Terms & Conditions

Welcome to SafetyFirst London. These Terms and Conditions ("Terms") govern your use of our food safety, health and safety, and HACCP compliance services. By engaging our services, you agree to be bound by these Terms.

SafetyFirst London provides comprehensive food hygiene and health & safety compliance solutions for food businesses in the United Kingdom, designed to help achieve and maintain 5-star food hygiene ratings.

In these Terms, unless the context requires otherwise:

• "Client" means the individual, company, or organisation engaging SafetyFirst London for services.
• "Services" means all food safety, health & safety, HACCP, and SFBB compliance services provided by SafetyFirst London.
• "HACCP" means Hazard Analysis and Critical Control Points, a systematic preventive approach to food safety.
• "SFBB" means Safer Food, Better Business, the food safety management system for small food businesses.
• "EHO" means Environmental Health Officer, the regulatory authority responsible for food safety inspections.
• "Platform" means the digital systems, web applications, and Google Drive infrastructure provided for service delivery.
• "Consultant" means the SafetyFirst London professional assigned to your account.

Core Services

SafetyFirst London provides the following core services:

• Bespoke HACCP and SFBB system development and implementation
• Digital checklist creation and management via Google Forms
• Food safety documentation and compliance record management
• Staff training materials and onboarding documentation
• Food handler certification training programmes
• Monthly manager check reminders and compliance monitoring
• Periodic audits and inspection readiness support
• Ongoing consultation and technical support

Service Packages

Implementation Process

Step 1: Initial Setup & Checklist Creation

We create a Google Drive folder structure, establish admin/owner login credentials, develop customised checklists, and provide initial team training on the system.

Step 2: Team Training & Log Management

Team members learn to complete, submit, and edit checklists. All checklists are linked to log sheets for comprehensive record-keeping and demonstrate Critical Control Point (CCP) management.

Step 3: Document Management & Certification

We establish comprehensive file management systems including staff certifications, property documentation, licenses, insurance certificates, and inspection-ready documentation.

Step 4: Custom Web App (Premium Package Only)

Bespoke dashboard creation with AI-powered checklist builder, custom LMS, refresher course assignments, training progress tracking, and branded platform access.

UK Compliance

Our systems and methodologies are designed in accordance with:

• The Food Safety Act 1990
• The Food Hygiene (England) Regulations 2013
• Regulation (EC) No 852/2004 on the hygiene of foodstuffs
• Food Standards Agency (FSA) guidelines and frameworks
• Health and Safety at Work etc. Act 1974

EHO Recognition

International Standards

While our primary focus is UK compliance, our HACCP principles align with international food safety standards including:

• Codex Alimentarius HACCP principles
• EU food hygiene regulations (applicable in UK and EU)
• FDA Food Safety Modernization Act (FSMA) principles (USA)

However, clients operating outside the UK should verify specific local regulatory requirements with their local authorities.

Mandatory Client Obligations

The Client must:

1. Designate responsible team members with authority to implement food safety procedures and make operational decisions.
2. Ensure all staff complete required training including food handler certification before handling food.
3. Complete daily, weekly, and monthly checklists accurately and consistently as established during setup.
4. Maintain accurate records including temperature logs, cleaning schedules, supplier information, and training certificates.
5. Respond promptly to Consultant communications including monthly manager check reminders and audit preparation requests.
6. Provide accurate and complete information about operations, menu items, suppliers, and any changes to business practices.
7. Implement recommended corrective actions identified during audits or consultations within agreed timeframes.
8. Maintain physical premises and equipment in accordance with food safety standards.
9. Upload required documentation to the Google Drive system including certificates, licenses, and inspection reports.
10. Attend scheduled meetings and training sessions as arranged with the Consultant.

Performance Impact on Results

The Client expressly acknowledges and agrees that:

• Food hygiene ratings and inspection outcomes are determined by Environmental Health Officers based on the Client's actual practices and compliance at the time of inspection.
• SafetyFirst London provides the systems, training, and support necessary to achieve compliance, but cannot guarantee specific inspection ratings if the Client fails to implement or maintain the systems properly.
• Incomplete or inaccurate record-keeping, failure to follow procedures, or non-compliance with training requirements will negatively impact inspection results.
• The time required for full implementation (typically one week) may vary based on team size, complexity, and the Client's responsiveness and engagement.
• Some teams may require more time to fully adopt new systems – this is normal when implementing any new compliance framework.

Google Workspace Requirements

The Client must:

• Familiarise themselves and their team with Google Drive and Google Forms features
• Ensure staff have appropriate access to tablets, computers, or mobile devices to access the digital systems
• Maintain active Google account credentials and notify SafetyFirst London of any access issues
• Not share login credentials with unauthorised third parties

No Upfront Costs

Payment Structure

1. Initial Setup Invoice: Generated upon completion of initial system setup and team onboarding. Payment due within 14 days of invoice date.
2. Annual Renewal: Invoiced 30 days before the anniversary of service commencement. Payment due within 14 days to maintain uninterrupted service.
3. Additional Services: Extra audits, overtime consultations, emergency support, or services beyond the standard package scope are charged separately and invoiced as agreed in advance.

Flexible Payment Options

We offer flexible payment arrangements to support our clients:

• Subscription Payment Plans: Available for initial setup costs, allowing spread payments over an agreed period.
• Credit Payment Plans: May be offered following credit score assessment and subject to approval.
• Instalment Options: Available after the initial setup invoice is cleared, at the Account Manager's discretion.

All payment plans must be agreed in writing before services commence and are subject to credit assessment where applicable.

Late Payment

Invoices not paid within 14 days of the due date may incur:

• Late payment interest at 8% per annum above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998
• Suspension of ongoing support services until payment is received
• Recovery costs and administrative fees associated with debt collection

Accepted Payment Methods

We accept: Bank transfer (BACS), Debit and credit cards, Direct debit (for subscription plans), and Standing orders.

Ownership

All systems, templates, checklists, training materials, Web App platforms, software, and documentation provided by SafetyFirst London remain the intellectual property of SafetyFirst London. The Client receives a non-exclusive, non-transferable licence to use these materials solely for their business operations during the term of service.

Client Data

All operational data, records, and business-specific information created by the Client within our systems remains the property of the Client. SafetyFirst London will provide access to this data upon request and upon termination of services.

Service Scope

SafetyFirst London provides consultancy, training, and compliance support services. We do not operate the Client's business or supervise day-to-day food handling operations. Final responsibility for food safety compliance rests with the Client as the food business operator.

No Guarantee of Ratings

Liability Cap

Subject to section 8.4 below, SafetyFirst London's total liability to the Client for any claims arising from our services shall not exceed the total fees paid by the Client in the 12 months preceding the claim.

Exceptions

Nothing in these Terms shall limit or exclude liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded or limited under English law

SafetyFirst London processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We collect and process only the data necessary to provide our services, including staff names, training records, and business operational information.

Data is stored securely using Google Workspace infrastructure with appropriate technical and organisational measures. The Client retains control of their operational data and can request export or deletion upon service termination, subject to our legal record-keeping obligations.

Termination by Client

The Client may terminate services by providing 30 days' written notice. Termination does not entitle the Client to a refund of the annual fee, but the Client will retain access to systems and support until the end of the paid service period.

Termination by SafetyFirst London

SafetyFirst London may terminate services immediately if:

• The Client fails to pay invoices within 30 days of the due date
• The Client materially breaches these Terms
• The Client misuses intellectual property or proprietary systems
• The Client engages in fraudulent or illegal activities

Effects of Termination

Upon termination:

• Access to Web App platforms and custom systems will be revoked
• The Client will retain access to their Google Drive data for 30 days to facilitate export
• All outstanding invoices become immediately due and payable
• The licence to use SafetyFirst London systems and materials terminates

SafetyFirst London reserves the right to modify these Terms at any time. Material changes will be communicated to active clients via email at least 30 days before taking effect. Continued use of services after notification constitutes acceptance of modified Terms.

SafetyFirst London shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, pandemics, strikes, or shortages of transportation, facilities, fuel, energy, labour, or materials.

Informal Resolution

In the event of any dispute, the parties agree to first attempt to resolve the matter through good faith negotiations. Disputes should be raised in writing to: info@safetyfirstlondon.co.uk

Mediation

If informal resolution is unsuccessful within 30 days, the parties agree to attempt mediation through a mutually agreed mediator before pursuing legal action.

Jurisdiction

These Terms are governed by the laws of England and Wales. Any legal proceedings shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Entire Agreement

These Terms, together with any written service agreements and pricing schedules, constitute the entire agreement between the parties and supersede all prior discussions, representations, or agreements.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that these Terms will otherwise remain in full force and effect.

Waiver

No waiver of any term or condition of these Terms shall be deemed a further or continuing waiver of such term or condition or any other term or condition.

Assignment

The Client may not assign or transfer these Terms or any rights hereunder without the prior written consent of SafetyFirst London. SafetyFirst London may assign these Terms without restriction.

Third Party Rights

No third party shall have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms.