Privacy policy
Last updated 11 October 2026
ChapterMenu is a tool that groups use to collect meal choices and dietary requirements from their own members. This policy explains what we hold, why, and what you can ask us to do about it. It is written to meet South Africa's Protection of Personal Information Act (POPIA).
Who is responsible for what
Each chapter decides what to collect from its own members and is the responsible party for that information. We provide the software and store the data on their behalf, which makes us an operator. If you are a member and want your information changed or removed, your own chapter organiser is the fastest route — but you may also contact us directly and we will help.
What we collect
- Members: name, email address, and optionally a phone number and company.
- Dietary requirements and allergies. See the section below — this is treated differently from everything else.
- Meal choices for each meeting, and any note left for the venue.
- Administrators: name, email address and a securely hashed password. Passwords are never stored in a readable form and cannot be recovered by anyone, including us.
- Technical records: when a meal link was used and from which IP address, and whether an email was delivered, opened or clicked. These exist so an organiser can tell whether somebody actually received their invitation.
- Enquiries submitted through the demo form on this website.
Dietary and allergy information
Information about allergies and dietary needs can reveal health and religious beliefs, which POPIA classes as special personal information. We treat it that way:
- It is collected only because the person chooses to give it, in order to be fed safely at a meeting they are attending.
- It is visible only to the administrators of that person's own chapter, and to the venue insofar as it appears on the meal order.
- It is never sold, never shared with advertisers, and never used to build any kind of profile.
- A member can change or clear it at any time from their own meal link, without asking anyone.
ChapterMenu is a catering tool, not a medical record. Anyone with a severe or life-threatening allergy should confirm it directly with their organiser and the venue as well, rather than relying on this system alone. We say this on every screen where allergy information is entered.
How we use it
To send the weekly meal confirmation and any reminders, to produce the order that goes to the venue, and to keep a record of previous meetings so a chapter can reprint what it sent. We do not use it for anything else and we do not send marketing to members.
Who else sees it
- Other chapters: never. Data is separated by chapter at the database level and the separation is covered by automated tests.
- Our hosting and email providers, purely to store the data and deliver the emails.
- Your venue or caterer, in the meal order your organiser sends them.
How long we keep it
For as long as the chapter keeps its account. Previous meal orders are retained so a chapter can show what it sent to a venue. When a chapter closes its account we delete or return its data on request.
Security
- Everything travels over an encrypted connection.
- Meal links use a random token that is stored only as a one-way hash — a copy of our database would not let anyone answer on a member's behalf.
- Links expire shortly after the meeting they belong to, and are revoked when a new one is issued.
- Administrator sign-in is rate limited, and changes to important records are logged.
Your rights
You may ask what we hold about you, ask us to correct it, ask us to delete it, or object to how it is used. Write to support@chaptermenu.co.za and we will respond within a reasonable period. You also have the right to complain to the Information Regulator of South Africa.