Last updated: 7 October 2026

Staff Notice Template

What FoodCore records about the people who work in your kitchen — written so you can give it to them. If you use FoodCore, you are the employer and the data controller for your staff; we only process on your instruction. This page is a template you may copy, adapt and hand out.

Not legal advice. This is an accurate description of what the software records. Whether it is sufficient for your obligations as an employer depends on your circumstances, and on anything else you record about staff outside FoodCore.

1. Why you are reading this

[Business name] uses FoodCore to run the kitchen — recipes, costings, allergens, labels, stock and food safety records. Some of what the software records identifies you personally. This notice sets out what, why, and how long it is kept.

2. What is recorded about you

• Your user account. Your name, your email address, your role and permissions, and the dates you were added and last signed in.
• What you changed, and when. If you edit a recipe, an ingredient, an allergen declaration or a price, the system records that you made the change and when. Colleagues with the right permissions can see it. This exists so that a question about an allergen declaration can be answered later.
• Food-safety checks you complete. Daily checks, temperature records and corrective actions are recorded against the person who completed them.
• Compliance alerts you accept. When the system shows a food-safety alert and you acknowledge it, it records who accepted it, when, and the exact wording shown.
• Your initials on prep labels. Day-dot and prep labels printed in the kitchen may carry your initials, so that it is clear who produced an item. Initials are used rather than full names deliberately — it is the minimum that does the job.
• Your shifts. If [business name] uses the rota, your shifts are recorded and may be synced to a calendar.
• Two-factor authentication, if you switch it on. The secret your authenticator app uses is stored encrypted and your recovery codes are stored only as unreadable hashes. Nobody at FoodCore or at [business name] can read either back.

3. What is not recorded

FoodCore does not track your location, does not monitor your keystrokes or screen, does not record how long you spend on a task, and does not measure your productivity. The record of what you changed exists for food-safety traceability, not for performance management — though you should know that an employer can see it.

4. How long it is kept

• Food-safety alert acknowledgements: kept indefinitely. An environmental health officer’s question is usually about a past date, so the record has to survive. If your staff account is deleted, the record remains but your name is removed from it. That is also the honest answer if you ask for your data to be erased: the event stays, your name does not.
• Edit history: currently kept indefinitely, for the same reason.
• Your user account: for as long as [business name] keeps it, and deleted with the account when the business closes its FoodCore account.
• Rota entries: for as long as the account exists.

5. Your rights

Under UK GDPR you can ask [business name] for a copy of the personal data it holds about you, ask for inaccurate data to be corrected, and in some circumstances ask for data to be erased. Ask [contact name / email] in the first instance — they are the data controller, not FoodCore. Where erasure is not possible because a food-safety record has to survive, the name can be removed from it instead, as described above.

You can also complain to the Information Commissioner’s Office at ico.org.uk.

6. Where FoodCore fits

FoodCore.io Ltd (company number 17168660) supplies the software and stores the data on [business name]’s behalf. We act on their instruction and do not use staff data for our own purposes. Our full privacy notice explains what we do with data generally, our sub-processor list names the companies involved, and our terms of service set out the arrangement with [business name].