Cafeteria Playbook
Privacy Policy
Last updated October 31, 2026
Cafeteria Playbook is an app and website for school cafeteria teams. It turns the daily pages of the paper Cafeteria Playbook into records a kitchen manager and their district can use. It is built and run by Swan Solutions, LLC ("we", "us"). This policy covers the iOS app, the Android app and cafeteriaplaybook.figk-12.com.
Who uses the app
The app is for staff of school districts and food service organizations, using accounts their organization sets up. It is not meant for children, and children cannot create accounts.
What we collect
- Account details: your name, work email address, role, and the kitchens you work with. Your organization provides these when it creates your account. Your password is stored only as a secure hash.
- Photos of playbook pages: pictures you take of the paper playbook in the app. We use them to read the handwriting on the page.
- Kitchen records: what is written in the playbook and entered in the app, such as meal counts, menus, production numbers, temperatures, deliveries, staff hours and notes.
- Special-diet notes: the playbook has a space for allergy and special-diet alerts. These can include a student's first name or initial and their dietary need. We store these only so the kitchen can serve meals safely, on behalf of the school district.
- Device details: if you turn on notifications, we store a notification token for your device. We also keep basic technical logs, such as the time of a request and any errors, to keep the service running and secure.
We do not collect your location, contacts or advertising identifiers. We do not use third-party analytics or advertising tools, and we do not track you across other apps or websites.
How we use it
- To sign you in and show you the kitchens your role covers.
- To read playbook photos and save the numbers so you don't have to type them.
- To give kitchen managers, supervisors and directors their reports.
- To send notifications you have turned on, such as messages from your district.
- To support you when you ask for help, and to fix problems.
We do not sell or rent personal information, and we do not use it for advertising.
Where it goes
Information is stored and processed on servers we run, and in Microsoft Azure in the United States. To read handwriting, page photos are processed by Microsoft Azure AI services. Those services process the photos for us and do not use them to train their own models. Notifications are delivered through Apple Push Notification service and Firebase Cloud Messaging.
Your organization's administrators can see the records for the kitchens they manage. We share information outside those parties only when the law requires it, or to protect the safety of people or the service.
On your device
If you have no signal, the app keeps photos and saves on your device until it can send them. Signing out clears your session from the device.
How long we keep it
We keep kitchen records for as long as your organization uses the service, or as long as its records rules require. When an account is closed, we delete or anonymize its personal details within 90 days, unless your organization needs the records kept.
Your choices
- You can turn off notifications in your device's settings at any time.
- To see, correct or delete your information, or to close your account, email us at the address below or ask your organization's administrator. See Delete your account.
Security
We send information over encrypted connections, hash passwords, and limit each role to the kitchens it covers. No system is perfectly secure, but we work to protect your information. We will tell affected organizations promptly if we learn of a breach.
Schools and student information
When a school district uses the app, we handle any student information on the district's behalf and under its direction. We use it only to provide the service to that district.
Changes
If we change this policy, we will post the new version here and update the date above. If a change is significant, we will also tell users in the app.
Contact
Swan Solutions, LLC
Email: dusty@swank12.com or becki@figk-12.com