Canteen Board

Canteen Board Privacy Policy

Effective date: October 10, 2026 Version: 2026-10-10 (replaces version 2026-10-04)

Canteen Board is a service of NoffTech LLC, a Washington limited liability company based in Lacey, Washington ("NoffTech," "we," "us"). This policy explains what information Canteen Board collects, why, who sees it, how long we keep it, and what you can do about it.

Questions or requests: hello@canteenboard.com

1. What this policy covers

One policy covers all of Canteen Board:

• The website at canteenboard.com, including sign-up, help, and the billing pages. (canteenboard.dev is our test and staging copy of the same service; this policy covers it too.)
• Each post's board site (for example `yourpost.canteenboard.com`), including the officers desk at `/admin`, the guest photo, note, guest book, hall rental, and mailing-list pages, and the board shown on the television.
• The Canteen Board phone app for iPhone, iPad, and Android (coming soon; this policy applies once it is released).
• The board on a television, when it runs in a smart TV's or other device's web browser, and the Canteen Board television apps for Apple TV, Amazon Fire TV (Fire OS and Vega), and Roku (coming soon; this policy applies once they are released).

"Post" means the veterans post, lodge, or club that runs a board, such as a VFW post, American Legion post, Elks lodge, or civic club.

2. Who is responsible for what

The post runs its board. The officers of each post decide what goes on their board, whose birthdays are shown, which guest photos are approved, who gets alerts, and who may see notes and guest book entries. For information that guests and members give to a post through its board or the phone app, the post is in charge of that information, and we handle it for the post as its service provider. If you have a question about a particular post's use of your information, contact that post first. Its contact details are on the board's own privacy page (`/privacy` on the board address). You can always contact us too, and we will help or pass your request on.

We are responsible for the information we collect to run Canteen Board itself: sign-ups, officer accounts, billing, security records, and the website.

3. What we collect, and from whom

Posts that sign up

When someone opens a board for a post, we collect:

• The organization: kind (VFW, Legion, Elks, and so on), post or lodge number, name, city, state, and time zone.
• The person signing up: name, role at the post, email address, and phone number.
• An optional federal tax ID (EIN) and any verification note. We use the tax ID to confirm veteran-organization pricing against the IRS public list of tax-exempt organizations, and to stop one organization from opening several trial boards.
• Plan choices: monthly or annual, card or invoice/check, and add-ons (onboarding setup, Fire TV kit, district bundle).
• A shipping name and address if you order a Fire TV kit.
• The date and version of the Terms and Privacy Policy you agreed to.
• The IP address the sign-up came from, used to limit abuse.

Officers using the desk

• Desk accounts: username, display name, role (admin or officer), and a salted password hash. We never store your password itself.
• Owner email: the email address that opened the board, used for account, trial, billing, and deletion notices.
• Sign-in and security records: failed sign-in attempts, password-reset and email-change requests, and the IP address they came from, used to block password guessing.
• What officers put on the board: the post's name, address, phone, website, colors, logo, about text, social links, hours, events, imported calendar events, notices, quotes, news, albums, photos, a connected Facebook Page, a connected Instagram account, review-alert email, alert groups, and alert messages.
• Member birthdays and anniversaries: a member's name, the kind of date, and the month and day (no year). An officer marks whether the member agreed to be shown. Only members marked as agreeing appear on the television or in birthday notices.

Billing

Card payments are handled by Stripe. You enter card details on Stripe's payment page, not ours. We never see or store your full card number. We keep the Stripe customer and subscription IDs, the plan and price, trial and renewal dates, whether a payment failed, any discount or promotion code, and whether the board is paid. Stripe is the merchant of record (seller of record) for card purchases: Stripe processes the payment, calculates and collects sales tax, issues receipts and invoices, and handles refunds we approve. To do that, Stripe collects your payment and billing details (such as name, email, billing address, and card information) and uses them under its own privacy policy, as an independent business and not only on our behalf: https://stripe.com/privacy.

For invoice or check payments, we keep the billing contact and payment status.

Guests and members using a post's board

These features are turned on by the post. Each one collects only what is listed.

• Photos sent to the desk: the photo, an optional name, and an optional caption. We remove GPS location data from photos before storing them, keep resized copies, and do not keep the original file. An officer (or a member the post lets review) must approve a photo before it appears on the television.
• Notes to the officers: the note, an optional name, and an optional phone or email for a reply. Notes go to the officers and are never shown on the television.
• Guest book: your name, the sponsoring member's name, an optional phone and email, an optional answer to "Veteran?", the visit date, and your agreement to sign in.
• Hall rental requests (if the post uses that add-on): name, phone, email, event type, date, times, guest count, bar and kitchen needs, notes, and deposit status.
• Post mailing list (if the post uses it): email, optional name, and the date you confirmed or unsubscribed. Every message includes an unsubscribe link.

To slow down spam, these forms may show a Cloudflare Turnstile check, and we briefly record the IP address or link code that sent each submission.

People using the phone app (coming soon)

The app has no sign-in, no password, and no email field. It collects:

• Joining a post: when you join, our server creates a membership for that post and gives your phone a private key. We store only a scrambled (hashed) copy of that key, the post, and the time you joined. Some posts require a join code.
• Alerts (optional): if you turn alerts on, we ask for a display name and your phone's push notification token, and we store the platform (iOS or Android). Officers of that post see your display name and whether alerts are on. They never see your token. Officers may place you in alert groups.
• Photos, notes, and guest book sent from the app: the same as on the website (above).
• Reviewers: if a post's admin makes you a reviewer, the app shows you pending guest photos and notes for that post (including any name and contact the guest gave), and records who approved or rejected each item.
• Reports: if you report an item, we store the item, the reason you chose, any comment you write, the time, and a scrambled (hashed) code made from your membership so the same phone can't report one item twice. The post's officers see the reason and comment, not who sent it.
• On your phone only: the posts you joined, their membership keys, your display name, and cached copies of hours, events, alerts, and photos so the app loads quickly. This stays on your device until you leave the post or delete the app.

The app asks for these phone permissions, only when you use the related feature:

The app does not use your location, camera, microphone, or contacts. It contains no advertising and no third-party analytics or crash-reporting tools.

Television apps and the TV screen

Television screens do not create accounts. The television apps (Apple TV, Fire TV, Vega, Roku; coming soon) contain no advertising and no analytics tools; a board shown in a web browser has no advertising and is a web page, so the website analytics in Section 3 may apply to it. To pair a screen and keep it running we collect:

• A short pairing code, the screen's private access key, and the IP address that asked for the code (used to limit abuse).
• The name an officer gives the screen, the kind of device (worked out from its browser or app identifier), its screen size, and when it last checked in. Officers see this on the desk so they know each TV is working.

The television keeps a saved copy of the board and its photos on the device so it can keep showing the board if the internet drops.

The website

• Cookies: we use one sign-in cookie for the officers desk (and one for our own operator tools). These are needed for signing in. We do not use advertising or tracking cookies.
• Website analytics: we use Cloudflare Web Analytics on Canteen Board web pages where it is turned on, which can include the main website, board sites, the officers desk, and the television pairing page. It helps us understand how many people visit and which pages work well. It runs as a small script from Cloudflare. It is cookieless: it does not set cookies or use your browser's local storage, and it does not use your IP address or device "fingerprinting" to recognize you from visit to visit or across other websites. For each page view it records the page address, the referring page (the site that linked you here), your browser, operating system, and device type, your country (worked out from your IP address, which Cloudflare says it does not store for this purpose), and how fast the page loaded (performance timings). We see only totals and summaries, not individual visitors. We do not use it for advertising. The television, phone, and TV-store apps do not contain this or any other analytics tool, though a board shown in a web browser loads the same web page. Cloudflare's description: https://www.cloudflare.com/web-analytics/ and its privacy policy: https://www.cloudflare.com/privacypolicy/.
• Browser storage: the board page saves a few settings in your browser (for example, where the slideshow was) so it can keep running offline.
• Server logs: like any website, our hosting provider (Cloudflare) receives your IP address, browser type, and the pages you request, and uses them to deliver and protect the service.

4. How we use information

We use information to:

• Run each board, the desk, the phone app, and the television apps.
• Send account email: welcome and confirmation, password reset, trial and billing reminders, deletion warnings, and review alerts for new photos and notes.
• Deliver alerts and birthday notices a post chooses to send, and mailing-list messages a post sends to people who confirmed.
• Process payments and confirm the right price, including veteran pricing.
• Keep Canteen Board secure: block spam, password guessing, and abuse.
• Fix problems and understand, in general terms, how the website is used.
• Follow the law and enforce our Terms.

We do not sell personal information. We do not share it for targeted or cross-context behavioral advertising. We do not use guest photos, notes, or member information to train AI models or for any purpose other than running the post's board.

5. What is public

Some board content is meant to be seen in the hall, so it is public to anyone who has the board address:

• Everything shown on the television: events, hours, notices, approved photos and captions, uploader names that the post chooses to show, the names of members the post shows for birthdays and anniversaries, weather, and Facebook or Instagram posts if connected.
• Approved photos can be opened by anyone who has the photo's link.
• The post's profile in the phone app's directory (name, number, city, address, phone, website, about, social links, hours, and events) and the post's most recent 30 alerts.

Notes, guest book entries, hall rental requests, mailing lists, alert-group membership, display names, and desk accounts are not public.

6. Who we share information with

• The post. Officers of a post (and members the post makes reviewers) see what guests and members send to that post, and the reason and comment of reports about their board's content.
• Service providers that help us run Canteen Board, under contracts that limit their use of the information:
• Cloudflare — hosting, databases, file storage, security checks (Turnstile), and website analytics.
• Resend — sending email.
• Stripe — card payments and subscriptions. For card purchases Stripe is also the merchant of record and handles tax and receipts under its own privacy policy.
• Expo, which passes alerts to Apple Push Notification service and Google Firebase Cloud Messaging — delivering phone alerts.
• Services a post connects:
• Facebook (Meta) — if a post connects its Facebook Page, the board reads that Page's posts.
• Instagram (Meta) — if a post connects its Instagram account, the board reads that account's posts.
• Calendar feeds — if a post imports a public calendar link (for example Google Calendar), we fetch that feed.
• US National Weather Service — we send only the board's map coordinates to get the forecast.
• App stores (Apple, Google, Amazon, Roku) handle app downloads under their own privacy policies. We do not receive your store account details.
• Legal reasons. If required by law, or to protect people's safety, our rights, or the service.
• Business transfer. If NoffTech or Canteen Board is sold or merged, information may move to the new owner, who must keep this policy's promises or tell you about changes.

7. How long we keep information

8. Your choices and how to delete information

• Leave a post in the phone app. Open the post in the app and choose Leave. This deletes your membership, display name, push token, and alert groups for that post from our servers right away. Deleting the app alone does not do this; choose Leave first, or email us.
• Turn off alerts in the app or in your phone's settings. We keep your membership but stop sending to your phone.
• Unsubscribe from a post's mailing list with the link in any message.
• Photos, notes, guest book entries, hall requests, or birthday listings: ask the post's officers to remove them, or email us with the post's name and enough detail to find the item.
• Officer accounts: an admin can remove an officer from the desk. Ask your post's admin, or email us.
• The whole board: an admin can download a full export and cancel from the officers desk. Service continues to the end of the paid period, and the board is deleted 90 days after that. To delete sooner, email us from the owner address.
• Request deletion by email (for example if you no longer have the app): email hello@canteenboard.com with the post's name and the display name you used, or use our deletion page at https://canteenboard.com/delete-data.

Your privacy rights. Depending on where you live (for example California, Colorado, Connecticut, Virginia, Oregon, Texas, and other US states), you may have the right to know what we hold about you, get a copy, correct it, delete it, or object to some uses. We give these rights to everyone, wherever you live. To make a request, email us. We will confirm the request is really from you (for example by replying from the email on file or asking for details only you would know), and we will answer within 45 days. If we turn down a request, you may appeal by replying to our answer; we will respond to an appeal within 45 days. We will not treat you differently for using these rights. You can use an authorized agent if you give them written permission. Where information belongs to a post's board, we may refer your request to that post, or act on it with the post's permission.

Canteen Board is offered to posts and organizations in the United States. If you are outside the United States and have a question or request about your information, email us and we will do our best to help.

9. Children

Canteen Board is made for posts, lodges, and clubs and is not directed to children. Officers must be 18 or older. Guests and app users must be at least 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has sent us information, email us and we will delete it.

Photos of children may appear on a board when adults share them. Posts are responsible for getting a parent's or guardian's permission first. A parent can ask the post or us to remove any photo of their child, and we will.

10. Health information

Canteen Board does not ask for or use health information, and we do not collect "consumer health data" as defined by Washington's My Health My Data Act. Please do not put health information in notes, captions, or guest book entries. If any is sent, we use it only to pass it to the post's officers and delete it with the rest of the board.

11. Security

We use encrypted connections (HTTPS) everywhere, store passwords only as salted hashes, store phone membership keys only as hashes, sign guest links so only the post's current QR codes work, limit sign-in attempts, and keep each post's data separate. No system is perfect. If we learn of a breach that affects your information, we will tell you as the law requires.

12. Where information is stored

NoffTech is in the United States. Canteen Board runs on Cloudflare's global network, and our other providers are based in the United States, so your information may be processed in the United States and other countries where those providers operate.

13. Changes to this policy

If we change this policy, we will post the new version here with a new effective date. If the change is significant, we will also tell post owners by email or on the officers desk before it takes effect.

14. Contact

NoffTech LLC (Canteen Board is a service of NoffTech LLC, a Washington limited liability company) hello@canteenboard.com

Canteen Board is not affiliated with the Veterans of Foreign Wars, the American Legion, or any other organization.

Terms · Delete your data · Back to Canteen Board

Canteen Board is not affiliated with the Veterans of Foreign Wars or any other organization.