1. INTRODUCTION

This Privacy Policy explains how Food Safety Guru (part of Resolution FM Ltd, Company No. 07525115) collects, uses, and protects personal data when you use our website, mobile application, and services (“Services”).

We are committed to handling personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018

2. WHO WE ARE

Depending on how you interact with us, we act as either:

• Data Controller – for website visitors, account management, and communications
• Data Processor – when processing data on behalf of our customers within the Services

Registered Office: Kirkland House, 11–15 Peterborough Road, Harrow, Middlesex HA1 2AX
Email: contactus@foodsafetyguru.co.uk

3. DATA WE COLLECT

We collect and process the following categories of data:

Account & Contact Data

• Names
• Email addresses
• Contact details
• Business and location information

Operational Data (within the Services)

• Food safety logs, records, and checklists
• Audit and compliance data
• Training records and certifications
• Staff roles and responsibilities
• Notes and free text entries
• Photos and uploaded files
• Site and location information

Special Category Data (where applicable)

In limited cases, data entered into the system may include information relating to allergens or dietary requirements. This data is controlled by the Customer.

Technical & Usage Data

• Device and browser information
• IP address
• Usage activity within the Services
• System logs and performance data

Communication & Marketing Data

• Preferences for receiving communications
• Interactions with emails or messages

4. HOW WE USE PERSONAL DATA

We process personal data under the following lawful bases:

• Contract – to provide and operate the Services
• Legitimate Interests – to improve, secure, and manage our platform
• Legal Obligations – where required by law
• Consent – for marketing communications where applicable

5. PROCESSING ON BEHALF OF CUSTOMERS

Where personal data is processed within the Services:

• The Customer is the Data Controller
• Food Safety Guru acts as a Data Processor
• We process data only to provide the Services

We do not use Customer Data for our own marketing or commercial purposes.

6. DATA SHARING

We only share personal data where necessary to operate our Services.

This may include:

• Payment processing providers
• Accounting and billing platforms
• Email and communication platforms
• Analytics providers
• Cloud hosting and infrastructure providers

These providers may change from time to time. All are required to handle data securely and in accordance with applicable data protection laws.

We do not sell personal data.

7. INTERNATIONAL TRANSFERS

Where data is processed outside the UK, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• Standard contractual clauses

8. DATA RETENTION

We retain personal data only for as long as necessary:

• Account data: while your account is active
• Customer Data: for the duration of the customer relationship
• Backup data: retained for a limited period for recovery purposes
• Marketing data: until you opt out

We may retain data longer where required for legal or regulatory reasons.

9. DATA SECURITY

We implement appropriate technical and organisational measures, including:

• Encryption in transit
• Secure cloud infrastructure
• Role-based access controls
• Secure authentication systems
• Access restrictions and monitoring

Access to data is limited to authorised personnel only.

10. BACKUPS AND SYSTEM RESILIENCE

We maintain backup and recovery processes designed to protect data integrity and support system restoration in the event of failure or incident.

Backups are retained for a limited period and are securely controlled.

11. YOUR RIGHTS

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of data
• Restrict processing
• Object to processing
• Request data portability

To exercise your rights, contact: contactus@foodsafetyguru.co.uk

Where we act as a Data Processor, requests may need to be directed to the relevant Customer.

12. COMMUNICATIONS

We may send:

Service Communications

Important updates relating to your account, system functionality, or compliance matters. These are necessary for the provision of our Services.

Marketing Communications

You may opt in or out of marketing communications at any time.

13. COOKIES

We use cookies to:

• Improve website functionality
• Understand usage and performance

You can manage cookies via your browser settings.

14. THIRD-PARTY LINKS

Our website may contain links to external websites. We are not responsible for their privacy practices.

15. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

16. CONTACT

For any data protection queries:

Email: contactus@foodsafetyguru.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).