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Privacy Policy

Effective date: 25 August 2026

1. Introduction

FoodSafe Solutions Ltd ("FoodSafe"), located at 85 Great Portland Street, First Floor, London, W1W 7LT, United Kingdom, administers the FoodSafe platform at www.myfoodsafe.co. The FoodSafe platform provides food safety compliance software for food and drink businesses.

The FoodSafe platform and the services it renders are intended solely for business customers. Therefore, FoodSafe only processes the personal data of representatives acting on behalf of business customers insofar as it is necessary for rendering the platform service to business customers. The term "User" in this Privacy Policy refers to a representative acting on behalf of a business customer.

FoodSafe complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in processing personal data. This Privacy Policy explains what data we process, why, and the rights Users have.

We may update this Privacy Policy from time to time. If we make material changes, we will notify Users.

2. Data We Collect

FoodSafe processes data about Users that they have voluntarily submitted to the FoodSafe platform. Users understand that the submission of data to FoodSafe is voluntary, but they will not be able to use the FoodSafe platform and the services it renders unless the data are submitted.

FoodSafe collects and processes the following data about Users (collectively, "Personal Data"):

  • Name, telephone number, and email address
  • Information about the business being represented (business name, registration details)
  • The User's profile picture (optional)
  • Payment card data, processed by our payment provider Stripe for the purpose of paying for the service (FoodSafe does not store full card details)
  • Content and records the User or their business submits to the platform in the course of using the service
  • Usage information about how the platform is used, including interactions with AI-assisted features such as Sage (see section 5)
  • Other data that the User decides to disclose on the platform

If you contact us through the contact form on our website, we also process the name, email address, business name, and message you provide, for the purpose of responding to you.

3. Purpose and Legal Basis

FoodSafe processes Personal Data solely for the purposes established by law and this Privacy Policy, including:

  • Creating a personal account for the User
  • Identifying and contacting the User
  • Rendering the platform service
  • Providing support services (including user support)
  • Improving and developing the platform and its features (see section 5)
  • Sending service communications, and, where permitted, marketing communications about FoodSafe (Users can opt out of marketing at any time via the unsubscribe link in any marketing email or by contacting us)
  • Fulfilling obligations arising from the law

FoodSafe processes Users' Personal Data on the following legal bases:

  • Performance of the contract concluded between the business represented by the User and FoodSafe to render the platform service, including granting access to the platform
  • Consent, for processing that is not necessary for rendering the platform service (for example, the profile picture, or marketing where consent is required)
  • Legitimate interests, including operating, securing, and improving the service (including the improvement of AI-assisted features as described in section 5)
  • Compliance with relevant legal obligations

4. Data Sharing, Service Providers, and Storage

FoodSafe uses a small number of trusted service providers ("processors") to run the service. These currently include:

  • Amazon Web Services (AWS) - cloud hosting and data storage. FoodSafe customer data is hosted in the United Kingdom (AWS London region). AWS is ISO 27001 certified.
  • Anthropic - the AI model provider that powers AI-assisted features such as Sage. Content submitted to these features is processed by Anthropic as a processor to generate responses. Anthropic does not use this data to train its models.
  • Stripe - payment processing.
  • Vercel - website hosting and privacy-friendly website analytics.
  • Formspree - processing of messages submitted through our website contact form.
  • EmailOctopus - sending of email communications.

FoodSafe may also share Personal Data with professional advisers such as auditors, legal service providers, or accountants where necessary. FoodSafe has taken steps to ensure the confidentiality and security of Personal Data with all third parties, who may use it only for the purpose and to the extent specified by FoodSafe.

Some service providers may be located outside the United Kingdom. Where Personal Data is transferred internationally, FoodSafe ensures appropriate safeguards are in place, such as UK-approved standard contractual clauses or adequacy regulations. Users may contact us for further information about these safeguards.

FoodSafe has implemented appropriate organisational, physical, and IT security measures to protect the data on the platform, including Personal Data, from misuse, unauthorised access, disclosure, alteration, or destruction. Data is encrypted in transit and at rest, and authentication is handled through AWS Cognito.

FoodSafe stores Personal Data for no longer than is reasonably needed to fulfil the purposes for which it was collected or processed, or as required by law. Among other things, Personal Data may be retained until the expiry of any potential legal claims.

FoodSafe implements reasonable measures to ensure that Personal Data is accurate and reliable.

5. AI-Assisted Features and Service Improvement

Parts of the FoodSafe platform, such as Sage, our HACCP plan builder, use artificial intelligence to assist Users. When a User interacts with these features, the content of those interactions (for example, the answers given during a Sage session and the documents generated) is processed to provide the feature.

To operate, test, and improve these features, FoodSafe may review and analyse how they are used, including the content of AI-assisted sessions and the outputs generated. This is how we find and fix problems and make the features more accurate and useful.

Two commitments apply to this:

  • Your content stays yours. Content submitted by one customer is never used to generate plans, documents, or outputs for another customer.
  • Our AI model provider does not train on your data. Anthropic processes AI feature content solely to generate responses and does not use it to train its models.

6. User Rights

Under the UK GDPR, Users have the following rights:

  • To request access to the Personal Data FoodSafe holds about them and to receive a copy of it
  • To request the correction or completion of inaccurate or incomplete Personal Data
  • To request the deletion of Personal Data in the circumstances established by law
  • To request the restriction of processing in the circumstances established by law
  • To object to processing based on legitimate interests, and to object to direct marketing at any time
  • To data portability in the circumstances established by law
  • To withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us using the details in section 8. If a User believes their rights have been violated, they have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection: www.ico.org.uk.

7. Cookies

FoodSafe uses cookies to make the platform and website work properly and to understand how they are used.

Cookies are small text files saved on the User's computer, smartphone, or other device.

Types of cookies we use:

  • Strictly necessary cookies: essential for the website and platform to function, for example to keep Users logged in. These cannot be switched off.
  • Functionality cookies: remember choices made by the User (such as preferences) to provide a more personal experience.
  • Performance cookies: collect aggregated, anonymous information about how visitors use the website (for example, which pages are visited most often), used only to improve how it works.

If in future we introduce cookies that require consent (for example, advertising or cross-site analytics cookies), we will ask for consent before setting them and update this policy accordingly.

Additional information about cookies and instructions for managing or disabling them is available at www.allaboutcookies.org.

8. Contact Information

To exercise any right in section 6, or for any questions about this Privacy Policy or how FoodSafe processes Personal Data, contact:

FoodSafe Solutions Ltd 85 Great Portland Street, First Floor, London, W1W 7LT Email: support@myfoodsafe.co