Terms and conditions

1. The Service

The Service helps food businesses build, approve and maintain food safety management documentation — for example HACCP plans, ISO 22000, FSSC 22000 and BRCGS programmes, prerequisite programs, procedures, self-assessments and audit records — across one or more sites.

We may add, change or remove features. If we remove a feature that is part of a paid plan you are using, we will tell you in advance and, where reasonable, offer an alternative or a pro-rata credit.

2. Accounts and organizations

• You must give accurate information and keep your password secret. You are responsible for activity under your account. Tell us straight away if you think your account has been misused.
• Each organization has one or more owners. Owners and admins control who can access the organization and its sites, and what role each person has. Invitations, roles and removals are the organization’s responsibility.
• The organization is the customer for paid plans. If you leave an organization, its content stays with that organization.
• You must be old enough to enter into a binding contract where you live, and use the Service for business purposes.

3. Food safety responsibility

The Service is a documentation and management tool. Responsibility for food safety, legal compliance and certification always stays with the food business operator.

• Templates, hazard libraries, default critical limits, requirement summaries, readiness scores and indicative grades are starting points and guidance only. They are not legal, regulatory or certification advice, and they are not endorsed by any standard owner, certification body or authority.
• You must review and adapt everything to your products, processes and premises, and confirm limits and requirements against the current law and the current edition of any standard you follow.
• References to standards (for example ISO 22000, FSSC 22000, BRCGS or Codex) are for orientation only. We do not reproduce standard text; you are responsible for holding licensed copies where needed.
• Self-assessment results do not predict or guarantee the outcome of any audit, inspection or certification decision.

4. Plans, payment and trials

• Some features are available only on paid plans. Current plans and prices are on our pricing page or in your order or invoice.
• Paid plans renew automatically for the same period unless cancelled before renewal. Card payments are processed by our payment provider; invoiced plans are payable by the due date on the invoice.
• Prices exclude taxes such as VAT, which are added where required. We may change prices with at least 30 days’ notice; changes apply from your next renewal.
• You can cancel at any time. Cancellation takes effect at the end of the paid period. Unless the law requires otherwise, fees already paid are not refundable.
• If a plan ends or is downgraded, your content is kept. Paid features stop working (for example, new PDF packs or new self-assessments), and existing records remain readable.
• Trials and free previews may be changed or ended at any time. If payment is overdue, we may suspend paid features or the organization after giving notice.

5. Your content

• You keep all rights in the content you and your organization put into the Service — plans, documents, records, comments and files (“Customer Content”).
• You give us a limited licence to host, copy, process, display and transmit Customer Content only as needed to provide, secure and support the Service, and as you instruct (for example when you share an auditor link or generate a PDF).
• You are responsible for Customer Content being accurate and lawful, and for having the right to upload it, including any personal data about your staff.
• We do not use Customer Content to train AI models or sell it to anyone.

6. Acceptable use

You must not: break the law or anyone’s rights using the Service; upload malware; try to access other organizations’ data or bypass security or plan limits; overload or attack the Service; scrape it or resell it without our written agreement; or use it to create misleading records intended to deceive an auditor, authority or customer.

7. Electronic signatures and approvals

• When electronic signatures are on, an approval requires the approver to re-enter their password and confirm their intent. We record the signer, role, meaning, reason, time, IP address and a fingerprint (SHA-256) of exactly what was approved, so it can be verified later.
• You agree that approvals made this way are intended to have the same effect between you and the people in your organization as a handwritten signature.
• The Service provides the controls auditors commonly expect, but it is not certified as a qualified electronic signature service or as compliant with any specific regulation (such as 21 CFR Part 11 or eIDAS qualified signatures). You decide whether it meets your legal or customer requirements.
• Each person must sign only for themselves and never share their password.

8. Auditor links and sharing

Organization managers can create read-only links that show approved content to people without an account. Anyone with the link can view it until it expires or is withdrawn. You decide who receives links and are responsible for that sharing. Links can be withdrawn at any time, and views are counted.

9. AI assist

Where enabled, AI assist sends the relevant text (for example a document draft or a process step) to an AI provider to generate suggestions. Suggestions can be wrong or incomplete. You must review them before use, and they are covered by section 3.

10. Confidentiality, access and data protection

• No routine access to your content. Our platform staff see only aggregated information about your organization — for example names, plan, counts of sites, users and approvals, and activity dates — to run, bill and support the Service. They do not see your plans, documents, hazard analyses or assessments.
• Support access only with your consent. If you want help, an owner or admin of your organization can grant our support staff read-only access for a limited time (24 hours to 7 days) and can turn it off at any time. Support access cannot change anything. Every support visit is logged and shown in your Settings.
• We may access Customer Content without consent only where required by law, or where strictly necessary to investigate a security incident or serious misuse. In that case we will tell you unless the law forbids it.
• We protect the Service with measures such as encrypted connections, hashed passwords, role-based access, rate limiting and audit logs. No system is completely secure.
• We use service providers to run the Service, including hosting, email delivery, payment processing and — only if AI assist is enabled — an AI provider. They process data on our behalf under appropriate terms. Our privacy notice lists them and explains how we handle personal data.
• Where we process personal data in your Customer Content, we do so as your processor, on your instructions. You are responsible for having a lawful basis and for informing your staff. We use account data — names, email addresses and sign-in records — only to provide, secure, bill and support the Service and to contact you about it.

11. Export, suspension and deletion

• Export. Organization owners can download a complete copy of their organization’s data at any time from Settings, including while suspended.
• Suspension. We may suspend an organization for overdue payment, a breach of these terms, a security risk or a legal requirement. We will give a reason and, where reasonable, notice first. During suspension your data is kept and owners can still reach billing and export.
• Deletion. An organization owner can delete their organization in Settings. If we need to delete a suspended or closed organization, we will email its owners and wait at least 30 days before deleting it, so they can export their data. Deleted data may remain in backups for up to days and is then overwritten.

12. Availability and changes

We aim to keep the Service available and announce planned maintenance in the app where possible. Unless we agree a service level in writing (for example in an Enterprise order), the Service is provided without a guaranteed uptime. We may update these terms; for material changes we will give at least 30 days’ notice in the app or by email. Continuing to use the Service after the change means you accept the new terms.

13. Our intellectual property

The Service, its software, design and built-in templates belong to us or our licensors. You may use the built-in templates as part of your own documentation, including after you stop using the Service. If you send us feedback, we may use it without obligation to you.

14. Disclaimers and liability

• Except as expressly stated in these terms, the Service is provided “as is” and “as available”, without warranties of any kind to the extent the law allows.
• We are not liable for: food safety incidents, illness, product recalls, failed audits or inspections, or regulatory penalties; decisions made using content, templates, limits, grades or AI suggestions; or indirect or consequential losses such as lost profits, revenue or goodwill.
• Our total liability under these terms is limited to the fees your organization paid us in the months before the event giving rise to the claim (or USD 100 if you are on a free plan).
• Nothing in these terms limits liability that cannot be limited by law.
• You will compensate us for third-party claims arising from your Customer Content or your breach of these terms.

15. Ending the agreement

You can stop using the Service and delete your organization at any time. We may end the agreement for a serious or repeated breach, non-payment after notice, or if we stop offering the Service (with at least 60 days’ notice and the chance to export your data). Sections 3, 5, 10, 11, 14 and 16 continue after the agreement ends.

16. Governing law

These terms are governed by . Disputes will be handled by , unless the law where you are based gives you a right to bring proceedings elsewhere. We will first try to resolve any dispute with you informally.

17. Contact

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