1. About PassTheCheck
PassTheCheck is a food safety record-keeping tool operated by PassTheCheck (“we”, “us”, “our”). By creating an account you agree to these Terms of Service.
2. What PassTheCheck is — and isn't
PassTheCheck helps food businesses log temperature checks, cleaning records, allergen information, and other food safety documentation. It is designed as a practical aid, not a legal or compliance guarantee.
PassTheCheck does not:
- Guarantee that your business will pass a food hygiene inspection
- Replace professional food safety advice, consultancy, or training
- Verify the accuracy of information you enter
- Provide legal advice of any kind
You remain solely and legally responsible for your food safety management system, HACCP plan, and compliance with all applicable UK food safety legislation including the Food Safety Act 1990, Food Safety and Hygiene (England) Regulations 2013, and Regulation (EC) 852/2004.
3. Your account
You must be 18 or over to create an account. You are responsible for keeping your login credentials secure and for all activity under your account. Please notify us immediately if you suspect unauthorised access.
4. Subscription and billing
PassTheCheck is a subscription, paid monthly or yearly. New accounts get a free trial, and we sometimes give free-access codes (for example to people helping us test). No payment is taken during a trial or free period. After it ends, a subscription is needed to keep using the service.
Subscriptions renew automatically at the end of each month or year. You can cancel at any time in Settings; cancelling takes effect at the end of the period you have paid for. We don't refund part-used months or years.
We reserve the right to change pricing with at least 30 days' notice to existing subscribers.
5. Your data
You own all data you enter into PassTheCheck. We do not sell your data to third parties. See our Privacy Policy for full details on how we handle your data.
If you cancel your subscription, your records are kept so you can come back or download them. If you delete your account, your records are deleted straight away and cannot be recovered, so download them first. You can download all your records at any time from Settings.
5A. Data processing terms
For the records your business enters (including staff names, training and fitness-to-work declarations), your business is the controller and we are your processor under UK GDPR. These terms form the data processing agreement between us. We will:
- only process your records to provide PassTheCheck, as you direct through the app, unless the law requires otherwise (in which case we will tell you, if allowed);
- make sure anyone at PassTheCheck who can see your records is bound to keep them confidential, and only look at them to provide support, fix problems or keep the service secure;
- keep appropriate technical and organisational security measures in place, as described in our Privacy Policy;
- only use the sub-processors listed in our Privacy Policy, each under written terms giving the same protection, and tell you before adding or replacing one so you can object or leave;
- help you respond to requests from people exercising their data rights, and with security, breach reporting and data protection impact assessments, as far as is reasonable for a service like ours;
- tell you without undue delay after becoming aware of a personal data breach affecting your records;
- when you delete your account, delete your records (you can download them first from Settings), unless the law requires us to keep them;
- make available the information needed to show we meet these terms, and answer reasonable questions about them.
You are responsible for having a lawful basis for the records you keep, telling your staff how their information is used, and only recording what you need. For fitness-to-work declarations, record what was done and when someone can return, not diagnoses or medical details.
The records are kept in the UK and EU where possible. Where a sub-processor handles them elsewhere, it does so under safeguards recognised by UK law, as set out in our Privacy Policy.
6. Acceptable use
You agree not to use PassTheCheck to enter false or misleading food safety records, to attempt to gain unauthorised access to other accounts or systems, or for any unlawful purpose.
7. Service availability
We aim to keep PassTheCheck available at all times but cannot guarantee uninterrupted access. We may carry out maintenance, updates, or experience outages beyond our control. We are not liable for any losses arising from service unavailability.
8. Limitation of liability
To the fullest extent permitted by law, PassTheCheck shall not be liable for any indirect, incidental, or consequential loss arising from your use of the service, including but not limited to failed inspections, regulatory action, fines, or business losses.
Our total liability to you in any circumstances shall not exceed the amount you paid us in the 12 months preceding the claim.
9. Changes to these terms
We may update these Terms from time to time. We will notify you by email at least 14 days before material changes take effect. Continued use of the service after that date constitutes acceptance of the updated Terms.
10. Governing law
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
11. Contact
Questions about these Terms? Contact us at hello@passthecheck.co.uk