Privacy policy
How KitchenPass handles personal data, written for the owners and staff who use it. Last updated [DATE].
Draft for legal review. This privacy policy has not been checked by a lawyer and is not in force yet. Anything in [BRACKETS] still needs filling in.
Who we are
KitchenPass is run by [COMPANY NAME], [REGISTERED ADDRESS], registered in England and Wales with company number [COMPANY NUMBER]. We are registered with the Information Commissioner’s Office under number [ICO REGISTRATION NUMBER].
For anything in this policy, email support@kitchenpass.co.uk.
Our role, and the business’s role
A food business that uses KitchenPass decides what checks its staff do and keeps the records as part of its food safety management. For those records, the business is the controller and we process them on its behalf. For account details and the running of the service itself, we are the controller. [CONFIRM CONTROLLER AND PROCESSOR SPLIT, AND PUT A DATA PROCESSING AGREEMENT IN THE TERMS]
What we collect
- Names and email addresses of owners and staff, and which businesses they belong to and in what role.
- Check records: temperature readings, checklist ticks, tasks handed off and signed off, with who did each one and when.
- Photos taken in the app as proof that a job was done. Staff should photograph the equipment, not people.
- Push notification tokens, which let us send a notification to a particular phone.
- Sign-in details from Apple or Google if you sign in with them: an account identifier, and the name and email address you choose to share.
- Billing details for business owners. [CONFIRM PAYMENT PROVIDER AND WHAT IT HOLDS]
We do not collect location data, contacts, or anything from the rest of your phone. This website sets no cookies and uses no analytics.
Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Run your account and the app, and keep each business’s records | Contract, and the business’s legitimate interest in keeping food safety records |
| Send a notification when a job is handed to you | Contract. You can turn notifications off in your phone’s settings. |
| Keep the service secure and find faults | Legitimate interests |
| Bill business owners | Contract, and legal obligation for tax records |
| Answer support emails | Legitimate interests |
We do not sell personal data, use it for advertising, or use it to train AI models.
Who processes it for us
| Who | What for | Where |
|---|---|---|
| Starkey Digital | Hosting the app, its database and this website | UK and EU |
| Wasabi Technologies | Storing photos | EU |
| Apple | Sign in with Apple, and notifications to iPhones | [CONFIRM] |
| Sign in with Google, and notifications to Android phones | [CONFIRM] |
Apple and Google may process data outside the UK. Where they do, the transfer is covered by [TRANSFER MECHANISM, FOR EXAMPLE THE UK EXTENSION TO THE EU-US DATA PRIVACY FRAMEWORK OR THE IDTA].
AI assistants you connect
If you connect Claude, ChatGPT or another assistant, the assistant receives whatever KitchenPass data it asks for on your behalf, such as today’s checks. That provider is not our processor: you choose to use it under your own agreement with them, and their privacy policy applies to your chats.
How long we keep it
- Check records and photos: [RETENTION PERIOD], so a business can show an inspector its history.
- Push tokens: until you sign out of the app on that phone or delete your account.
- Account details: until you delete your account, then removed within [NUMBER] days.
- Billing records: [NUMBER] years, as tax law requires.
- Backups: overwritten within [NUMBER] days.
See how to delete your account and what a business keeps afterwards.
Keeping it safe
Data is encrypted in transit. Each business can only see its own records, and staff only see what their role allows. [CONFIRM AND DESCRIBE SECURITY MEASURES]
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal data
- correct it if it is wrong
- delete it
- limit how we use it, or object to how we use it
- give it to you, or someone else, in a format a computer can read
Email support@kitchenpass.co.uk. We reply within one month. If your request is about records a business keeps, we may pass it to that business, since it decides what happens to them.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put it right first.
Children
KitchenPass is a workplace tool. [CONFIRM MINIMUM AGE, BEARING IN MIND STAFF MAY BE 16 OR 17]
Changes to this policy
If we change this policy in a way that matters, we will tell business owners by email and show a notice in the app before the change takes effect.