Terms of Service

Welcome to Biotrofi. By engaging our services, you agree to the following terms. Please read them carefully.

These terms are issued by Dimitris Kamaritis (trading as Biotrofi). By paying the joining fee, deposit, or full prepayment for the relevant service as outlined via email, the Client accepts and agrees to these terms.

These terms apply automatically to any client who proceeds with payment as outlined above.

Preamble

WHEREAS, BIOTROFI operates a curated online platform that connects high-calibre, independent private chefs with discerning clients seeking premium, personalised culinary services focused on nutrition, luxury, and healthy living;

WHEREAS, BIOTROFI facilitates introductions between such clients who register with BIOTROFI, either through their online platform or otherwise, and qualified freelance chefs who register with BIOTROFI (the “Chefs”), for bespoke culinary engagements including, but not limited to, in-home meal preparation, private dining experiences, health-aligned meal planning, and event catering;

WHEREAS, the Client has registered with BIOTROFI and has requested the placement of a private Chef to provide services at their home or chosen venue on a long-term or seasonal basis;

WHEREAS, BIOTROFI acts as an introducer and coordination agent, managing logistics, scheduling, and service oversight, but does not itself employ the Chefs;

NOW, THEREFORE, in consideration of the mutual covenants and understandings set forth herein, the parties agree to the following terms and conditions.

1. Agreed Service

1.1 BIOTROFI will introduce the Client to a freelance private Chef vetted by BIOTROFI in accordance with its service standards, and registered with BIOTROFI via its platform or otherwise, and will thereafter coordinate the relationship between the Client and the Chef and provide administrative support for a fee, as set out in this Agreement.

1.2 The assigned private Chef will offer cooking, meal planning, grocery shopping, and kitchen support based on the Client's needs and preferences.

1.3 Details of service frequency, schedule, and rates will be communicated to the Client via email prior to the commencement of any service.

1.4 The placement of each Chef (a “Placement”) is to be agreed in writing, with confirmation by email deemed sufficient. If the Placement of one Chef comes to an end, and if the Client so wishes, BIOTROFI shall endeavour to provide a replacement Chef in order to continue the services under this Agreement.

1.5 For the avoidance of doubt, the Chef is an independent contractor and is not an employee, agent or representative of BIOTROFI. All services are rendered under the Chef's control and responsibility.

1.6 “Ongoing Services” means private chef or meal prep services provided on a recurring basis. Trial days, temporary services, holiday chefs, and private events are excluded.

2. Trial Days

2.1 Trial Days allow the Client to assess one or more Chefs before committing to a long-term or seasonal Placement.

2.2 BIOTROFI may propose one or more Chefs for Trial Days. Dates, duration (not exceeding seven consecutive calendar days per Chef), times, and locations will be agreed in writing (email or messenger app).

2.3 A grocery budget for the Trial Days shall be agreed in advance. BIOTROFI may request full or partial prepayment of estimated groceries.

2.4 BIOTROFI coordinates the Trial Days, manages communication, and handles financial administration.

2.5 The Client agrees to pay the applicable daily or hourly rate for each Trial Day as agreed in writing. BIOTROFI will invoice the Client, and invoices are payable within ten working days unless otherwise agreed.

2.6 BIOTROFI pays the participating Chef(s) directly.

2.7 Trial Days do not guarantee a Chef's availability for long-term service. Both the Client and the Chef may freely decline ongoing work following the Trial Days.

2.8 All conduct, safety, indemnity, non-circumvention, and confidentiality obligations in this Agreement apply equally during the Trial Days.

2.9 If the Client wishes to proceed with a long-term Placement after the Trial Days, BIOTROFI will formalise the ongoing Placement under this same Agreement. No second contract is required.

3. Evaluation Period

3.1 The first four (4) weeks of a Chef's Placement constitute a trial period (the “Evaluation Period”), during which either party may end the Placement without notice. Completion of the full Evaluation Period is required for the joining fee to be deducted from the Client's first monthly invoice. After the Evaluation Period, the Placement may be ended in accordance with clause 13 below.

3.2 In the event that the Placement of a Chef comes to an end and a new Chef replaces the departing Chef, the first four (4) weeks of the new Chef's Placement shall constitute a new Evaluation Period and be treated as above.

4. Grocery Allowance, Company Cards & Receipts

Grocery Allowance & Company Card

4.1 BIOTROFI issues each Chef a company-issued payment card (currently provided via Revolut Business, the “Company Card”), linked to a dedicated grocery allowance balance maintained for each Client the Chef serves (the “Grocery Allowance”).

4.2 The Grocery Allowance is funded entirely by the Client. The Client is solely responsible for maintaining a sufficient balance in the Grocery Allowance to cover the groceries required for upcoming visits. All grocery purchases are made at cost price.

4.3 Top-ups to the Grocery Allowance are made by the Client via direct bank transfer to a designated account notified to the Client by BIOTROFI in writing.

4.4 The Chef shall monitor the balance of the Grocery Allowance and shall notify the Client in good time when funds are running low.

4.5 As a courtesy, BIOTROFI will send the Client a weekly Grocery Allowance balance update. This reminder is provided for convenience only and does not transfer responsibility for maintaining the balance away from the Client, who remains primarily responsible at all times.

4.6 The Client may request the current Grocery Allowance balance from BIOTROFI at any time.

Receipts

4.7 All grocery receipts shall be sent by the Chef directly to the Client (typically via WhatsApp or another messaging channel agreed between the Chef and the Client) following each visit. BIOTROFI is no longer the receiving party for grocery receipts.

4.8 The Client may request copies of receipts from their Chef at any time.

Insufficient Balance & Visit Cancellation

4.9 If, at any point before a scheduled visit, the Grocery Allowance balance is insufficient to cover the groceries required for that visit, the Chef shall issue reminders to the Client at forty-eight (48) hours, twenty-four (24) hours, and eight (8) hours before the scheduled visit.

4.10 If, following all three reminders set out in clause 4.9, the Client has not topped up the Grocery Allowance to a sufficient balance, the Chef shall have the right to cancel the visit. A visit cancelled by the Chef under this clause shall be billed to the Client in full, the Chef shall be paid in full for the visit, and the cancellation notice provisions in clause 6.2 shall not apply to the Client's benefit.

4.11 As an alternative to cancelling a visit under clause 4.10, the Chef may, at the Chef's sole discretion, proceed with the visit by purchasing the necessary groceries using their own funds. In that case, the Client shall reimburse the Chef directly for the full grocery cost within five (5) working days of presentation of receipts. Service fees shall continue to be paid through BIOTROFI in the ordinary course in accordance with clause 5.

4.12 The Chef shall not be required to advance his own funds to cover grocery costs exceeding the Grocery Allowance, save where the Chef elects to do so under clause 4.11.

Opt-Out from the Card-Based System

4.13 The Chef and the Client may mutually agree, in writing, to opt out of the Company Card and Grocery Allowance system in favour of direct cash payment or direct bank transfer from the Client to the Chef, strictly for the purpose of grocery purchases.

4.14 Where such an opt-out arrangement is in place, BIOTROFI shall no longer issue the weekly balance reminders contemplated in clause 4.5, and the Chef and the Client shall be jointly responsible for tracking grocery spend between themselves.

4.15 For the avoidance of doubt, any opt-out under clause 4.13 applies strictly to grocery shopping. All service payments, including the Chef's professional service fee and BIOTROFI's service fee, shall continue to flow exclusively through BIOTROFI in accordance with clause 5.

4.16 Where an opt-out under clause 4.13 is in place, the Chef and the Client shall each maintain their own records of grocery spend sufficient to evidence the amounts paid and reimbursed. BIOTROFI shall not be required to keep such records and shall have no liability in respect of any disputes arising between the Chef and the Client over direct grocery payments.

Company Card Security & Liability

4.17 The Chef shall be responsible for the security and proper use of the Company Card while it is in the Chef's possession, including safeguarding the card and any associated PIN or access credentials, and using the Company Card solely for grocery purchases authorised under this Agreement.

4.18 BIOTROFI shall use reasonable measures to monitor Company Card transactions and shall, on becoming aware of suspected unauthorised use, take reasonable steps to freeze the card. BIOTROFI shall not, however, be liable for losses caused by:

• misuse, negligence, or unauthorised use of the Company Card by the Chef;
• the Client's failure to monitor the Grocery Allowance balance or to raise queries in a timely manner; or
• any matter arising from an opt-out arrangement under clause 4.13.

4.19 The Client shall promptly notify BIOTROFI of any transaction on the Grocery Allowance which the Client believes to be incorrect or unauthorised. BIOTROFI shall investigate any such notification in good faith and, where appropriate, coordinate with the Chef to resolve the matter.

5. Fees and Payment

5.1 For meal prep services, a joining fee of €150 is required to begin the service. The joining fee is strictly non-refundable and will only be deducted from the Client's first monthly invoice provided the Client has completed the full four-week Evaluation Period as defined in clause 3. If the Placement or this Agreement is cancelled before the Evaluation Period is completed or before the first monthly invoice is issued, the joining fee shall remain strictly non-refundable and shall not be deducted from any interim or final invoice.

5.1.1 For private chef services, a deposit equal to thirty percent (30%) of the estimated first month's service fee is required to begin the service. This deposit is strictly non-refundable and will only be deducted from the Client's first monthly invoice provided the Client has completed the full four-week Evaluation Period as defined in clause 3. If the Placement or this Agreement is cancelled before the Evaluation Period is completed or before the first monthly invoice is issued, the deposit shall remain strictly non-refundable and shall not be deducted from any interim or final invoice.

5.2 The Client agrees to pay BIOTROFI for each Placement on an ongoing basis. The total service fee shall comprise:

5.2.1 The Chef's professional service fee; and

5.2.2 BIOTROFI's service fee, which covers the introduction of the Client to the Chef, coordination of service delivery, and financial administration support.

5.3 BIOTROFI shall issue a monthly invoice on the last working day of each month. Each invoice shall detail:

5.3.1 The total number of service hours performed by the Chef;

5.3.2 Any grocery expenses reimbursable to the Chef under clauses 4.11 or 4.13 (where the Chef has fronted funds or where an opt-out arrangement requires it), to the extent not otherwise settled directly between the Chef and the Client.

5.4 The Client shall settle each invoice in full within five (5) working days of the invoice date. Invoices issued before the completion of the Evaluation Period will not include the deduction of the joining fee or deposit (as applicable). Failure to settle any invoice within the required timeframe shall be considered a material breach of this Agreement.

5.5 No payments shall be made by the Client directly to the Chef.

5.6 If the Client fails to settle any invoice within the payment period specified in clause 5.4, BIOTROFI reserves the right to charge interest on the overdue amount at a rate of eight percent (8%) per annum above the European Central Bank (ECB) main refinancing rate, calculated on a daily basis from the due date until full payment is received.

Interest shall accrue automatically without the need for prior notice or demand. BIOTROFI may, at its discretion, waive or reduce interest charges in individual cases, but any such waiver shall not constitute a waiver of future rights.

BIOTROFI further reserves the right to suspend services until all outstanding amounts, including accrued interest, are paid in full.

The Client shall be liable for all reasonable legal, administrative, and enforcement costs incurred by BIOTROFI in recovering any overdue amounts or enforcing this Agreement, to the extent permitted by applicable law.

6. Changes, Cancellations and Refunds

6.1 Any request to change the agreed service schedule must be submitted in writing and shall only take effect once confirmed by BIOTROFI and the Chef.

6.2 For long-term services, if the Client cancels a scheduled service day or visit with fewer than twenty-four (24) hours' notice, the Client shall remain liable for the full cost of the agreed hours and for any grocery expenditure already incurred. This clause is without prejudice to the Chef's separate cancellation right under clause 4.10 in the event of an insufficient Grocery Allowance balance.

6.2.1 For private events or temporary private chef services (including holiday chefs), cancellation with fewer than forty-eight (48) hours' notice results in the service fee becoming non-refundable in whole or in part, depending on work already carried out. All grocery or shopping costs already incurred are strictly non-refundable. Any refund eligibility will be confirmed by BIOTROFI in writing.

6.3 If the Chef is unable to attend due to illness or emergency, BIOTROFI will attempt to provide a replacement. If no replacement is available, the Client will not be charged for that day, and BIOTROFI shall not be liable for any inconvenience or loss suffered.

Private Events / Temporary Chef Services

6.4 For private events and temporary private chef services, approximately thirty percent (30%) of the service fee is required as a deposit to secure the booking. This deposit is strictly non-refundable.

6.5 The remaining seventy percent (70%) of the service fee shall either be due after completion of the service or seventy-two (72) hours before the service start date. BIOTROFI will specify the applicable option via email.

6.6 If the Client cancels more than forty-eight (48) hours before the service start date, the remaining 70 percent is refundable. If cancellation occurs within forty-eight (48) hours, the remaining 70 percent may be partially or fully non-refundable depending on preparations already made. Groceries and shopping completed before cancellation are strictly non-refundable.

6.7 If a deposit for a temporary or event service is paid less than forty-eight (48) hours before the service date, BIOTROFI cannot guarantee the service will commence on time. BIOTROFI may postpone the service to the nearest feasible date or issue a refund if the service cannot take place. Postponement does not create any right to compensation.

6.8 For long-term services such as meal prep or private chef work, if the joining fee or deposit (as applicable) is paid less than five (5) working days before the requested start date, BIOTROFI may postpone the start date to the earliest feasible date. BIOTROFI will make reasonable efforts to meet the Client's preferred date, but is not obliged to do so as long-term services are ongoing rather than single events.

6A. Service Pauses

6A.1 A “Pause” means a temporary suspension of an ongoing Meal Prep or Private Chef service at the Client's request.

6A.2 The Client may Pause their service at any time by providing written notice to BIOTROFI. The first two (2) consecutive weeks of any Pause are provided at no charge.

6A.3 If a Pause extends beyond two (2) consecutive weeks, a pause fee will be charged at the two-week mark and every two (2) weeks thereafter for as long as the Pause continues. The applicable pause fees are:

6A.3.1 €50 per two-week period for Meal Prep clients; and

6A.3.2 €75 per two-week period for Private Chef clients.

6A.4 There is no limit on the number of times a Client may Pause their service. If a Client resumes their service and subsequently requests a further Pause, the same terms apply: the first two (2) consecutive weeks of each new Pause are at no charge, with pause fees applying from the two-week mark as set out in clause 6A.3 above.

6A.5 Pause fees will be added to the Client's next monthly invoice. If no monthly invoice is due, BIOTROFI will issue a separate invoice payable within five (5) working days.

6A.6 A Pause does not affect the Client's obligations under clause 13 regarding notice periods for termination.

7. Client Responsibilities, Conduct and Indemnity

7.1 It is the Client's responsibility to clearly communicate any allergies, dietary requirements, or household preferences.

7.2 The Client shall provide a safe, hygienic, and functional kitchen space for the Chef to work.

7.3 The Client shall not request any services from the Chef beyond what has been agreed in writing with BIOTROFI, and shall not engage the Chef directly for future work without BIOTROFI's written consent.

7.4 The Client agrees not to circumvent BIOTROFI or engage any Chef introduced by BIOTROFI independently, during the term of this Agreement and for a period of 24 (twenty-four) months thereafter.

7.4.1 If the Client engages a Chef directly in breach of clause 7.4, the Client shall pay BIOTROFI a fee equal to six (6) months of the Chef's estimated service fees.

7.5 The Client shall maintain a safe, respectful and appropriate environment for the Chef at all times. This includes:

• No abusive, threatening, inappropriate, or discriminatory behaviour.
• No conduct that could reasonably cause distress, discomfort, or risk.
• All household members must follow the same standard.

Any breach of this clause constitutes a material breach and may result in immediate termination of the Placement and/or this Agreement under clause 13.

7.6 The Client will keep BIOTROFI fully indemnified against all losses, claims, liability, costs and/or damage arising directly or indirectly out of any act, omission or negligence of the Client.

8. Nutrition & Fitness Add-ons

If requested by the Client, BIOTROFI may coordinate additional support from nutritionists and/or personal trainers to deliver personal meal plans to the Client. The fees and other terms and conditions in such a case will be agreed to separately and communicated in writing, (the “Terms of Add-Ons”).

9. Food Hygiene & Legal Compliance

9.1 The Chef will store all food prepared in airtight containers with clear labels showing preparation and use-by dates.

9.2 The Chef shall comply with food safety regulations applicable in the Republic of Cyprus.

9.3 While BIOTROFI expects the Chef to comply with applicable food safety regulations, the Client remains responsible for maintaining a clean and safe environment.

10. Liability and Insurance

10.1 BIOTROFI does not accept liability for any act, omission, negligence, or default by the Chef. The Chef is self-employed and responsible for their own professional conduct and insurance coverage.

10.2 BIOTROFI is not liable for any direct or indirect loss or damage suffered by the Client or any third party arising from the Chef's services, except in cases of:

• Fraud by BIOTROFI;
• Gross negligence by BIOTROFI, to the fullest extent permitted by law.

10.3 The Client will maintain the appropriate home and liability insurance which covers the presence of third-party service providers working in their household.

10.4 Liability allocation in respect of the Company Card and the Grocery Allowance is governed exclusively by clauses 4.17 to 4.19, which prevail over this clause 10 to the extent of any inconsistency.

11. Intellectual Property & Promotion

11.1 BIOTROFI may use photographs of meals prepared by the Chef for promotional purposes, provided that such materials do not include any identifying features of the Client, their household, or private details.

11.2 The Client may opt out at any time by email.

12. Privacy and Confidentiality

12.1 BIOTROFI and the Client shall maintain strict confidentiality regarding personal data, household details, and all private information exchanged.

12.2 All parties agree to comply with applicable data protection laws.

12.3 BIOTROFI processes only the personal data required to deliver the service and retains such data only as long as necessary to fulfil legal and operational obligations.

13. Ending of Placements & Termination of Agreement

13.1 During the Evaluation Period of a Placement, the Placement can be ended as per clause 3 above.

13.2 After completion of any applicable Evaluation Period, termination rights and notice periods shall apply in accordance with clause 13B below.

13.3 This Agreement can be terminated by either party without cause by giving two (2) weeks' written notice, subject to clause 13.5 below.

13.4 Subject to clause 13.5 below, either party may terminate this Agreement in the event of breach of this Agreement by the other party, by giving a seven (7) days' written notice (the “Remedy Period”). Such notice may be by email. If the breach is not remedied by the culpable party within the Remedy Period, this Agreement shall terminate. If the breach is remedied in full within the Remedy Period, this Agreement shall remain in full force and effect.

13.5 In the event of a material breach of this Agreement by the Client, or if a Chef's placement has ended and there is no possibility to find a replacement, BIOTROFI may terminate this Agreement immediately without notice.

13.6 Notices under this clause 13 may be given by email.

13B. Termination Notice Periods

13B.1 This clause applies to all ongoing private chef and meal prep services.

13B.2 Either party may terminate the services by providing two (2) weeks' written notice.

13B.3 If the Client terminates the services with immediate effect or without providing the required notice, the Client agrees to compensate BIOTROFI for reasonable coordination, scheduling, and operational losses, capped at an amount equal to two (2) weeks of BIOTROFI's service fee, unless BIOTROFI successfully reallocates the Chef during that period.

13B.4 This compensation is not a service fee for future services and does not entitle the Client to continued service during the notice period.

13B.5 This clause does not create any employment or staffing relationship and applies solely to the commercial relationship between the Client and BIOTROFI.

14. Assignment

The Client must not assign and/or transfer the whole or any part of its rights and/or obligations under this Agreement which are personal to the individual that is the Client and may only be exercised and/or performed by the Client. BIOTROFI may however assign and/or transfer this entire Agreement to any company in which Dimitris Kamaritis is one of the shareholders, and the Client hereby, by proceeding with payment as described in the introduction, gives irrevocable and unconditional consent to such assignment and/or transfer.

15. Notices

All notices served by either party pursuant to the provisions of this Agreement shall be in writing, and shall be sufficiently served if delivered by hand, or sent by email to the addresses provided.

16. No Waiver

No failure to exercise or delay in exercising any right or remedy under this Agreement shall constitute a waiver thereof.

17. Severability

If at any time any provision of this Agreement is, or becomes, or is adjudicated by any court of competent jurisdiction to be, illegal, invalid or unenforceable under the applicable law, this shall not affect or impair the legality, validity or enforceability of any other provision of this Agreement.

18. Amendments only in writing

No variation of this Agreement shall be effective unless it is in writing via email and confirmed by both parties. For the avoidance of doubt however, the Terms of Add-Ons notified to the Client as per this Agreement, form an integral part of this Agreement and shall be binding on the parties.

19. Breach

In the event of breach of an essential condition of this Agreement by either party, the non-defaulting party shall have the right to claim damages, interest, legal fees, enforcement costs, and other reasonable expenses arising from such breach, including compensation for reputational and financial harm, without prejudice to any other remedies available under applicable law.

20. Declaration of Understanding

20.1 The Client confirms acceptance of this Agreement by proceeding with payment as described in the introduction.

20.2 The Client agrees to comply with all outlined terms and conditions, service procedures, safety standards, principles and conduct requirements, as well as any Terms of Add-Ons separately received.

20.3 The term “working days” under this Agreement shall mean days upon which the banks are open for business in the Republic of Cyprus.

21. Governing Law and Jurisdiction

21.1 This Agreement shall be governed by and construed in accordance with the laws of the Republic of Cyprus.

21.2 The parties agree to submit to the exclusive jurisdiction of the courts of the Republic of Cyprus in relation to any dispute arising out of or in connection with this Agreement.

Contact Us

For any questions about these terms, please contact us at: contact@biotrofi.com