Terms of Service

1. Who we are

FoodNormIQ ("FoodNormIQ", "we", "us") is operated by [Legal entity name], registered in [Country] under company number [Company number], with its registered office at [Registered address]. You can reach us at hello@foodnormiq.com.

These Terms govern your use of the FoodNormIQ platform and the related services we provide (together, the "Service"). By subscribing to or using the Service, you agree to them. If you are agreeing on behalf of a business, you confirm you are authorised to bind that business ("you", "the Client").

2. What the Service does

FoodNormIQ is a profitability-analytics service for food businesses. It connects your recipes, your supplier invoice prices and your sales data to calculate the cost and margin of each dish, by channel and location, and to surface alerts and recommendations.

What it is not. FoodNormIQ is an analytics layer, not an accounting system, a point-of-sale system, or a system of record for your statutory documents. It does not file taxes, produce statutory accounts, or replace your accountant. You remain responsible for your own bookkeeping, tax and regulatory obligations.

Outputs are decision support. Costs, margins, benchmarks, simulations and recommendations are calculated from the data available to us and from documented assumptions (for example yield and shrinkage factors, commission rates and overhead allocations). They are estimates to inform your commercial judgement. You decide what to charge, what to buy and who to buy it from, and you are responsible for those decisions and their outcomes.

3. Plans, pricing and setup

The Service is sold on a subscription basis. Each plan includes the first location; every additional location is €49 per month, on any plan:

Add-ons. Additional location: €49 per month. Digitised Menu (recipe digitisation and upkeep) as an add-on to Purchase IQ: €29 per month; it is included in Menu IQ and Business IQ.

Prices are exclusive of VAT and any other applicable taxes, which are added where required. Annual prepayment is billed as ten months for twelve.

No setup fee. Onboarding, ingredient and supplier mapping and configuration are included in your subscription.

Founding-partner terms. Early clients may be offered free months or other terms in exchange for feedback, and (only with separate written consent) for use of their results as a reference. Any such terms are set out in your individual order and prevail over the standard prices above.

Free profit audit. Where we offer a free audit before you subscribe, it is provided at no cost and with no obligation. You keep the resulting analysis whether or not you go on to subscribe. We may decline or limit free audits at our discretion.

4. Fair use — allowances and soft caps

Recipes, users, dishes, dashboards and sales records are unlimited on every plan. The only metered resources are those that carry a real per-use cost to us — principally document reading and long-term history:

Documents received electronically (for example through e-Faktura) are not counted as pages read.

Soft caps — how we handle going over

These allowances are soft caps. We will never silently cut off your data flow, and we will never bill you for an overage you did not agree to. In practice:

1. At 80% of your monthly allowance we notify you in the dashboard and by email, so nothing comes as a surprise.
2. Above 100% we keep processing your documents as normal for that month. Your service is not interrupted, degraded or queued.
3. If you exceed the allowance in two consecutive months, we contact you to agree the right arrangement — an agreed extra allowance, or simply leaving things as they are if the spike was one-off.
4. Nothing changes on your invoice until you have agreed to it in writing (email is sufficient).

Where we draw the line. Fair use exists to keep pricing simple and honest, not to catch you out. We reserve the right to contact you, and if necessary to suspend or re-price the Service, only where usage is materially and persistently beyond the plan — for example scanning documents for locations that are not subscribed, automated bulk submission unrelated to normal operations, reselling the Service or its outputs, attempting to extract other clients' data, or any use that threatens the security or availability of the platform. We will always raise the issue and give you a reasonable opportunity to resolve it before taking any action that affects your service.

Recipe digitisation

On Menu IQ and Business IQ, and with the Digitised Menu add-on, there is no cap on how many recipes we digitise for you. However large your menu, our team turns it into costed normatives as part of onboarding, and adding new dishes and updating existing ones afterwards is included. The one exception is a complete menu rebuild — for example a full seasonal re-write of most of your menu — which we will quote separately before starting, and only with your agreement. Ordinary seasonal changes and new dishes are never charged.

You can always add and edit unlimited recipes yourself, on any plan, at no charge.

5. Your responsibilities

• Accuracy of what you give us. Our outputs are only as good as your inputs. You are responsible for the accuracy of recipes, portion sizes, menu prices, channel commissions and any figures you enter or confirm.
• Reviewing what we extract. Where the platform flags a scanned line or a mapping for review, you or your team are responsible for confirming it. Unreviewed low-confidence data may produce misleading costs.
• Keeping your originals. Invoices and receipts are accounting records with statutory retention periods in your jurisdiction. FoodNormIQ is not your archive — you must retain your own originals independently of the Service.
• Your right to share the data. You confirm you have the right to upload the documents and data you provide, including any supplier documents.
• Account security. You are responsible for the confidentiality of your login credentials and for activity under your account.

6. Your data and who owns it

You own your data. Your recipes, invoices, prices, sales and the analysis generated from them remain yours. We claim no ownership over them.

Our licence. You grant us a limited licence to host, process and analyse your data solely to provide and improve the Service to you, and to meet our legal obligations.

Isolation. Client data is logically isolated. No client can access another client's documents, prices, recipes or results.

Export and deletion. You can request an export of your data at any time. On termination we provide an export on request and delete or irreversibly anonymise your data within [30–60] days, except where we are required by law to retain records.

Aggregated benchmarks. We may develop market and peer benchmarks from pooled client data. This is only ever done on an opt-in basis, using aggregated and anonymised figures, subject to a minimum sample size, and never exposing a named supplier's price or any individual business's numbers. Full detail is in our Privacy Policy. You can opt out at any time without affecting the rest of the Service.

Improving the Service. We may use aggregated, anonymised and de-identified statistics about how the Service is used to improve it. We do not sell your data, and we do not use your data to train third-party AI models.

7. Use of AI in the Service

FoodNormIQ uses AI to read scanned documents, propose ingredient and supplier mappings, and draft written summaries and recommendations. Two commitments follow from that:

• Human review where it matters. Every document is checked with fixed arithmetic rules (lines, totals, VAT). Documents that fail a check, and mappings the system has only proposed, are queued for human confirmation before they affect your costs.
• Grounded outputs. Insights and recommendations are generated from your actual data, and cite the figures behind them. They remain estimates and decision support, not guarantees — see clause 2.

Data processed by our AI sub-processors is not used by them to train their models. Sub-processors are listed in the Privacy Policy.

8. Billing, term and cancellation

Subscriptions are billed [monthly / annually] in advance by [payment methods]. There is no setup fee.

The subscription runs month to month unless a fixed term is agreed in writing. Either party may cancel with [30] days' written notice, effective at the end of the current billing period. We do not refund amounts already paid for a period that has begun, except where required by law or where we are at fault.

Late payment: we may suspend the Service after [14] days' written notice of non-payment. We will always give you the chance to settle before suspending.

Price changes. We may change prices with at least [30] days' notice. If you do not accept a change, you may cancel before it takes effect.

9. Availability and support

We aim to keep the Service available and reliable, but we do not commit to a specific uptime percentage unless separately agreed in writing. Planned maintenance is notified in advance where practical.

Support is provided by email at hello@foodnormiq.com during business hours.

10. Warranties and limitation of liability

We provide the Service with reasonable skill and care. Beyond that, and to the extent permitted by law, the Service is provided "as is": we do not warrant that it will be uninterrupted or error-free, or that it will produce any particular financial result.

No guarantee of savings. Any figures describing potential savings, opportunities or margin improvements — including in an audit report, a simulation or marketing material — are estimates based on your data and stated assumptions. They are not a promise of financial outcome.

To the extent permitted by law, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or data. Our total aggregate liability arising out of or in connection with the Service is limited to the fees you paid us in the [12] months preceding the event giving rise to the claim. Nothing limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

11. Confidentiality

Each party will keep the other's non-public information confidential and use it only to perform or receive the Service. Your recipes, supplier prices and financial figures are treated as your confidential information. This obligation survives termination.

12. Changes to these Terms

We may update these Terms as the Service develops. For material changes we will give at least [30] days' notice by email or in the dashboard. Continued use after the effective date means you accept the revised Terms; if you do not, you may cancel as described in clause 8.

13. Governing law and disputes

These Terms are governed by the laws of [Country], and the courts of [City / Country] have exclusive jurisdiction, without prejudice to any mandatory consumer or local-law rights you may have.

Before formal proceedings, both parties agree to attempt in good faith to resolve any dispute by discussion — contact us first at hello@foodnormiq.com.