Export and delete your data
Last updated 10 November 2026
The short version
- Export first. Your business may need its records later, for an inspection or for tax.
- Signing out or erasing a phone only clears that phone. Your kitchen stays safe on our servers.
- The owner can remove staff and staff logins in the app at any time.
- To delete your kitchen and account from our servers, email us at hello@kitchenlogger.co.uk. We will do it within 30 days, and backups clear within 7 days after that.
- Deleting a kitchen can't be undone.
1. Export your records first
Once your kitchen is deleted, we can't get it back. Food safety records are your evidence for an inspection, and money records may be needed for tax for several years. Save what you need before you ask us to delete anything.
| What | Where in the app | What you get |
|---|---|---|
| Food safety records | Records → Inspector report. Choose All time, then Create PDF. In the print screen, choose Save as PDF. | A PDF of every check, temperature, delivery, diary entry, cleaning task and staff training record, with who logged each one and when. |
| Allergen chart | Menu → Allergen chart, then print or save as PDF. | Your confirmed dishes and their allergens. |
| Safe methods | Settings → Safe methods → Print. | Your safe methods pack, with who signed it and when. |
| Takings and costs | Money → Export for accountant. Pick a tax year, a quarter or your own dates, then Export. | A spreadsheet (CSV) with one row per entry, including categories and regular costs. |
| Everything, as a data file | Settings → Back up data. | A file (JSON) of all the kitchen's data held on that phone. It is a complete, machine-readable copy you can keep or give to another service. |
Some of these need the right permissions. The owner can do all of them. Staff can only export what the owner lets them see, so it's best for the owner to export.
Photos of certificates and receipts are not inside these files. To keep them, open each one in the app and save the image, or email us and we will send you a copy of all your photos.
2. Remove the kitchen from one phone
Use this when a phone is lost, replaced, sold or handed to someone else. It doesn't delete anything from our servers, and you can sign in again later to get everything back.
Sign out
Settings → Sign out. The app syncs first, then removes the kitchen, your sign-in, your Assistant conversation and reminders from that phone. If it can't sync (for example, no signal), it keeps you signed in so nothing is lost. Try again when you have a signal.
Erase all data
Settings → Erase all data (owner, or staff with the Settings permission). This clears the phone straight away without syncing first, so anything entered on that phone and not yet synced is lost for good. Use Sign out instead unless you mean to throw away unsynced changes. Erasing doesn't turn off reminders, so turn off Notifications on this phone in Settings first.
Removing the app's icon from your Home Screen may not clear its data. Sign out first.
3. Remove staff and staff logins
The owner can do this in Settings, under Accounts. Tap the person, then Remove from kitchen.
- A staff login (login ID and PIN): the login is deleted completely and its reminders stop. The phone using it loses access to the kitchen.
- A staff member who joined with their own email: they lose access to your kitchen, and their reminders for it stop. Their own account still exists until they ask us to delete it.
To lock out a staff login without removing it, tap New PIN. The phone using it is signed out.
Records a person made stay in your kitchen's records, with their name, because they are part of your food safety history. Their name also stays in Settings → Team, with their training record, until you remove it there.
4. Delete your kitchen and account
You can't do this in the app yet. Email hello@kitchenlogger.co.uk from the email address you sign in with, and tell us:
- your business name;
- that you want the kitchen and your account deleted;
- that you have exported anything you need.
Only the kitchen's owner can ask for the kitchen to be deleted. We may ask you to confirm the request before we act on it.
What we delete
- the kitchen, its settings, and all its records, including edit history;
- all photos of certificates and receipts;
- all staff logins for the kitchen, and every person's access to it;
- all reminder subscriptions for the kitchen;
- your owner account (email and password).
When
We will reply within [5 working days] to confirm, and finish the deletion within 30 days of your request (proposed). We will email you when it's done. Any paid plan is cancelled at the same time; see our terms for refunds.
Kitchen data still on a phone is not reached by our deletion. Sign out of, or erase, each phone as well.
5. Backups and copies with other providers
- Database backups: our database provider takes a backup every day and keeps each one for 7 days. Deleted data disappears from backups within 7 days of being deleted. We only use backups to recover from a fault, and would never use one to bring back a kitchen you asked us to delete.
- Photos: these are deleted from storage when the kitchen is deleted. They are not part of the database backups.
- AI requests: menu photos you scanned and questions you asked the Assistant are not stored by us. Our AI provider, Anthropic, says it deletes them within 30 days.
- Logs: our hosting and database providers keep short-term technical logs (such as sign-in times and IP addresses) for security, and delete them on their own schedule.
6. What we keep after deletion
- Invoices and payment records, for 6 years, because tax law requires it.
- Our emails with you about the deletion, as a record that we did what you asked, for [2 years] (proposed).
Nothing else is kept.
7. If you work in a kitchen that uses Kitchen Logger
The kitchen you work for decides what is recorded about you and how long it keeps it. Ask the owner or manager first. They can remove your login or account, and change or remove what is recorded about you where that's appropriate. Some records, like who checked a fridge on a given day, may need to be kept as part of the kitchen's food safety records.
To delete an account you created with your own email, email hello@kitchenlogger.co.uk from that address. If you contact us about a kitchen's records, we will pass your request to that business and help it reply. Our privacy notice explains your rights.
Contact
[company name to be confirmed]. Email: hello@kitchenlogger.co.uk