Privacy notice
Last updated 10 November 2026
The short version
- We collect what we need to run Kitchen Logger: your account details, your kitchen's records, and a few technical details that keep the service secure.
- The records your kitchen enters (temperatures, staff names, training, sickness, money) belong to your business. We store and process them for you, on your instructions.
- Your kitchen's data is stored in London. Some of the companies that help us run the service are in the US, and we use legal safeguards for that.
- The menu scan and the Assistant send what you give them to Anthropic, the company behind the Claude AI model. Anthropic says it does not train its models on this by default.
- We don't sell your data, we don't show adverts, and this website sets no tracking cookies.
- You can ask to see, correct, export or delete your data at any time. Email us at hello@kitchenlogger.co.uk.
Who we are
Kitchen Logger is run by [company name to be confirmed], a company registered in England and Wales under number [company number to be confirmed]. Our registered office is [registered office address to be confirmed].
We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number to be confirmed].
For anything about your data, email hello@kitchenlogger.co.uk. We have not appointed a data protection officer, because the law does not require one for a business like ours. Your email reaches the people who run the service.
Two roles: ours and yours
Data protection law treats us differently depending on whose data it is.
When we decide how data is used (we are the "controller")
This covers your account (email, password, name), your business details, billing, support emails, security logs and visits to this website.
When we act for your business (we are the "processor")
This covers the records your kitchen keeps in the app: temperatures, checks, the diary, staff names and logins, training and certificates, sickness records, dishes and allergens, takings and costs, and photos of certificates and receipts. Your business is the controller of that data. We only use it to run the service for you, under the data processing terms in our terms of service.
If you work in a kitchen that uses Kitchen Logger and want to know what it holds about you, ask your employer first. We will help them answer you.
What we collect and why
| What | Why | Lawful basis |
|---|---|---|
| Account: email address and password. Supabase Auth stores the password as a secure hash, so we never see it. | To create your account, sign you in and keep your kitchen synced across phones. | Contract, where you are a sole trader or partner who signed up. Otherwise our legitimate interest in providing the service to the business you work for or own. |
| Business details: business name, address, the owner's name and the country you trade in. | To set up your kitchen, apply the right rules for your nation (for example Scotland's reheating temperature) and print your reports. | Contract or legitimate interests, as above. |
| Staff logins: a login ID, a 6-digit PIN (stored as a hash) and the name the owner gives the login. No email address is needed or sent. | So staff can sign in on a shared kitchen phone. | We process this for your business (processor). |
| Kitchen records: temperatures, checklists, deliveries, diary entries (problems, pests, repairs, visits, probe checks, sickness), safe methods, cleaning, staff names, training sign-offs and certificates, dishes and allergens, takings, costs and regular bills. Each record notes who saved it and when, with its edit history. | To provide the service: store, sync, show and print your records. | We process this for your business (processor). |
| Photos of training certificates and receipts. | To keep them with the record they belong to. | We process this for your business (processor). |
| Menu photos and PDFs you choose to scan. | To draft your dishes and allergens. We do not store the photo or PDF after the scan; only the dishes it produces are saved. | We process this for your business (processor). |
| Assistant questions, plus a short summary of your kitchen (see below). | To answer your question. The conversation is kept on your phone, not on our servers. | We process this for your business (processor). |
| The address you type at sign-up. | To suggest matching UK addresses as you type. | Legitimate interests: making sign-up quicker and more accurate. |
| Push notification subscriptions: a web address your phone's browser gives us when you turn reminders on. | To send check reminders to that phone. | We process this for your business (processor). You can turn it off on the phone at any time. |
| Technical data: IP address, browser type, times of requests and sign-ins, recorded by our hosting and database providers. | To keep the service secure, limit abuse (for example rate limits on the AI features) and fix problems. | Legitimate interests: security and running a reliable service. |
| Emails you send us, and our replies. | To answer you and keep a record of what was agreed. | Legitimate interests, or contract where it concerns your subscription. |
| Billing details, once paid plans start: your name, business, billing address, plan and payment history. Card details go straight to the payment provider; we never see the full card number. | To charge for the service and keep the accounts the law requires. | Contract and legal obligation (tax and accounting records). |
We don't use your data for advertising, we don't sell it, and we don't make decisions about you by automated means that have legal or similarly significant effects.
Staff sickness records and other sensitive data
The diary lets a kitchen record staff sickness, such as when someone was off and when they had been free of symptoms for 48 hours. This is health data, which the law treats as "special category" data.
Your business is responsible for having a lawful reason to record it. For most kitchens this is the employment and food safety duty to keep unwell staff away from food (UK GDPR Article 9(2)(b) and the Data Protection Act 2018, Schedule 1). Record only what you need, and tell your staff you keep these records.
We store this data like everything else in your kitchen: only people in your kitchen with the right permissions can see it, and we never use it for anything else.
How the AI features use your data
Kitchen Logger uses Claude, an AI model made by Anthropic, for two features. Requests currently go through Netlify's AI Gateway, which passes them to Anthropic.
Menu scan
When you scan a menu, we send the photo or PDF to Anthropic, which drafts each dish with its allergens. The result is a draft for you to check; see our terms.
The Assistant
When you ask the Assistant a question, we send the question, the recent conversation (up to the last 12 messages) and a short summary of your kitchen. The summary includes your business name and address, your name and whether you are the owner or staff, your fridge names and ranges, cleaning product names, how many staff and dishes you have, and what is still to do today. The to-do list can name one member of staff (for example, someone still to be trained). It does not include your records, diary entries or sickness records. Anything you type into the question is sent as written, so please don't type in personal details you don't need to.
What Anthropic does with it
Anthropic's own privacy pages say that, by default, it does not use inputs or outputs from its commercial products, such as the API we use, to train its models. They also say it deletes API inputs and outputs within 30 days, except where it needs to keep them longer to enforce its usage policy or meet legal duties. Read whether data is used for training and how long Anthropic keeps data.
Who we share data with
We use a small number of service providers to run Kitchen Logger. Each one only gets what it needs for its job, and each is bound by data processing terms.
| Provider | What it does | Where |
|---|---|---|
| Supabase | Database, sign-in and photo storage. Holds your account and all your kitchen's synced records and photos. | Stored in London (AWS eu-west-2). Supabase is a US company and its support staff may access data from outside the UK. |
| Netlify | Hosts this website and the app, and runs our server functions (menu scan, Assistant, address lookup, reminders). Routes AI requests to Anthropic through its AI Gateway. | US company, global network. |
| Anthropic | The Claude AI model behind the menu scan and the Assistant. | US. |
| Address suggestions at sign-up (Google Places). Our server sends Google only the text you type, so Google does not get your IP address from us. | US. | |
| Web push services (Apple, Google, Mozilla or Microsoft, depending on your phone and browser) | Deliver reminder notifications to your phone. The message is encrypted, so the push service can't read it. | Mainly US. |
| A payment provider such as Stripe (when paid plans start) | Takes payments and stores card details. | To be confirmed when chosen. |
| Our email provider | Sends and receives our support email. | [email provider and location to be confirmed] |
We will update this list before we add or change a provider. We may also share data if the law requires it, to protect people's safety, or if the business is sold, in which case the buyer must keep to this notice.
Transfers outside the UK
Some providers above are based in the US or may access data from there. Where that happens we rely on safeguards the UK allows: the provider's certification to the UK Extension to the EU-US Data Privacy Framework, or the International Data Transfer Addendum to the EU standard contractual clauses in its data processing terms. You can ask us for details of the safeguard used for any provider.
Data on your phone
Kitchen Logger is a web app that works offline. To do that, it keeps a copy of your kitchen's data in your phone's browser storage and syncs it with our servers when there is a signal. It also keeps your sign-in, the Assistant conversation and your set-up answers (without your password) on the phone.
Keep the phone locked with a passcode. Anyone who can unlock it and open the app can see what that login is allowed to see. Signing out removes the kitchen from that phone once everything has synced. See deleting your data.
Cookies and similar technology
This website
At the time of writing, this website sets no cookies and uses no analytics, advertising or tracking tools. If we add analytics, we will use a tool that does not track you across other sites, and we will update this notice first. If we ever add a tool that needs your consent, we will ask before it runs, and saying no will be as easy as saying yes.
The app
The app uses your browser's local storage, not cookies. It stores:
- your kitchen's data and sync status, so the app works offline;
- your sign-in session, so you stay signed in;
- your set-up answers while you are still setting up;
- your Assistant conversation;
- whether reminders are on for this phone, and whether you hid the "add to Home Screen" tip.
The app also stores its own files on the phone so it opens without a signal. All of this is strictly necessary for the service you asked for, or remembers a choice you made, so under the Privacy and Electronic Communications Regulations (as amended by the Data (Use and Access) Act 2025) it does not need consent. You can clear it at any time by signing out or clearing the site's data in your browser.
How long we keep data
Some of these periods are our proposed policy and will be confirmed before launch.
| Data | How long |
|---|---|
| Your account and your kitchen's records and photos | While your account is open. After you cancel or ask us to delete your kitchen, we delete it within 30 days (proposed). Database backups roll off within a further 7 days. |
| A staff login removed by the owner | The login is deleted straight away. Records that person made stay in the kitchen's records, with their name, because they are part of the kitchen's food safety record. |
| Menu photos and PDFs | Not stored by us. Anthropic deletes them within 30 days, as described above. |
| Assistant conversations | Kept only on your phone until you sign out or erase the phone. Not stored on our servers. Anthropic deletes them within 30 days, as described above. |
| Push subscriptions | Until you turn reminders off, sign out, or the phone stops accepting them. |
| Hosting, sign-in and security logs | For the period our providers keep them, usually days or weeks. |
| Support emails | 2 years after the conversation ends (proposed). |
| Billing and invoice records | 6 years after the end of the financial year they relate to, because tax law requires it. |
| Kitchens that stay unused (no paid plan and no activity) | Deleted after [12 months] without use, after we email the owner a warning (proposed). |
Your business may need to keep some records for its own reasons, such as tax records or evidence for an inspection. Export them before you close your account. Here's how.
How we protect data
- All traffic between the app and our servers is encrypted (HTTPS).
- Database rules mean each account can only read and change its own kitchen's data, and staff only what the owner allows.
- Photos are kept in private storage. The app shows them through links that expire after an hour.
- Passwords and PINs are stored as hashes, not as plain text.
- Our AI and address functions only accept requests from the app's own pages, and limit how often they can be called. The Assistant only answers people who are signed in.
If a breach puts your data at risk, we will tell you without undue delay, and tell the ICO within 72 hours where the law requires it.
Your rights
You have the right to:
- access the personal data we hold about you and get a copy;
- correct data that is wrong or incomplete;
- erase your data, in many cases;
- restrict how we use it, for example while a complaint is looked at;
- take your data with you (portability) in a common format;
- object to uses based on our legitimate interests;
- withdraw consent at any time, where we rely on it.
To use any of these, email hello@kitchenlogger.co.uk. We may ask you to confirm who you are. We reply within one month. If a request is complex we can take up to two more months, and we will tell you why within the first month. There is normally no charge.
If your request is about records a kitchen keeps (for example, you work there), we will pass it to that business, because it decides what happens to them, and help it reply.
Complaints
Please tell us first, and we will try to put it right. You can also complain to the Information Commissioner's Office:
- Website: ico.org.uk/make-a-complaint
- Phone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Children
Kitchen Logger is a service for businesses. Account holders must be 18 or over. A kitchen may record the names of younger staff as part of its own records; it is responsible for doing so lawfully.
Changes to this notice
We will update this notice when the service or the law changes, and change the date at the top. If a change matters to how we use your data, we will tell account owners by email or in the app before it takes effect.
Contact
[company name to be confirmed]
[registered office address to be confirmed]
Email: hello@kitchenlogger.co.uk