Privacy notice
This explains what personal information KitchCheck holds, why, who can see it and how long it is kept — in plain English.
Who is responsible
If you work for a food business that uses KitchCheck, that business (your employer) decides what is recorded and is responsible for your information under UK data protection law (the “controller”). KitchCheck runs the system on their behalf (the “processor”). For questions about your records, contact your restaurant manager.
If you contact KitchCheck by phone or WhatsApp about our service, KitchCheck is responsible for the details you give us. We use them only to reply to you and do not add you to marketing lists without asking.
What we hold, why, and for how long
| Information | Why | Legal reason | How long |
|---|---|---|---|
| Your name, username or email, and your PIN or password (stored scrambled so nobody can read it) | To let you sign in and to show who made each record | Legitimate interests / legal obligation of the food business | While you have an account; former staff can be anonymised |
| Food safety records you make (temperatures, checks, deliveries, cleaning, diary notes, corrective actions, “prove it” checks) with the date and time | Food hygiene law requires businesses to keep records that show their food safety system is working | Legal obligation (food hygiene law) | 3 years, or as set by the food business |
| Training records (what, when, who trained you, certificates) | To show staff are trained in food hygiene, as the law requires | Legal obligation | While employed and up to 3 years after |
| Health information you or a manager report (symptoms, dates, return-to-work check) | To keep people who may spread illness away from food | Employment and food safety law (UK GDPR Article 9(2)(b) and DPA 2018 Schedule 1) | Deleted automatically 24 months after you return to work |
| Only if your restaurant uses clocking in: clock-in and clock-out times, breaks, rota shifts, shift swap requests, and (if your employer adds them) your hourly rate and gross pay | To plan shifts, record hours worked and pay you correctly | Contract of employment and legal obligation (working time and minimum wage records) | 3 years; pay records at least 3 years, as HMRC requires |
| Sign-in attempts and the internet (IP) address they came from | To protect accounts from break-ins | Legitimate interests (security) | Up to 90 days |
| Activity log of important actions (who changed what, and when) | To show records have not been tampered with | Legitimate interests / legal obligation | 3 years |
| Business contacts entered by managers (suppliers, engineers, pest control) | So staff can contact them | Legitimate interests | Until removed by a manager |
Health information
If you report being unwell, the system records your symptoms, when they started and stopped, and your return-to-work check. This is “special category” health information. Only managers of your restaurant and system administrators can see everyone’s records; you can see your own. It is used only to meet the legal duty to keep people who might spread illness away from food. It is deleted automatically 24 months after you return to work.
Who can see your information
- Staff see the food safety records for their restaurant (so everyone knows what has been checked), their own training and their own sickness records.
- Rotas (if used): everyone at the restaurant sees the rota — names and shift times — and their own hours. Staff never see anyone’s pay. A shared clock-in screen at work shows first names and who is clocked in, and needs a PIN to clock in or out.
- Managers see everything for the restaurants they manage, except other managers’ pay, which only administrators see.
- KitchCheck administrators can see records to provide and support the service.
- Records may be shown to Environmental Health officers during an inspection, because the law requires it.
We do not sell your information or share it for advertising.
Cookies and storage on your device
- Sign-in cookie — keeps you signed in. Essential; deleted when you sign out or it expires.
- Restaurant ID cookie — remembers your restaurant’s ID on that phone or tablet so you only type your username and PIN. Kept for up to a year.
- Appearance choice — if you pick light or dark mode in My account, that choice is saved with your account. It is not used for anything else.
- Settings stored in your browser — for example the cleaning area you chose. They never leave your device.
There are no analytics, tracking or advertising cookies. The public website does not collect any personal information unless you choose to call or message us.
Keeping it safe
Passwords and PINs are stored scrambled, connections are encrypted (HTTPS), accounts lock after repeated wrong attempts, and food safety records cannot be deleted or quietly changed — every correction is logged.
Your rights
You can ask to see the information held about you, to correct it, and in some cases to have it deleted or restricted, or to object to how it is used. Some food safety records must be kept by law, so they may not be deleted on request. Contact your restaurant manager first. If you are unhappy, you can complain to the Information Commissioner’s Office: ico.org.uk or 0303 123 1113.
Changes
We will update this notice when the system changes. Last updated: 15 October 2026.