Privacy Policy

1. About this Privacy Policy

Food-Safety.app is a digital food safety management service designed for
food businesses.

The service includes:

• the Food-Safety.app web application
• the Food-Safety.app Android application
• the Food-Safety.app iOS application
• the Food-Safety.app website
• online food safety and HACCP tools
• internal audit tools
• AI-assisted tools
• related food safety services

Web app

When you use the Food-Safety.app web application, your food safety records
are stored securely within our cloud-based database infrastructure
provided through Supabase.

This allows records to remain associated with your account and available
when you sign in to the web application.

Android and iOS apps

The Android and iOS applications are designed to store core operational
food safety records locally on the device.

These versions can therefore continue to operate without a continuous
internet connection.

Records stored locally on a mobile device aren’t automatically stored
within the Food-Safety.app web database unless a particular feature
specifically states that information will be transmitted online.

This Privacy Policy explains how information is handled across these
different versions of Food-Safety.app.

2. Who is responsible for your personal information?

For personal information processed as part of operating Food-Safety.app,
the data controller is:

Digital Safety Records Limited
Trading as Food-Safety.app

36 Easterdown Close
Plymouth
PL9 8SS
United Kingdom

Company number: 17109237

Website:
food-safety.app

Privacy enquiries can be made through the contact facility on the
Food-Safety.app website.

3. Information we may process

The information we process depends on the services and version of
Food-Safety.app you use.

3.1 Food safety records

Food-Safety.app allows businesses to create and maintain records including:

• temperature records
• cooking temperatures
• cooling records
• reheating records
• hot-holding records
• refrigeration and freezer records
• opening checks
• closing checks
• cleaning schedules and records
• goods-in and delivery checks
• allergen information
• allergen matrices
• corrective actions
• pest-control records
• probe calibration records
• staff training records
• equipment records
• HACCP records
• food safety checks
• audit information
• notes associated with food safety activities

How this information is stored depends on the platform being used.

3.2 Web application records

Records created using the Food-Safety.app web application are stored
within our cloud-based infrastructure using Supabase.

This may include:

• business information
• account information
• food safety records
• equipment information
• cleaning records
• temperature records
• training records
• corrective actions
• audit information
• allergen information
• HACCP-related information

These records are associated with the relevant account or business so
they can be accessed through the web application.

3.3 Android and iOS application records

Core operational records entered into the Android and iOS applications
are stored locally on the user’s device.

This means Food-Safety.app doesn’t automatically receive copies of
locally stored operational records.

If a particular mobile feature needs to transmit information online, this
will only occur where required to provide that feature.

3.4 Account information

Users of services requiring an online account may provide information
including:

• name
• email address
• business name
• account identifier
• subscription status
• account preferences

We use this information to operate and administer the relevant account.

3.5 Staff information

Businesses may choose to record information relating to employees or
other workers, including:

• names
• job roles
• training records
• responsibilities
• actions assigned to individual members of staff
• completion of checks
• audit actions

The business using Food-Safety.app is responsible for ensuring that it
has an appropriate lawful basis for recording personal information
relating to its employees or workers.

Users shouldn’t enter unnecessary personal or sensitive information.

3.6 Website enquiries

If you contact Food-Safety.app, we may process:

• name
• email address
• telephone number where provided
• business name
• enquiry type
• message content
• correspondence relating to the enquiry

3.7 Internal food safety audits

Food-Safety.app may provide online internal food safety audit tools.

Audit information may include:

• business name
• audit date
• business activities
• audit answers
• notes
• identified risks
• corrective actions
• responsible persons
• priorities
• target dates

Where an audit is completed through the web application, the resulting
information may be stored within Supabase.

Where a tool uses browser-based temporary or local storage, this may also
be used to preserve work while an audit is being completed.

3.8 HACCP and food safety services

Where you request a HACCP plan, food safety document or related service,
we may process information including:

• business name
• business address or postcode
• work email address
• person responsible for food safety
• business type
• customer numbers
• menus and ingredients
• food processes
• equipment
• storage arrangements
• refrigeration and freezer arrangements
• cooking, cooling and reheating processes
• hot-holding processes
• allergen information
• suppliers
• staffing arrangements
• cleaning arrangements
• pest-control arrangements
• waste arrangements
• existing procedures
• files or documents supplied by you

This information may be processed using automated software and
AI-assisted systems where necessary to provide the requested service.

3.9 Subscription and billing information

Food-Safety.app subscriptions may be purchased through different payment
providers depending on the platform used.

These may include:

• Stripe
• Apple App Store
• Google Play Store

We may receive information including:

• customer identifier
• subscription product
• subscription status
• start date
• renewal date
• cancellation status
• billing cycle
• payment status
• transaction reference

Full payment-card details are handled by the relevant payment provider
rather than Food-Safety.app.

3.10 Technical information

When you use our website, web application or online services, limited
technical information may be processed, including:

• IP address
• browser type
• operating system
• device type
• dates and times of access
• pages or application routes accessed
• login and session information
• error information
• security information
• technical metadata

This information may be required for security, reliability,
troubleshooting and operation of the service.

4. How your food safety records are stored

Food-Safety.app uses different storage methods depending on which
platform you use.

4.1 Web application

Food safety records entered through the web application are stored online.

Food-Safety.app currently uses Supabase to provide
database and associated backend services for the web application.

This allows authorised users to access their records through their
Food-Safety.app web account.

Access to records is controlled through application authentication and
security controls.

4.2 Android and iOS applications

Core food safety records created using the Android or iOS applications
are stored locally on the user’s device.

These applications are designed to support offline working.

Locally stored data may include:

• temperature records
• cleaning records
• opening and closing checks
• allergen information
• corrective actions
• training information
• equipment information
• HACCP information

Food-Safety.app doesn’t normally have access to records that remain
solely on the device.

4.3 Differences between platforms

The web and mobile versions of Food-Safety.app don’t necessarily use the
same storage model.

Using the web application means relevant operational records are held
within Food-Safety.app’s cloud infrastructure.

Using the Android or iOS application means core operational records
remain on the individual device unless a feature specifically requires
online processing.

5. Local mobile storage

Records held locally within the Android and iOS applications remain on
the relevant device.

Deleting any of the following may result in records being permanently lost:

• the application
• application storage
• application data
• the device profile
• the device itself

Food-Safety.app may be unable to recover records that were never
transmitted to its servers.

Businesses using the mobile applications should maintain suitable
exports or backups where records need to be retained.

6. Cloud storage

Information stored through the web application may be held within cloud
infrastructure used by Food-Safety.app.

Supabase provides database, authentication and backend services used by
the web application.

Cloud-stored information may include:

• account information
• business information
• food safety records
• audit records
• training information
• equipment records
• cleaning records
• allergen records
• corrective actions
• HACCP information

Access is restricted according to the user’s account and the
application’s access controls.

7. PDF exports

Food-Safety.app allows users to create or download reports and records in
PDF format.

These may include:

• food safety records
• audit reports
• temperature records
• allergen information
• cleaning records
• HACCP documents
• training records

Once a user downloads, saves, prints, emails or shares an exported file,
that copy is under the control of the person or organisation holding it.

Businesses should protect exported files where they contain personal,
commercially sensitive or confidential information.

8. How we use information

We may process information to:

• provide Food-Safety.app
• create and manage user accounts
• store web application records
• authenticate users
• maintain subscriptions
• verify subscription entitlement
• process customer requests
• provide food safety tools
• provide HACCP services
• generate requested documents
• provide AI-assisted features
• respond to enquiries
• provide customer support
• diagnose technical faults
• maintain application security
• prevent fraud and abuse
• monitor service reliability
• comply with legal requirements
• maintain appropriate business records
• establish, exercise or defend legal claims

We don’t sell personal information to advertisers.

9. Lawful bases for processing

UK data-protection law requires us to have a lawful basis for processing
personal information.

The basis used depends on why the information is being processed.

Contract

We may process information where necessary to:

• provide your Food-Safety.app account
• provide the web application
• maintain your subscription
• store records requested by you
• provide a purchased service
• provide customer support
• fulfil a request for HACCP or other food safety documents

Legitimate interests

We may rely on legitimate interests for reasonable business purposes
including:

• maintaining security
• preventing fraud or abuse
• investigating technical faults
• improving service reliability
• maintaining operational records
• responding to business enquiries
• establishing or defending legal claims

Legal obligation

Information may be processed where necessary to comply with legal
obligations applying to Digital Safety Records Limited.

Consent

We may rely on consent where appropriate, including for:

• non-essential cookies
• certain marketing communications
• optional processing where consent is required

Consent can be withdrawn where processing depends on consent.

10. AI-assisted features

Food-Safety.app may provide AI-assisted features relating to:

• HACCP
• food safety guidance
• cleaning documentation
• risk assessments
• safe systems of work
• corrective actions
• audits
• document generation
• compliance support

Information entered into an AI-assisted feature may need to be
transmitted to an external AI processing service to provide the requested
result.

Users shouldn’t enter unnecessary personal or confidential information
into an AI feature.

In particular, users should avoid entering:

• passwords
• payment-card information
• confidential employee information
• unnecessary health information
• special-category personal information
• information unrelated to the food safety task

AI-generated information must be reviewed by the user before being relied
upon.

Food-Safety.app doesn’t use AI to make solely automated decisions
producing legal or similarly significant effects on individuals.

11. Payments

Payments may be handled by external payment providers.

Stripe

Stripe may be used for subscriptions and other payments made through the
Food-Safety.app website or web application.

Stripe may process:

• payment-card information
• billing information
• transaction information
• fraud-prevention information

Food-Safety.app doesn’t receive or store full card details handled
directly by Stripe.

Apple

Apple handles payments and subscriptions purchased through the Apple App
Store and processes information under its own privacy terms.

Google

Google handles payments and subscriptions purchased through Google Play
and processes information under its own privacy terms.

12. Service providers

We use external technology providers where necessary to operate
Food-Safety.app.

These may include providers of:

• database services
• authentication
• application hosting
• website hosting
• payment processing
• email delivery
• workflow automation
• AI processing
• security
• monitoring
• backups

Supabase

Supabase provides database, authentication and backend infrastructure
used by the Food-Safety.app web application.

Information held within Supabase may include account information and
operational food safety information entered by users of the web
application.

Vercel

Vercel may be used to host and deliver parts of the Food-Safety.app web
application and associated infrastructure.

Stripe

Stripe is used for web-based payment processing where applicable.

Apple and Google

Apple and Google provide mobile application distribution and may provide
subscription and payment services for their respective platforms.

Other service providers may be added or replaced as the service changes.

Where another organisation processes personal information on our behalf,
we use appropriate contractual and security arrangements where required
by law.

13. International data transfers

Some technology providers used by Food-Safety.app operate internationally.

Information may therefore sometimes be processed outside the United
Kingdom.

Where personal information is transferred internationally, we will use an
appropriate lawful mechanism where required by UK data-protection law.

This may include:

• UK adequacy regulations
• approved contractual safeguards
• the UK International Data Transfer Agreement
• the UK Addendum to approved contractual clauses
• another lawful transfer mechanism

14. Data retention

We don’t keep personal information longer than reasonably necessary for
the purpose for which it was collected.

Web application records

Records held within the web application may remain stored while:

• the account remains active
• the business requires the records
• retention is necessary to provide the service
• there is another lawful reason to retain the information

Where an account or data is deleted, some information may remain
temporarily within backups before being removed through normal
backup-retention processes.

Mobile application records

Records stored solely within the Android or iOS application remain on the
device until they are deleted through the application or device.

Food-Safety.app doesn’t control how long information stored exclusively
on a user’s device is retained.

Customer enquiries

Customer support and enquiry records may be retained for a reasonable
period to resolve enquiries, maintain business records and deal with
complaints or disputes.

HACCP and other food safety services

Information provided for a HACCP plan or other food safety service may be
retained for as long as reasonably necessary to:

• provide the service
• support the customer
• deal with amendments
• maintain appropriate business records
• meet legal or accounting requirements

Financial records

Financial and transaction records may be retained for the periods
required by applicable tax and accounting law.

15. Account deletion and data deletion

Where information is stored within a Food-Safety.app web account, users
may request deletion of personal information where the right to erasure
applies.

Deleting an account may result in the permanent deletion of associated
cloud-held food safety records.

Users should export any records they need before deleting an account.

Records held only within an Android or iOS application must normally be
managed on the device itself.

Food-Safety.app may be unable to delete information stored exclusively on
a user’s own device because we don’t possess or control it.

16. Cookies, local storage and similar technologies

The Food-Safety.app website and web application may use cookies, browser
storage and similar technologies to:

• keep users signed in
• maintain sessions
• provide security
• remember preferences
• operate application functions
• preserve work temporarily
• maintain subscription functions

The Android and iOS applications may also use local application storage
to maintain operational records and preferences.

Where non-essential cookies or similar technologies require consent,
appropriate consent controls will be provided.

17. Security

Food-Safety.app uses technical and organisational measures intended to
protect the information it processes.

These may include:

• encrypted connections
• authentication
• account access controls
• database security controls
• Supabase security policies
• server-side validation
• secure application configuration
• secure payment providers
• secrets management
• security monitoring
• backup arrangements
• dependency management
• payment webhook verification

No internet or computer system can guarantee absolute security.

Web app users

Users should:

• use a strong password
• protect access to their account
• avoid sharing login credentials
• sign out of shared devices
• report suspected unauthorised access

Mobile app users

Users should:

• secure their device
• use an appropriate PIN, password or biometric lock
• control who can access the application
• maintain exports or backups where necessary
• keep the device and operating system updated

18. Information about employees and other people

Businesses may use Food-Safety.app to record information relating to
employees or other individuals.

Examples include:

• staff training
• completed checks
• corrective actions
• cleaning responsibilities
• audit actions

Where a business records this information, the business is responsible
for deciding:

• what information is required
• why it is being recorded
• how long it should be retained
• who should have access
• what privacy information must be provided to the individual

The business using Food-Safety.app may therefore act as the data
controller for employee information it enters into the service.

Digital Safety Records Limited may act as a data processor where it stores
that information within the web application on behalf of the business.

19. Special-category personal information

Food-Safety.app isn’t designed as a general employee-record or
medical-record system.

Users shouldn’t unnecessarily enter information concerning:

• health
• racial or ethnic origin
• religious or philosophical beliefs
• trade-union membership
• genetic information
• biometric information
• sexual orientation
• sex life

Where a business chooses to process this type of information, it remains
responsible for ensuring there is an appropriate lawful basis and any
additional condition required by data-protection law.

20. Children’s information

Food-Safety.app is intended for business use and isn’t designed for
children to use independently.

Where a customer operates within a setting involving children, such as a
school or nursery, that business remains responsible for ensuring that
personal information is recorded lawfully and appropriately.

21. Automated decision-making

Food-Safety.app doesn’t use solely automated decision-making intended to
produce legal or similarly significant effects on individuals.

Automated and AI tools may help:

• identify food safety hazards
• suggest controls
• structure HACCP information
• produce draft documents
• recommend corrective actions
• summarise audit information

These tools support the user. The business remains responsible for
reviewing the output and making appropriate operational and food safety
decisions.

22. Marketing communications

Food-Safety.app may send service-related communications including:

• account messages
• subscription notifications
• payment information
• security notices
• requested reports
• requested documents
• customer-support responses
• important service updates

These aren’t marketing messages where they are necessary to provide the
service.

Where optional electronic marketing is used, users will be given an
appropriate way to unsubscribe.

23. Your data-protection rights

Depending on the circumstances, you may have rights including:

• the right to be informed
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to object
• the right to data portability
• rights relating to automated decision-making
• the right to withdraw consent

These rights aren’t absolute and depend on the circumstances and lawful
basis being used.

Web application records

Where information is held by Food-Safety.app within its cloud services,
we can respond to applicable data-protection requests relating to that
information.

Mobile application records

Where information exists only on the user’s Android or iOS device and
hasn’t been transmitted to us, Food-Safety.app can’t access, amend or
delete it.

The user controls that information through their device and application.

24. Your right to object

Where we process personal information on the basis of legitimate
interests, you may have the right to object.

You also have the right to object to personal information being used for
direct marketing.

Privacy requests can be made through the Food-Safety.app website.

25. Complaints

If you’re concerned about how Food-Safety.app handles personal
information, please contact Digital Safety Records Limited first so we can
investigate.

You also have the right to complain to the UK’s supervisory authority:

Information Commissioner’s Office (ICO)

Visit the Information Commissioner’s Office

26. Personal-data breaches

Digital Safety Records Limited maintains procedures for identifying and
managing personal-data breaches affecting information held within its
systems.

Where required by law, we will assess whether a breach must be reported
to the Information Commissioner’s Office or affected individuals.

A security incident involving information stored solely on a user’s
mobile device may instead be the responsibility of the business or
individual controlling that device.

27. Responsibilities of businesses using Food-Safety.app

Businesses using Food-Safety.app remain responsible for their own food
safety and data-protection obligations.

This includes:

• deciding what information should be recorded
• ensuring personal information is necessary
• maintaining accurate records
• managing employee privacy
• controlling access
• protecting login credentials
• securing devices
• maintaining necessary backups
• retaining records for appropriate periods
• reviewing exported reports
• checking AI-generated material
• complying with relevant food safety laws

Food-Safety.app is a record-keeping and management tool. It doesn’t
transfer the legal responsibilities of the food business operator to
Digital Safety Records Limited.

28. Third-party links

Food-Safety.app may contain links to government websites, regulators,
payment providers, application stores, guidance services or other
external websites.

These services have their own privacy policies.

Digital Safety Records Limited isn’t responsible for the privacy
practices of independent third parties.

29. Changes to this Privacy Policy

We may update this Privacy Policy as Food-Safety.app changes.

Reasons may include:

• new application features
• changes to how information is stored
• new technology providers
• new payment services
• changes to AI functionality
• changes to legal requirements
• changes to international transfer arrangements

The current version will be published on the Food-Safety.app website.

The date at the top of this policy will be updated when material changes
are made.

Where a change materially affects existing users, we may provide
additional notice where appropriate.

30. Contact us

For privacy enquiries relating to Food-Safety.app:

Digital Safety Records Limited
Trading as Food-Safety.app

36 Easterdown Close
Plymouth
PL9 8SS
United Kingdom

Company number: 17109237

Website:
food-safety.app

Privacy enquiries can be submitted through the contact facility on the
Food-Safety.app website.