Terms of Service

01Who the service is for

FoodSafe Formulate is a business-to-business software service for UK food and drink producers, manufacturers, caterers, start-ups and the consultants who support them. It is not offered to consumers acting outside their trade, business, craft or profession.

The person accepting these terms confirms they are at least 18 years old and have authority to bind the business they represent.

02Definitions

In these terms:

• "Service" means the FoodSafe Formulate web application, its features, engines, exports and support.
• "Workspace" means an organisation account and everything stored in it.
• "Customer Data" means recipes, formulations, specifications, supplier records, evidence, labels, HACCP records, documents and other content you or your users put into the Service.
• "Outputs" means calculations, impact assessments, allergen and nutrition results, AI drafts, reports and exports the Service produces.
• "Authorised User" means a person you invite to your Workspace, including staff and external consultants.
• "Subscription" means a paid plan described on our pricing page.

03Your account and Authorised Users

You are responsible for every action taken in your Workspace, for keeping sign-in details confidential and for assigning roles (owner, admin, approver, editor, viewer, consultant) appropriately. Only people with approval rights should be given them.

Tell us promptly at security@foodsafeformulate.co.uk if you suspect unauthorised access. We may suspend access where we reasonably believe an account is compromised.

04What the Service does — and does not do

The Service is decision-support software. It organises evidence, applies deterministic, versioned calculation and rule engines, flags the impact of changes and produces drafts for human review.

The Service does not:

• provide legal, regulatory, nutritional, toxicological or scientific advice;
• certify, validate or approve any food, label, claim, HACCP plan or process;
• replace laboratory testing, shelf-life studies, an accredited auditor, a primary authority or your local authority;
• act on behalf of, or carry the endorsement of, the Food Standards Agency, Food Standards Scotland, DEFRA, Trading Standards or any regulator;
• make final decisions: only your Authorised Users can approve an Output.

05Your responsibilities as a food business operator

Under UK food law you remain legally responsible for the safety, labelling and composition of the food you place on the market. You agree to:

• enter accurate, complete and current recipe, ingredient and supplier information;
• verify every Output against your actual recipe, process, packaging, supplier specifications and current official guidance before use;
• maintain your own food safety management system, allergen controls and due-diligence records;
• obtain professional or laboratory advice where risk or the law requires it;
• not publish nutrition, health, allergen, "free-from", origin or environmental claims you cannot substantiate;
• keep your food business registration and any approvals current with your local authority.

06Subscriptions, fees and payment

Paid plans, their prices and what each includes are shown on our pricing page and in the Billing area. Prices are in pounds sterling; taxes may apply where applicable.

Subscriptions are billed in advance, monthly or annually, through our payment processor Stripe, and renew automatically until cancelled. Full details of renewals, plan changes, cancellation and refunds are in our Subscription & Refund Policy, which forms part of these terms.

If a payment fails we may retry it and, after reasonable notice, restrict the Workspace to read-only or suspend paid features until it is resolved.

07Plan limits and fair use

Each plan has limits (for example the number of products) and feature entitlements enforced by the Service. You must not try to bypass them. AI drafting is subject to reasonable fair-use limits to protect the Service for all customers.

08Customer Data

You own your Customer Data. You grant us a limited licence to host, copy, process and display it only as needed to provide, secure and support the Service and as described in our Data Processing Agreement.

We do not sell Customer Data, and we do not use your recipes, formulations or supplier information to train third-party AI models.

You are responsible for having the rights to upload any content, including supplier specifications and certificates.

09Records, versioning and audit trails

Approved versions, review decisions and provenance records are deliberately kept immutable so your history can be reconstructed. You accept that approved history cannot be edited, only superseded or re-statused, and that deleting a Workspace removes this history after the retention periods in our Privacy Notice.

10Acceptable use

Your use of the Service must comply with our Acceptable Use Policy, which forms part of these terms.

11Intellectual property

The Service, its software, rule packs, methodologies, design, brand and documentation are owned by Muyibat Iyabo Issa and licensed to FoodSafe Formulate, and are protected by copyright and other rights. We grant you a non-exclusive, non-transferable right to use the Service during your Subscription for your internal business purposes.

You may freely use Outputs you have approved (such as labels and specifications) in your business. You must not copy, resell, reverse-engineer or create a competing product from the Service.

If you send us feedback, we may use it without obligation to you.

12Availability and support

We aim to keep the Service available at all times but do not guarantee uninterrupted access. Planned maintenance will be kept to a minimum and announced where practical. Support is available by email during Monday to Friday, 09:00–17:00 UK time.

13Third-party services and references

The Service links to official sources such as legislation.gov.uk, the Food Standards Agency and GOV.UK, and relies on infrastructure, payment and AI providers listed in our Sub-processors page. We are not responsible for third-party content or for changes to official guidance after publication.

14Warranties

We will provide the Service with reasonable skill and care. Except as expressly stated in these terms, the Service and Outputs are provided "as is", and all other warranties, conditions and terms implied by statute or common law are excluded to the extent permitted by law, including fitness for a particular regulatory purpose.

15Limitation of liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot be limited under English law.

Subject to that, we are not liable for loss of profits, revenue, business, goodwill or data, product recalls, withdrawal costs, regulatory fines or enforcement action, or any indirect or consequential loss, however arising.

Our total liability in any 12-month period is limited to the fees you paid us in that period.

• Because you remain the food business operator and only your Authorised Users can approve an Output, you accept responsibility for decisions made using the Service.

16Indemnity

You will indemnify us against third-party claims arising from food you place on the market, your Customer Data, claims you make on labels or marketing, or your breach of these terms or the law.

17Suspension and termination

You may cancel at any time from the Billing area; access continues to the end of the paid period. We may suspend or terminate access on notice if you materially breach these terms, fail to pay, or use the Service unlawfully, and immediately where needed to protect the Service or others.

After termination you may request an export of your Customer Data within 30 days. After that, data is deleted in line with our retention schedule, except where law requires us to keep it.

18Changes to the Service or these terms

We may update these terms. We will give at least 30 days' notice of material changes by email or in-app. Continuing to use the Service after that date means you accept the changes; if you do not, you may cancel before they take effect.

Regulatory rule packs and methodologies are versioned: a new version never silently changes approved historical results.

19Confidentiality

Each party will keep the other's confidential information secret and use it only for the purposes of this agreement. Your recipes and supplier information are treated as your confidential information.

20General

Neither party is liable for delays caused by events beyond its reasonable control. You may not assign these terms without our consent. If any provision is found unenforceable, the rest remains in force. These terms, together with the policies they refer to, are the entire agreement between us. No third party has rights under them under the Contracts (Rights of Third Parties) Act 1999.

21Governing law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Before starting proceedings, both parties will try in good faith to resolve the dispute through our Complaints Procedure.

22Contact

Legal notices: legal@foodsafeformulate.co.uk. Support: support@foodsafeformulate.co.uk.