wait for the review.Your request shows as “Pending review” in the app and is sent to the FoodBuddy administrators. You can have one pending request at a time, and you can withdraw it from the app while it is still pending.
- An administrator decides.If the request is accepted, the administrator sets your account to Suspended or Offboarded, you are signed out of every device, and you can no longer sign in. If it is rejected, you are told the reason and your account stays as it is.
- You are told the outcome.You get an in-app notification and an email with the decision.
Good to know
- Deactivating an account does not erase the records linked to it (orders, bookings, ledger entries, approvals and audit records). The Company keeps them for accounting and audit, as described in section 7. Anything still owing on your ledger stays on it.
- An administrator can restore an account that was deactivated by mistake.
- The account of the last remaining administrator can’t be deactivated, and an administrator can’t decide their own request; another administrator has to.
Can’t use the app, or no longer have access to your registered email? Ask your HR representative or the FoodBuddy system administrator to deactivate the account for you. To ask what information is held about you after deactivation, contact them as described in section 11.