Effective Date: This Agreement is effective as of the date you first register for, access, or use the Service.
Welcome to CACFP Receipts, a standalone service offered by CACFP Solutions, LLC. (“we,” “us,” “our”). Please read this User Agreement (“Agreement”) carefully before accessing or using our website, platform, or related services (collectively, the “Service”). By registering, accessing, or using the Service, you agree to the following terms and conditions.
“Service” means the CACFP Receipts web platform, including all related software, applications, features, and services.
“User” or “you” means the individual or organization authorized to access and use the Service pursuant to this Agreement.
“User Content” means any and all data, receipts, documents, information, or other materials uploaded or submitted by you.
“Processing” means the automated or manual categorization, sorting, flagging, and analysis of your submitted receipts and documentation.
“Results” means the outputs, reports, categorizations, or other information provided by CACFP Receipts after processing your submitted data.
“Account” means your registered user profile with CACFP Receipts.
“Confidential Information” means any nonpublic information (including User Content, business, technical, or financial information, processes, or methods) disclosed by one party to the other, which is marked or reasonably understood to be confidential.
“Force Majeure” means any event beyond a party’s reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, failures of utilities or the Internet, or governmental action.
“Personal Data” means any information that can identify an individual, as defined under applicable privacy laws. Additional rights and disclosures for residents of certain states, such as California, Colorado, Connecticut, Virginia, Oregon, Texas, and others, are described in our Privacy Policy.
“CACFP” means the Child and Adult Care Food Program, a federal program administered by state agencies.
You must be at least 18 years old and authorized to enter into contracts on behalf of your organization to use the Service. By registering, you represent and warrant that you meet these requirements and have the authority to bind your organization to this Agreement.
By creating an Account or using the Service, you (a) agree to be bound by this Agreement and our Privacy Policy, and (b) represent that you are authorized to do so on behalf of your organization. If you do not agree, do not use the Service.
CACFP Receipts provides a secure web-based platform for Users to upload, store, and process receipts and related documentation for purposes of CACFP-related expense management and compliance.
You must provide accurate, current, and complete information during registration. You are responsible for maintaining the confidentiality of your Account credentials and all activity under your Account. You agree to promptly notify us of any unauthorized access or use of your Account.
Customer Cooperation:
You agree to provide timely and complete responses to all requests for information, documentation, or clarification necessary for the delivery of the Service. Failure to cooperate may result in delays or suspension of the Service.
You may use the Service solely to manage and process CACFP-related receipts and documentation for your organization.
You agree not to:
Ownership:
You retain ownership of all User Content you upload.
License to Use:
You grant us a limited, non-exclusive, royalty-free license to store, process, and access User Content solely as necessary to provide and improve the Service.
Data Security:
We use reasonable and appropriate technical and organizational measures to protect User Content, including encryption of data at rest and in transit. However, no system is completely secure. In the event of a breach of your Personal Data, we will notify you as required by applicable law.
Data Backup:
You are responsible for maintaining your own backups of User Content. We do not guarantee data recovery in the event of accidental deletion, system failure, or other events.
Confidentiality:
Each party will use commercially reasonable efforts to protect the confidentiality of the other party’s Confidential Information, and not disclose or use such information except as necessary under this Agreement.
8.1 Data Retention for Active Accounts:
We will retain your User Content (including uploaded receipts and documents) on our systems for up to 12 months from the date of upload. Each Account is limited to 1 GB of storage or 3,000 files, whichever comes first. When these limits are reached, we may restrict further uploads or delete your oldest files. We will provide advance notice via email before any deletions due to storage limits.
8.2 Account Termination and Free Trials:
If your account is terminated—whether due to the end of a paid subscription, the conclusion of a free trial without upgrade, or for any other reason—your User Content will be retained for 30 days from the date of termination. We will send a reminder email at least 7 days before the end of this 30-day retention period, notifying you of the upcoming permanent deletion of your data.
8.3 Permanent Deletion:
After the 30-day retention period following account termination or free trial expiration, all User Content associated with your account will be permanently deleted, except as required by law. Deleted data may persist in routine system backups for up to 6 months, but will not be actively processed or restored except as required by law.
8.4 Data Export:
Upon written request within 30 days of account termination, we will provide a one-time export of your User Content in a commercially reasonable format. After this 30-day window, your data will no longer be accessible or recoverable.
8.5 Legal Compliance:
We will comply with all applicable legal requirements regarding data retention and deletion. If a longer retention period is required by law or regulation, we will retain your data accordingly and notify you as appropriate.
You consent to receive all notices, disclosures, agreements, legal documents, and communication related to this Service electronically via email, the Service platform, or e-signature application (such as DocuSign). You agree that by providing your email address, mobile phone number, or other contact information, we may use these details to communicate with you electronically as described in this Agreement and our Privacy Policy.
By providing your mobile phone number during signup or account management, you consent to receive SMS (text) messages from CACFP Solutions, LLC, including messages branded as CACFP Receipts or CACFP Solutions, for purposes related to your account, service updates, transactional notifications, and customer support. Message frequency may vary. Standard message and data rates may apply.
You may opt out of receiving SMS messages at any time by replying STOP to any message or by updating your communication preferences in your account settings. For help or support, reply HELP or contact help@cacfpsolutions.com. Opting out of SMS messages does not affect our ability to communicate with you by email or through the Service platform. Certain transactional or security-related SMS messages may still be required for Service operation.
We do not send telemarketing calls or text messages. We comply with all federal and state ‘Do Not Call’ laws and regulations. We will not use SMS messaging for marketing purposes without your explicit, separate consent.
We comply with all applicable laws and regulations regarding SMS communications, including the Telephone Consumer Protection Act (TCPA).
Processing Time:
We guarantee that your submitted receipts will be processed and results made available within 96 business hours (4 business days) of successful upload, subject to system availability and provided all required information is submitted.
Exceptions:
This guarantee excludes delays due to Force Majeure, scheduled maintenance, or user error (such as incomplete uploads).
Service Limitations and Disclaimers:
CACFP Receipts does not act as an agent, sponsor, or compliance reviewer for the CACFP or any government agency. Our Service is an administrative tool only. We do not verify, authenticate, or check the validity of receipts or documents you upload; all receipts and supporting documents are processed as received.
You are solely responsible for the accuracy, legitimacy, and compliance of all receipts and documentation you submit, and for ensuring compliance with all CACFP requirements before submission to regulatory authorities.
No Regulatory Representation or Guarantee of Results:
We make no guarantee that your use of the Service will result in CACFP compliance, eligibility, or reimbursement. You are responsible for reviewing all processed results and determining their adequacy for regulatory submission.
No Legal Advice:
CACFP Receipts is not a law firm and does not provide legal, regulatory, or compliance advice. You are solely responsible for consulting with qualified professionals regarding your compliance obligations.
We are committed to providing accurate categorization of your purchases according to the applicable CACFP expense categories and guidelines. We strive to deliver a high level of accuracy in processing and categorization, but we do not guarantee any specific accuracy rate. Users are responsible for reviewing and verifying all results before submitting them to regulatory authorities.
While we strive for a high level of accuracy and process all receipts and documentation with care and diligence, we cannot guarantee that all items will be correctly classified in accordance with CACFP requirements or the interpretations of any state agency staff.
You acknowledge that CACFP rules can be ambiguous and subject to individual interpretation by state agency personnel, and that allowable costs may vary depending on such interpretation. It is your sole responsibility to review, verify, and approve all categorized receipts and records before submitting them to any state agency or other regulatory authority.
CACFP Receipts is not responsible or liable for any errors, omissions, misclassifications, or inaccuracies in receipt categorization or processing, or for any consequences thereof, including but not limited to audit findings, corrective actions, disallowances, penalties, or repayment of CACFP funds required by any state agency or regulatory authority. You agree to verify all information before submitting to regulatory authorities and acknowledge that final responsibility for regulatory compliance, record accuracy, and submission to state agencies rests solely with you and your organization.
Fees:
Use of the Service requires payment of fees as described at registration or on our website. All fees are non-refundable except as expressly provided herein or required by law. Free Trials are available as described below in Section 12A. Any free trial is subject to the terms and limitations described therein. After your free trial ends, standard Fees and Subscription Terms as described in this Section apply unless you cancel your Account prior to the end of the trial period.
Subscription Terms:
Subscriptions are billed monthly in advance on the same calendar day each month that you registered for the Service. Your subscription renews automatically each month on your signup date unless cancelled in accordance with this Agreement. If you upgrade or downgrade your subscription, any changes in fees will be reflected in the next billing cycle. No proration will be made for partial months.
Payment and Auto-Pay:
You are required to maintain a valid payment method on file at all times. All invoices will be automatically charged to your payment method.
Late Fees:
If any invoice is not paid in full within 10 days of the invoice due date, a late fee of 2% of the outstanding balance per month will be assessed on the overdue amount, unless otherwise agreed in writing.
Refunds:
Refunds may be provided only if we fail to deliver results within the guaranteed processing time due to a system error attributable to us.
Plan Changes and Updates:
Subscription plan names, included features, usage limits (such as the number of receipts/uploads), and pricing may be updated from time to time. The current details are published on our website. Any changes will apply to subsequent billing cycles and you will be notified in advance as required by law or this Agreement.
User-Initiated Cancellation:
You may cancel your subscription and account at any time by providing written notice to help@cacfpsolutions.com. A minimum of 30 days’ advance notice is required. Upon expiration of the 30-day notice period, your subscription and access to the Service, including access to all User Content and records, will terminate.
For example: If you submit a written notice of cancellation on March 10, your subscription and access to your account (including all records) will end on April 9.
Subscription fees will continue to accrue and be billed during the 30-day notice period. If your notice period includes a scheduled billing date (which is the same calendar day each month as your subscription start date), you will be charged for that month’s subscription in full. No prorated refunds will be given for partial months during the notice period.
You are solely responsible for downloading or exporting any User Content you wish to retain prior to account termination. CACFP Receipts will not retrieve, transmit, or otherwise provide copies of records on your behalf.
Post-Termination Data Retention and Deletion:
After your account is terminated (whether by cancellation, expiration of a free trial without upgrade, or otherwise), your User Content will be retained for 30 days. During this 30-day post-termination period, you may request a one-time export of your User Content in a commercially reasonable format by contacting us in writing at help@cacfpsolutions.com. We will send a reminder email at least 7 days before permanent deletion of your data. After this 30-day period, all User Content associated with your account will be permanently deleted, except as required by law, and will no longer be accessible or recoverable. For more details on data retention and deletion, please refer to Section 8.
If you require additional time to retrieve your records, you must submit a written request within the 30-day post-termination period. At our sole discretion, we may extend your access for up to 30 additional days solely for the purpose of downloading or exporting your User Content. Any such extension is not guaranteed and must be specifically requested in writing within the 30-day period.
Termination by CACFP Receipts:
We reserve the right to suspend, restrict, or terminate your access to the Service at any time, with or without notice, for any violation of this Agreement, non-payment of fees, failure to cooperate, or to comply with legal or regulatory obligations. In the event of termination for cause, access to your account and User Content may end immediately, and the data retention and deletion policy described above will apply.
No refunds will be provided for any unused portion of your subscription except as expressly provided herein.
Final Responsibility:
You, and not CACFP Receipts, are solely responsible for ensuring that your use of the Service and all information submitted to regulatory authorities complies with all applicable CACFP and state regulations.
No Verification of Receipt Authenticity:
You acknowledge that CACFP Receipts does not verify, authenticate, or check the validity of any receipts or documents you upload.
You are solely responsible for ensuring the authenticity and accuracy of any receipts or documentation you provide, including receipts that may be incomplete, altered, fabricated, or generated using artificial intelligence or other means.
No Sponsoring Organization Status:
CACFP Receipts is not a CACFP sponsoring organization and does not enforce CACFP guidelines for Users. Adherence to program guidelines is your exclusive responsibility.
Disclaimer of Advice:
The Service does not constitute legal, accounting, or compliance advice. You are responsible for consulting with qualified professionals as needed.
All software, website content, and trademarks (except for User Content) are owned by CACFP Solutions, LLC. (including its CACFP Receipts service) or its licensors.
You may not copy, modify, distribute, or create derivative works based on any part of the Service without our prior written consent.
Feedback:
You grant us a non-exclusive, perpetual, royalty-free license to use any feedback, suggestions, or ideas you provide regarding the Service, without obligation or compensation to you.
The Service may integrate with or rely on third-party services (such as payment processors, Zoho, MyFoodCloud, or cloud storage providers). CACFP Receipts relies on third-party providers for certain functions and is not responsible for errors, delays, outages, or losses caused by these providers. We are not responsible for the acts, omissions, failures, privacy, or security practices of these third parties.
We strive for high availability but do not guarantee uninterrupted Service. The Service may be interrupted for maintenance, upgrades, emergencies, or unforeseen issues.
We reserve the right to modify, suspend, or discontinue the Service or any part thereof at any time, with or without notice.
We may make material changes to the Service or this Agreement from time to time. When we do, we will notify you by email or through the Service where practicable and provide reasonable advance notice of any material changes.
All legal notices or communications will be provided to you at the email address associated with your account or through the Service.
You may send legal notices to us at help@cacfpsolutions.com.
Neither party shall be liable for any failure or delay in performance under this Agreement due to causes beyond its reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, failures of the Internet or third-party service providers, or governmental actions. The affected party must notify the other promptly of the force majeure event, and performance will be excused for the duration of the event.
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. CACFP SOLUTIONS, LLC. DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE. NO ORAL OR WRITTEN INFORMATION, ADVICE, OR REPRESENTATION PROVIDED BY CACFP SOLUTIONS, LLC., CACFP RECEIPTS, OR THEIR AGENTS SHALL CREATE ANY WARRANTY.
TO THE FULLEST EXTENT PERMITTED BY LAW, NEITHER PARTY SHALL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES (INCLUDING LOSS OF PROFITS, DATA, OR BUSINESS) ARISING OUT OF OR RELATED TO THIS AGREEMENT, REGARDLESS OF THE FORM OF ACTION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND EVEN IF ANY REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
IN NO EVENT SHALL THE AGGREGATE LIABILITY OF CACFP SOLUTIONS, LLC. TO YOU EXCEED THE GREATER OF (A) THE AMOUNT PAID BY YOU TO CACFP RECEIPTS IN THE PRIOR SIX (6) MONTHS, OR (B) $1,000. THIS LIMITATION APPLIES TO ALL CAUSES OF ACTION, WHETHER IN CONTRACT, TORT, OR OTHERWISE, EXCEPT TO THE EXTENT PROHIBITED BY LAW.
THIS LIMITATION DOES NOT APPLY TO LIABILITY FOR GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR INDEMNIFICATION OBLIGATIONS.
You agree to indemnify, defend, and hold harmless CACFP Solutions, LLC. (including CACFP Receipts), its officers, employees, and agents from any third-party claims, damages, liabilities, or expenses (including reasonable attorneys’ fees) arising out of or related to (a) your breach of this Agreement, (b) your violation of applicable law, or (c) your infringement of third-party intellectual property rights, except to the extent caused by CACFP Solutions, LLC.’s gross negligence or willful misconduct.
CACFP Solutions, LLC.’s obligation to indemnify you is limited solely to claims that the Service, as provided and used in accordance with this Agreement, directly infringes valid U.S. intellectual property rights, and does not apply to claims arising from your content, your modifications, or use of the Service not in accordance with this Agreement.
Any dispute, controversy, or claim arising from or relating to this Agreement or your use of the Service shall be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, in English, in Travis County, Texas. Each party will bear its own costs unless the arbitrator determines otherwise. TO THE FULLEST EXTENT PERMITTED BY LAW, BOTH PARTIES WAIVE THEIR RIGHT TO A JURY TRIAL OR TO PARTICIPATE IN CLASS ACTIONS RELATED TO THIS AGREEMENT. Nothing in this section prevents either party from seeking injunctive or equitable relief in a court of competent jurisdiction.
If you are a California resident, you have the right to file a complaint with the California Attorney General if you believe your privacy rights under the CCPA have been violated.
Severability of Arbitration:
If any part of this dispute resolution section is found to be unenforceable, the remainder shall remain in effect.
You may not assign or transfer your rights or obligations under this Agreement without our prior written consent. We may assign this Agreement to any successor by merger, acquisition, or sale of substantially all assets, with notice to you. This Agreement is binding upon and will inure to the benefit of the parties and their respective successors and permitted assigns.
This Agreement is for the sole benefit of the parties and their permitted successors and assigns. Nothing herein shall confer any rights or remedies upon any third party.
No Fiduciary Relationship:
Nothing in this Agreement creates any fiduciary duty or special relationship between the parties. Your use of the Service does not create any partnership, joint venture, or agency relationship with CACFP Solutions, LLC.
If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect. Failure of either party to enforce any right or provision does not constitute a waiver of that right or provision.
The following provisions shall survive termination of this Agreement: Confidentiality, Data Retention and Export, Limitation of Liability, Disclaimer of Warranties, Indemnification, Dispute Resolution, Governing Law, and any other provisions which by their nature should survive.
This Agreement, together with our Privacy Policy, constitutes the entire agreement between you and CACFP Solutions, LLC. regarding your use of the CACFP Receipts service and supersedes all prior agreements or understandings. Any amendment, modification, or waiver must be in writing and signed by both parties.
No Reliance:
You acknowledge and agree that you are not relying on any oral or written statement, representation, warranty, or promise not expressly set out in this Agreement and the Privacy Policy.
This Agreement is governed by the laws of the State of Texas, without regard to conflict of law principles.
For questions, support, or legal notices, please contact:
help@cacfpsolutions.com.
If you require this Agreement or other communications in an alternative or accessible format, please contact help@cacfpsolutions.com and we will provide reasonable accommodations as required by applicable law.
By proceeding, you acknowledge that you have read, understood, and agree to this User Agreement and our Privacy Policy.
