Terms of Use

These Terms of Service form a legal agreement between you and ChefsRecords ("we", "us", "our") governing your use of the ChefsRecords mobile application and any associated services (the "App").

By creating an account, signing in, or otherwise using the App you confirm that you have read, understood, and agree to be bound by these Terms together with our Privacy Policy. If you do not agree, do not create an account or use the App.

You must be at least 18 years old, and have the legal authority to enter into a binding contract, to create a kitchen or buy a subscription. If you are using the App on behalf of an organisation, you confirm that you have authority to bind that organisation.

A kitchen may add team members aged 16 or over, who use the App on the kitchen's behalf. The kitchen is responsible for its team's use of the App.

You are responsible for keeping your account credentials secure and for all activity that takes place under your account. You must notify us immediately if you suspect unauthorised access. You agree to provide accurate sign-up information and to keep it up to date.

ChefsRecords offers a free Trial tier (no payment required, limited features) and paid Standard and Pro tiers.

A kitchen has one subscription, bought in the App by the kitchen's billing Manager. Other members of the kitchen's team use the kitchen's plan and are not asked to pay.

The billing Manager can hand the role to another Manager in the App. An App Store subscription belongs to the Apple ID that bought it and cannot be moved, and handing over does not cancel it: the previous billing Manager's subscription keeps renewing, charged to their Apple ID, until they cancel it in their Apple ID settings. While they remain a member of the kitchen's team it keeps covering the kitchen for as long as it is active - if they cancel, until the end of the period already paid for. It stops covering the kitchen if they leave or are removed from the team, or if the new billing Manager hands the role on to someone else. If the new billing Manager subscribes while the previous subscription is still active, both subscriptions are charged until the previous billing Manager cancels theirs.

Each plan allows a number of team logins (Managers, Supervisors and Staff who sign in): up to 10 on Standard and up to 50 on Pro. If a kitchen has more logins than its plan allows - for example after its Trial ends or it moves to a smaller plan - its Managers are told, no one new can be added, and after 2 days logins are paused - Supervisors and Staff first, most recently added first, then Managers other than the billing Manager - until the kitchen is within its plan again. The billing Manager's login is never paused, and no records are deleted.

Paid subscriptions are billed by Apple (App Store) or Google (Google Play) through their in-app purchase systems. We never see or store your payment card details. RevenueCat manages our subscription records on our behalf and shares your subscription tier with us so we can unlock the features you have paid for.

Subscriptions auto-renew unless cancelled at least 24 hours before the end of the current billing period. You can cancel at any time through your Apple ID or Google Play account settings; cancellation takes effect at the end of the current billing period. We do not offer pro-rata refunds for unused portions of a subscription. Where consumer law in your jurisdiction grants stronger refund rights (for example UK Consumer Rights Act 2015 or Apple's standard refund policy), those rights are unaffected by this clause.

Prices are listed in the App Store / Google Play and are inclusive of VAT where applicable. We may change prices on renewal and will give at least 30 days' notice via the App or email before any price increase takes effect.

When you first sign up, your kitchen receives a 14-day free Trial. No payment information is required to start the Trial, and team members use their kitchen's Trial.

During the Trial the App is limited in size: up to 10 team logins, 5 staff records, 3 suppliers, 20 incidents and 1 photo per incident. Within those limits the Trial includes temperature records, checklists (including assigning a checklist to one person), the stock expiry tracker, all 11 reports, PDF and email export (including the Inspection Pack), and every incident category. It does not include the Pro compliance modules (training and certificate expiry, right to work, return-to-work interviews).

The Trial begins on the date of the first sign-up and is recorded against the kitchen's account. Reinstalling the App does not extend or reset the Trial. After the Trial ends, your records stay where they are and the account remains usable at the free limits until you choose to upgrade: after 2 days only the billing Manager can sign in, you can still add temperature records, and incidents up to 20 in total (not Delivery incidents), but checklists, the stock expiry tracker, PDF and email export and every report except Overdue Incidents need a Standard or Pro plan. A Manager can still export the kitchen's records as a spreadsheet, on every plan.

You agree to use the App only for lawful purposes and only for managing kitchen compliance records relating to a real catering operation in which you have a legitimate role.

You must NOT:

• Use the App to store data about identifiable individuals (staff, customers, suppliers) without a lawful basis under data protection law and, where applicable, having informed those individuals
• Reverse engineer, decompile, or attempt to extract the source code of the App
• Use the App to transmit any malicious code, illegal content, or content that infringes third-party rights
• Use automated tools (scrapers, bots) against our infrastructure
• Resell, sublicense, or redistribute the App or your account
• Use the App to make automated decisions about staff (such as disciplinary action) without independent human review - the incident scores produced by the App are guidance, not decisions

We may suspend or terminate your account if we have reasonable grounds to believe you are misusing the App.

You retain ownership of all content you create or upload to the App (incident records, staff details, supplier records, photos, signatures, notes). We do not claim any ownership of your data.

You grant us a limited, non-exclusive licence to host, process, and display your content for the sole purpose of providing the App's features to you. We do not use your content to train AI models, do not share it with third parties for marketing, and do not sell it.

You are responsible for the content you upload, including ensuring you have the right to record information about staff, suppliers, and incidents under applicable data protection law. As the controller of personal data about your staff, you should provide them with a privacy notice; we provide tools to help you do this but the ultimate obligation is yours.

Further detail on what we collect, how we use it, and your rights is in our Privacy Policy.

Your records are stored in the cloud as you use the App. A Manager may export the kitchen's records at any time, on every plan including the Trial and after it, as a spreadsheet from Settings > Export records. The exported file is not encrypted; you are responsible for keeping any exported copy secure.

While we take reasonable care to safeguard the data you store with us, we cannot guarantee perpetual availability, and we recommend you export a copy of your records from time to time and store it securely.

The App, including its source code, design, branding, and documentation, is owned by ChefsRecords and is protected by copyright, trade marks, and other intellectual property laws. We grant you a limited, non-transferable, revocable licence to use the App on devices you own or control for the duration of your subscription, subject to these Terms.

Nothing in these Terms transfers any intellectual property rights in the App to you.

You may stop using the App and delete your account at any time from Settings > My profile > Delete Account. Account deletion is permanent. It removes your sign-in, your settings and your place on your kitchen's team. If your kitchen carries on, the records you made stay with it as the kitchen's compliance records, with your name on them; if you are the kitchen's billing Manager and nobody else is left, the kitchen and all its records are removed (see the Privacy Policy for the details). Deleting your account does not cancel a subscription.

We may suspend or terminate your access to the App if you breach these Terms, fail to pay subscription fees, or engage in conduct that we reasonably consider abusive or illegal. Where the breach is capable of remedy we will give you reasonable notice and an opportunity to cure before terminating. Termination does not affect any rights or obligations that have accrued before the termination date.

The App is provided "as is" and "as available." To the fullest extent permitted by law, we make no warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

IMPORTANT - the App is a record-keeping and management tool, NOT a substitute for professional advice or for legally-required compliance procedures. Specifically:

• The Right to Work module is a private record. It does NOT establish a statutory excuse against right-to-work fines under section 15 of the Immigration, Asylum and Nationality Act 2006. To create that statutory excuse you must complete the Home Office's online or manual check directly
• The incident score is calculated automatically from logged incidents. It is intended as guidance only. Any disciplinary action involving an employee must follow your own HR process and the ACAS Code of Practice
• The App does not replace your obligation to comply with food safety, employment, immigration, or any other applicable law
• We do not guarantee that the App will be available without interruption, free from errors, or that its features will meet any specific regulatory requirement of your jurisdiction

You remain responsible for verifying that your use of the App meets your own legal obligations.

Nothing in these Terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be limited or excluded under applicable law.

Subject to the above, our total aggregate liability to you arising out of or in connection with these Terms or your use of the App is limited to the greater of: (a) the total subscription fees you have paid to us in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) £100.

We will not be liable for: indirect, incidental, special, or consequential losses; loss of profits, revenue, or anticipated savings; loss of goodwill or reputation; or loss or corruption of data (including loss arising from your failure to maintain your own backups).

You agree to indemnify and hold us harmless from any claim, loss, or expense (including reasonable legal fees) arising from your breach of these Terms, your misuse of the App, your violation of any law, or your infringement of any third party's rights, including the data protection rights of staff or other individuals whose information you record in the App.

We may update these Terms from time to time. If we make material changes we will notify you within the App and, where practicable, by email at least 30 days before the changes take effect. Your continued use of the App after the effective date constitutes acceptance of the updated Terms. If you do not agree, you may delete your account at any time.

These Terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any such dispute, except that you may also bring proceedings in any other jurisdiction where you are domiciled if required by mandatory consumer-protection law.

If you have questions about these Terms or want to exercise any rights described in them, please contact us using our contact form.

This section applies if you downloaded the App from the Apple App Store.

• These Terms are between you and us only, not with Apple. We, not Apple, are responsible for the App and its content.
• Your licence is limited to using the App on Apple-branded products that you own or control, as allowed by the Usage Rules in the Apple Media Services Terms and Conditions, except that the App may also be used by other accounts of your kitchen's team as described in these Terms.
• We, not Apple, are solely responsible for any maintenance and support of the App. Apple has no obligation to provide any.
• If the App fails to conform to any applicable warranty, you may notify Apple and Apple will refund the purchase price, if any. To the fullest extent permitted by law, Apple has no other warranty obligation for the App, and any other claims, losses or costs from a failure to conform to a warranty are our responsibility, subject to these Terms.
• We, not Apple, are responsible for addressing any claims by you or a third party about the App or your use of it, including product liability claims, claims that the App fails to meet a legal or regulatory requirement, and claims under consumer protection, privacy or similar laws.
• If a third party claims that the App or your use of it infringes their intellectual property rights, we, not Apple, are responsible for investigating, defending, settling and discharging that claim.
• You confirm that you are not located in a country that is subject to a U.S. Government embargo or that has been designated by the U.S. Government as a "terrorist supporting" country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.
• Questions, complaints or claims about the App go to us, using the contact form in section 15.
• You must comply with any third-party terms that apply when you use the App, such as your mobile data provider's.
• Apple and its subsidiaries are third-party beneficiaries of these Terms, and once you accept them Apple may enforce them against you as a third-party beneficiary.