Managing allergens in your food business is not just a legal obligation; it’s a vital part of ensuring customer safety and maintaining trust. With food allergies on the rise, customers rely on you to serve them safe meals. This article will walk you through the basics of allergen management to help your business stay compliant and safeguard its reputation.

Digital Food Safety System
 
 
What are allergens and why are they important?

Allergens are substances in food that can cause severe allergic reactions in some people. According to the Food Standards Agency (FSA), 14 allergens must be declared when used as ingredients. These include common items such as peanuts, milk, and gluten. Even trace amounts can trigger reactions, making diligent allergen management crucial.

 
Legal Responsibilities

In the UK, food businesses must comply with regulations under the Food Information Regulations Act 2014. This requires you to:

  • Provide accurate allergen information for all dishes.
  • Prevent cross-contamination.
  • Ensure staff are trained to handle allergen requests safely.

Failure to comply can lead to serious legal consequences, including fines and potential harm to your customers.

Need help with allergens?
Get in touch today

"(Required)" indicates required fields

Setting up an Allergen Management Plan

Step 1: Identifying Allergens in Your Kitchen

Start by reviewing your menu and suppliers to identify which of the 14 allergens are present in your ingredients. Keep a detailed log of each ingredient and its potential allergens. The 14 main allergens in the UK are:

  • Celery: Includes celery stalks, leaves, seeds, and celeriac
  • Cereals containing gluten: Includes wheat, rye, barley, and oats
  • Crustaceans: Includes prawns, crabs, and lobsters
  • Eggs: A common ingredient in cakes, pasta, sauces, and more
  • Fish: A common ingredient in fish sauces, pizzas, and more
  • Lupin: A flower that’s also found in flour, bread, pastries, and pasta
  • Milk: A common ingredient in butter, cheese, cream, and more
  • Molluscs: Includes mussels, oysters, squid, cockles, whelks, and snails
  • Mustard: A common allergen
  • Peanuts: A legume that’s often used in biscuits, cakes, curries, and more
  • Sesame: A common ingredient in bread, breadsticks, houmous, sesame oil, and tahini
  • Soybeans: A common ingredient in bean curd, edamame beans, miso paste, and more
  • Sulphur dioxide and sulphites: An ingredient often used in dried fruit, meat products, soft drinks, and more
  • Tree nuts: Includes almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios, and macadamia nuts

 

Step 2: Communication Is Key

Clear and consistent communication is the backbone of allergen management.

Your staff must be trained and fully briefed on any allergens within each dish and they should also have the Allergy Matrix as a reference.

For establishments with table or counter service, place a sign where it is visible to your customers (or on the menu) advising them that, if they have any food allergies/intolerances they should inform a member of staff. For takeaway delivery services, the allergen information must be available to your customer, ideally on your menu or on your website.

Institutional catering establishments manage allergen communication slightly differently as these establishments (schools, nurseries, care homes etc), have prior knowledge of students/children/guests with any allergies.

  • Schools with a self serve display counter, the allergen information should be displayed next to the dish or on the counter glass as well as on the menu or allergen matrix. Allergen/intolerances/religious requirements information for students is noted in the kitchen and younger students or those with severe allergies are supervised or meals made separately for the individual.
  • Nursery Schools have information on any children with food allergies/intolerances/religious requirements which is double checked by staff before food is served and children with allergies are supervised.
  • Care Homes will have a meal plan for individual guests with allergies/intolerances/religious requirements which should be double checked whenever food is served.

 

Allergen Matrix Example

Allergen Matrix Example

If you need advice or help writing your allergen matrix, get in touch with us today: https://foodsafetyguru.co.uk/general-enquiries/

When noting a cereal containing gluten or a nut on your matrix or menu, add a note as to what the actual cereal or nut is – for example Cereals (wheat) Nuts (Almonds) etc. This enables your customers to make a more informed choice.

If a manufacturer states “May Contain” on the packaging, you must also state “May Contain” on your menu/allergen matrix

 

Step 3: Preventing Cross-Contamination

Cross-contamination occurs when allergens transfer from one food item to another. To minimise this risk:

  • Use separate equipment and utensils for allergen-free meals.
  • Store allergenic ingredients in sealed containers away from other foods.
  • Take care to avoid cross contamination, for example, Use a separate spread for gluten free food (just one breadcrumb can make a person allergic to gluten sick)
  • Implement strict cleaning protocols.
Want a free allergen matrix?
Get in touch!

"(Required)" indicates required fields

Staff training and customer interaction

Training Your Team

Your staff must understand the importance of allergen management. Consider investing in online courses such as those provided by the FSA or other accredited bodies. Regular refresher sessions ensure everyone remains up to date.

Industry certified allergen training courses are available through Food Safety Guru here: https://foodsafetyguru.co.uk/food-safety-training/

 

Handling Customer Allergen Requests

Train your staff to ask customers about allergies and ensure they know how to relay allergen information accurately.

Encourage staff to take allergen inquiries seriously. Always double-check ingredient lists and preparation methods when a customer flags an allergy. Never guess—consult your records or supervisor if unsure.

 

Recording keeping

 

 

Detailed records are a cornerstone of good allergen management. Keep documentation on:

  • Ingredient sourcing and allergen content.
  • Cleaning and cross-contamination prevention practices – this should be included in your HACCP.
  • Staff training sessions.

These records can protect your business in case of an inspection or complaint.

For more information contact us directly, or visit the Food Standards Agency website: https://www.food.gov.uk/business-guidance/allergen-checklist-for-food-businesses

 

Natasha’s Law is a UK food safety regulation introduced on 1 October 2021. It requires all prepacked foods for direct sale (PPDS) to have clear and full ingredient labelling, including a detailed list of allergens.

The law was named after Natasha Ednan-Laperouse, a teenager who tragically died in 2016 after suffering a severe allergic reaction to a baguette that did not display allergen information.

Under Natasha’s Law, businesses selling PPDS food must:

  • Include a full list of ingredients on packaging.
  • Highlight allergens within the list (e.g., in bold or underlined).

This regulation aims to protect customers with allergies by giving them more transparency and confidence when purchasing food. It’s especially relevant to cafes, delis, and other small businesses preparing food onsite for direct sale.

Allergen Management & Digital Food Safety SystemsIncorporating a Digital Food Safety System can simplify allergen management. These tools help streamline record-keeping, monitor compliance, and provide real-time updates to any issues. Food Safety Guru offers tailored systems to ensure you meet all requirements with ease.

Digital Food Safety App Daily ChecksAt Food Safety Guru, we ensure our clients have up to date allergen management systems that are correctly setup to ensure compliance. Our digital food safety system is easy to use, keeps all your records in one place, and ensures you stay compliant with the latest regulations.

Take the first step towards a safer, more efficient kitchen by exploring our Digital Food Safety System today.

Book a demo today