Terms of service

Last updated 10 November 2026

The short version

• Kitchen Logger is for businesses. It helps you keep your food safety records, allergen information and simple accounts on a phone.
• It supports your food safety management system. It doesn't replace it, and it doesn't make you legally compliant on its own. No app is approved by the Food Standards Agency or your council, and only an inspection decides your food hygiene rating.
• The AI menu scan gives you a draft. You must check every dish against your recipes and ingredient labels. You stay responsible for your allergen information.
• The Assistant gives general information, not professional advice.
• 30-day free trial. Then £19 plus VAT a month or £190 plus VAT a year, per kitchen. No contract: cancel any time.
• Your records are yours. Export them whenever you like. When you leave, we delete them.

1. Who we are

Kitchen Logger is provided by [company name to be confirmed], a company registered in England and Wales under number [company number to be confirmed]. Registered office: [registered office address to be confirmed]. VAT number: [VAT number to be confirmed, or say "not VAT registered"].

Contact us at hello@kitchenlogger.co.uk.

In these terms, "we" and "us" mean [company name to be confirmed]. "You" means the business that creates a kitchen in Kitchen Logger, and the person who accepts these terms for it.

2. Business use only

Kitchen Logger is sold to businesses, not consumers. By creating an account you confirm that you are using it for your business, and that you can accept these terms for that business. You must be 18 or over to create an account.

These terms, our privacy notice and any order or plan details we confirm to you form the whole agreement between us.

3. What the service is

Kitchen Logger is a web app for phones that helps small food businesses keep the records that food safety law and good practice expect. It includes:

• fridge, freezer, delivery and food temperature logs, with corrective actions for readings out of range;
• opening, closing and cleaning checklists, cleaning tasks and products;
• a diary for problems, pests, repairs, visits, probe checks and staff sickness;
• a safe methods pack based on the Food Standards Agency's Safer Food, Better Business, staff training records and certificates;
• dishes and allergens, an AI menu scan and a printable allergen chart;
• takings, costs and a CSV export for your accountant;
• reminders, the Assistant, the Records tab and a printable inspector report;
• staff accounts and shared-phone staff logins, with permissions set by the owner.

We may improve, change or remove features over time. If we remove something important you rely on, we will tell you in advance where we reasonably can.

4. What the service does not do

Please read this section carefully.

• You remain responsible for food safety. The law requires your business to have a food safety management system based on HACCP principles, to follow it, to train and supervise staff, and to keep suitable records. Kitchen Logger helps you do that, but it doesn't replace your own system, judgement or duties. Safer Food, Better Business (England and Wales), CookSafe (Scotland) and Safe Catering (Northern Ireland) remain the official guidance.
• No approval or guaranteed rating. Kitchen Logger is not approved, endorsed or certified by the Food Standards Agency, Food Standards Scotland, any council or any environmental health officer, and is not affiliated with them. Your food hygiene rating (or inspection result in Scotland) is decided only by the inspection. The Readiness score and reports in the app are a guide, not a prediction of your rating.
• The suggested content is a starting point. The safe methods, checklists, temperature limits, cleaning tasks and reminders that come with the app are general suggestions. Check that they fit your kitchen, your food and the law where you trade, and change them where needed.
• Records are only as good as what's entered. We can't check that readings, sign-offs or notes are true. Make sure the people entering records are trained and honest.

5. Allergens and the AI menu scan

The menu scan uses an AI model to read your menu and draft each dish with the allergens it may contain. AI can be wrong. It can miss an allergen, add one that isn't there, or misread a dish.

• Treat every scanned dish as a draft. Check it against your recipes and the labels of every ingredient you buy in, and correct it, before you confirm it. Check again whenever a recipe or supplier changes.
• Only dishes you confirm appear on the printed allergen chart. Confirming a dish means you have checked it.
• Your business is legally responsible for the allergen information you give customers, and for managing allergens in your kitchen. We are not responsible for any reaction, illness or loss caused by allergen information you publish or give out, including information drafted by the scan.

6. The Assistant

The Assistant answers questions about food safety and the app using AI, based on official UK guidance. Its answers are general information, not legal, food safety, medical, financial or other professional advice, and can be wrong or out of date. Check anything important with your council's food safety team or a qualified adviser. In an emergency, such as an allergic reaction, call 999.

7. Your account, staff and logins

• The person who creates a kitchen is its owner. The owner controls who joins, what each person can see and do, and staff logins.
• You are responsible for everyone you let into your kitchen, for what they enter, and for removing people who should no longer have access.
• Staff logins (a login ID and 6-digit PIN) are meant for a shared kitchen phone. Keep PINs private, change a PIN if it may be known by someone who shouldn't have it, and keep kitchen phones locked.
• Keep your own password secure and don't share your owner account. Tell us straight away if you think someone has got into your account.
• Give us a working email address. We use it for important messages about your account.

8. Trial, prices and payment

Prices are to be confirmed. Paid plans have not started yet. Until they do, we don't charge for the service. We will tell account owners at least 30 days before charging starts, and we will not charge you unless you choose a plan.

• Free trial: each new kitchen gets a 30-day free trial. You don't need to give card details to start it.
• Price: £19 plus VAT a month, or £190 plus VAT a year, for each kitchen. Each kitchen includes unlimited staff accounts and logins.
• Billing: you pay in advance for each month or year. Your plan renews automatically at the end of each period until you cancel. We will remind you by email before a yearly plan renews.
• No contract: there is no minimum term, setup fee or notice period.
• Price changes: we will give you at least 30 days' notice by email before a price change applies to you. It applies from your next renewal, so you can cancel before then.
• Late payment: if a payment fails, we will tell you and try again. If it is still unpaid after 14 days, we may limit your kitchen to viewing and exporting until it is paid.
• Payments are handled by our payment provider. We never see your full card number.

9. Cancelling, and what happens to your data

• You can cancel at any time [in the app, or] by emailing hello@kitchenlogger.co.uk.
• When you cancel, your plan runs to the end of the period you have paid for. We don't refund part-used months or years, except where the law requires it or we have broken these terms.
• After your plan ends, you can still sign in and export your records for 30 days (proposed). We then delete your kitchen, its records and photos, and its staff logins within a further 30 days. Copies in our database backups are gone within 7 days after that.
• Export anything you need to keep before your plan ends. Your business may have its own legal duties to keep records, such as for tax. See exporting and deleting your data.

10. Your data

• Everything your business enters into Kitchen Logger belongs to your business. We don't claim any ownership of it.
• You give us permission to store, copy, process and display your data only as needed to provide the service to you, keep it secure and back it up.
• You can export your records at any time: the inspector report as a PDF, the allergen chart, a CSV of your money records, and a full backup file.
• We may use anonymous, combined statistics about how the service is used (for example, how many checks are logged in a day) to run and improve it. These never identify you, your business or your staff.
• Your kitchen's synced records are stored in the UK and backed up daily, but no system is perfect. Keep your own exports of records you couldn't afford to lose.

11. Data protection

Our privacy notice explains how we use personal data for which we are the controller, such as your account details.

For the personal data your business enters into the app, such as staff names and logins, training records, sickness records, photos and money records, your business is the controller and we are your processor. This section sets out the terms required by Article 28 of the UK GDPR. A separate data processing agreement is available on request.

What we process

• Subject matter and purpose: providing Kitchen Logger to you, as described in these terms.
• Duration: while you use the service, and until we delete the data as set out in section 9.
• Nature: storing, syncing, displaying, printing, backing up and deleting records, and sending menu photos and Assistant questions to our AI provider when you use those features.
• People the data is about: your owners, managers and staff, and people named in your records (for example suppliers, contractors and visitors).
• Types of data: names, login IDs, training and certificate details, photos of certificates and receipts, records of who logged what and when, financial records, and health data in sickness records (special category data).

What we promise

• We only process your data on your documented instructions, which are these terms and the way you set up and use the app, unless the law requires otherwise. If we think an instruction breaks data protection law, we will tell you.
• Everyone who can access your data is bound to keep it confidential.
• We take appropriate technical and organisational security measures, as required by Article 32, including encryption in transit, access rules that keep each kitchen's data separate, private photo storage and hashed passwords.
• You give us general permission to use the sub-processors listed in our privacy notice. We will tell you by email at least 30 days before adding or replacing one. If you object on reasonable data protection grounds and we can't resolve it, you may cancel and we will refund any prepaid fees for the time left. Each sub-processor is bound by data protection terms at least as protective as these, and we remain responsible for them.
• We only transfer your data outside the UK with safeguards the law allows.
• We will help you, taking into account what we can reasonably do, to respond to requests from people using their data protection rights, and with your security, breach notification, impact assessment and ICO consultation duties. If someone asks us directly about your records, we will pass the request to you.
• We will tell you without undue delay, and within 48 hours where we can, after we become aware of a personal data breach affecting your data, with the information you need to meet your own duties.
• When the service ends, we delete your data as set out in section 9, unless the law requires us to keep it. You can export it first.
• We will give you the information you reasonably need to show that we meet these duties, and allow and contribute to reasonable audits, on reasonable notice and at your cost, no more than once a year unless there has been a breach.

What you promise

• You have a lawful basis for the personal data you enter, and, for sickness records, a condition for processing health data (usually employment law and food safety duties).
• You tell your staff what you record about them, and enter only what you need.
• Your instructions to us comply with data protection law.

12. Acceptable use

You must not:

• use Kitchen Logger for anything unlawful, or to keep false records to mislead an inspector, customer or anyone else;
• try to get into another kitchen's data, or test, probe or bypass our security;
• overload the service, scrape it, or use the AI features for anything other than your own kitchen (for example, scanning menus for other businesses or reselling answers);
• copy, resell, or build a competing product from the app, or reverse engineer it except where the law allows;
• upload anything harmful, such as malware, or content you have no right to use.

13. Availability and offline use

• We work hard to keep Kitchen Logger running, but we don't guarantee it will always be available or free of errors. We may need to pause it for maintenance, ideally outside kitchen hours.
• The app is designed to keep working without a signal. Records are saved on the phone and sync when it is back online. Records that haven't synced exist only on that phone until they do.
• Reminders depend on your phone, browser and its push service, and may be late or not arrive. Don't rely on them alone to make sure checks are done.
• If the service is down, keep your records another way, such as on paper, and add them to the app later. The app labels records entered late.

14. Our liability to you

• Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit.
• We are not liable for: loss of profit, revenue, business, goodwill or anticipated savings; any fine, penalty, enforcement action, closure, or food hygiene rating; claims by your customers or staff arising from food you serve or information you give them; or any indirect or consequential loss.
• We are not liable for loss or corruption of data, except where we caused it by failing to take reasonable care. In that case our duty is limited to making reasonable efforts to restore it from our latest backup.
• Otherwise, our total liability to you for everything arising from these terms in any 12 months is limited to the fees you paid us in those 12 months, or £100 if that is more.
• We are not responsible for delays or failures caused by things outside our reasonable control, such as the failure of a hosting provider, the internet or your phone.

You are responsible for losses we suffer because you or your staff break these terms, for example through unlawful use of the service or of personal data.

15. Suspending or closing an account

We may suspend or close your account if you seriously or repeatedly break these terms, don't pay, or if we must do so by law. Where we reasonably can, we will warn you first and give you time to put things right and to export your records. If we decide to stop providing Kitchen Logger altogether, we will give you at least 60 days' notice, refund any prepaid fees for the time left, and give you time to export your data.

16. Changes to these terms

We may update these terms as the service or the law changes. For an important change, we will email account owners at least 30 days before it applies. If you don't agree, you can cancel before then. Smaller changes, such as clearer wording, apply when we publish them here with a new date at the top.

17. General

• You may not transfer this agreement to someone else without our written agreement. We may transfer it to a business that takes over Kitchen Logger, and we will tell you if we do.
• No one other than you and us has any right to enforce these terms.
• If a court finds part of these terms can't be enforced, the rest still applies.
• If we don't enforce a right straight away, we can still enforce it later.
• We will send notices to the email address on your account. You can send notices to hello@kitchenlogger.co.uk.

18. Law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Before going to court, please contact us so we can try to sort things out.

Contact

[company name to be confirmed]
[registered office address to be confirmed]
Email: hello@kitchenlogger.co.uk