Privacy Policy
Last updated: 2 November 2026 · Digital Safety Records Ltd
This notice covers the HACCP Records.app website and the cloud-connected web service at my.haccp-records.app, including Supabase account and record storage and Stripe subscription payments.
1. Who is responsible?
HACCP Records.app is operated by Digital Safety Records Ltd, company number 17109237. Our ICO registration reference is ZC277257. Registration is not ICO approval or certification of the service.
Postal contact: Digital Safety Records Ltd, 36 Easterdown Close, Plymouth, United Kingdom, PL9 8SS. You can also use our company support contact form. Please identify your enquiry as relating to HACCP Records.app.
We are the controller for account administration, billing, support and service security information. When a customer organisation enters personal information about its staff or other people into its business records, that organisation normally remains the controller and we process the information on its instructions. The data-processing schedule in our terms explains that relationship.
2. Information processed
- Accounts and access: email address, profile details you provide, account identifiers, organisation membership, permissions, invitations and sign-in and security information. Supabase Auth handles authentication and password credentials; do not send us your password.
- Business records: business settings, staff names or identifiers, suppliers, equipment, menu and allergen information, training entries and operational records, including dates, times, checks and corrective-action notes. Some entries identify people, even where the record is mainly about food or equipment.
- Files you choose to upload: organisation branding and other files supported by the service. Avoid including unnecessary personal information in images or documents.
- Billing: payer contact details, organisation and Stripe customer identifiers, subscription plan and status, billing periods, payment outcomes and associated transaction references. Stripe collects the payment information submitted through its checkout.
- Support: contact details, messages and information you send when requesting help.
- Technical information: IP addresses, browser and device information, requests, errors and access or security logs generated when you use our hosting, authentication and payment services.
Information comes from you, your organisation’s administrators and authorised users, and service providers delivering authentication, email, hosting and payments. If Google sign-in is available and you choose it, we receive the identity information returned for the sign-in permissions you approve, such as your email address and profile details.
The service is intended for business food safety records. Do not enter medical histories, detailed health information, criminal-offence information or other sensitive personal information. Keep free-text notes limited to what is necessary. Staff identifiers and operational responsibilities can often be recorded without sensitive details.
3. Why we use information and our lawful bases
| Purpose | Basis where we act as controller |
|---|---|
| Create and administer an individual customer account, provide the requested service and manage subscriptions | Performance of a contract with that individual |
| Administer accounts for employees or representatives of a customer organisation; respond to support requests | Legitimate interests in providing and supporting the organisation’s service, or steps towards a contract where applicable |
| Protect accounts, prevent abuse, investigate errors and maintain service reliability | Legitimate interests in operating a secure, dependable service |
| Keep legally required financial records and respond to binding legal requests | Compliance with legal obligations |
| Send optional marketing or use non-essential tracking where consent is required | Consent, which can be withdrawn |
For records processed on a customer’s behalf, the customer determines its lawful basis. We do not rely on your agreement to these terms as blanket consent for every use of personal information.
Account and billing details marked as necessary are needed to provide the corresponding service. Without them, we may be unable to open an account, authenticate you or complete a purchase. We do not sell personal information or use customer operational records for unrelated advertising.
4. Supabase, Stripe and other providers
- Supabase: account authentication, database services and supported file storage. The current primary web-service database is configured in the London region (eu-west-2). This does not mean every provider log, support operation or subprocessor is confined to the UK. See the Supabase privacy notice and data-processing terms.
- Stripe: payment processing and subscription billing where online checkout is offered. Full card numbers and security codes are entered into Stripe’s payment service, not our food safety record database. We receive the billing references and results needed to administer your subscription. Stripe may act as processor or independent controller depending on the activity, including its own fraud prevention and regulatory duties. See Stripe’s privacy notice.
- Vercel: website and web-application hosting, request delivery and related technical or security processing. See Vercel’s privacy notice.
- MailerSend: delivery of account emails, such as confirmation, password recovery and invitations, including recipient details, message contents and delivery status. See MailerSend’s privacy notice.
- Google: authentication if you choose an available Google sign-in option, under Google’s own account and privacy arrangements.
Information may also be disclosed to professional advisers or authorities where necessary and lawful, or in connection with a business transfer with appropriate safeguards. Authorised users within your organisation can access information according to the service’s access arrangements. Avoid putting confidential operational or staff information into payment descriptions.
5. Online storage, offline copies and security
Records can be stored in Supabase and synchronised with a local browser database. A record created offline may not reach the server until synchronisation succeeds. Check synchronisation before switching devices or relying on another user having the latest information.
Browser storage, account sessions and cached settings support sign-in and offline operation. Clearing browser data, using private browsing, losing a device or deleting local storage can remove unsynchronised records. Signing out is not a promise that every locally cached record has been erased. Use trusted devices, device locks and suitable access controls, especially on shared computers.
We use access controls and technical measures intended to protect the service, including organisation-based database access restrictions. No online service is completely secure. Customer administrators must manage invitations, user permissions and device access and tell us promptly about suspected unauthorised access.
6. Cookies, browser storage and external services
The web service uses browser storage for authentication, local records and settings. Payment pages and identity providers may use their own cookies or similar technologies. Necessary storage is used to provide the service you request. Non-essential tracking must not be enabled without consent where required by law.
External links and embedded services, including video platforms where used, have their own privacy practices and may receive technical information when their content loads. Browser settings can restrict storage, but doing so may prevent sign-in, payment or offline features from working.
7. International processing
Our providers operate internationally. Some personal information may be accessed or processed outside the UK, even though the primary database is in London. Where a restricted transfer is made, applicable safeguards must be used, such as UK adequacy arrangements or approved contractual safeguards with the required assessments. Contact us for information about the safeguards relevant to your data.
8. Retention and deletion
We retain account and service information for as long as needed to provide the service, fulfil customer instructions, protect security and meet legal obligations. Operational records are kept according to the customer’s instructions and the service’s available retention and deletion functions. Setting a retention value is not, by itself, confirmation that records have been deleted.
Customer administrators should export any records they need before deleting data or closing an organisation. Subscription cancellation, account removal and record deletion are separate actions. Contact us to request closure, return or deletion where an action is not available in the service.
Financial records may need to be kept for statutory accounting and tax periods. Support and security information is retained only while reasonably needed for the enquiry, investigation, legal claim or obligation. Backup copies, where maintained, may remain until their normal replacement cycle; deletion is not necessarily instantaneous across every copy. We can explain the applicable period and process when you make a request.
9. Your rights
Depending on the circumstances, you may have rights to access, correct or erase personal information, restrict processing, object to processing and receive portable information. Where consent is used, you can withdraw it without affecting earlier lawful processing. These rights have conditions and exceptions. We do not use your operational records to make solely automated decisions with legal or similarly significant effects on you.
Use the contact details above to make a request. We may need to verify identity. We normally respond within one month; lawful extensions may apply. For staff information controlled by your employer or another customer organisation, contact that organisation first. We assist it where we act as processor.
You can complain to the Information Commissioner’s Office. We would appreciate the chance to address your concern first, but you do not have to complain to us before approaching the ICO.
10. Changes and children
This business service is not directed at children. Do not create accounts or submit personal information for children without an appropriate lawful reason and authority. We will update this notice when our processing changes and communicate material changes where appropriate. The date above identifies the current version.