Terms of Service

CompliChef™ is a trading name of Nicholas Richards (“we”, “us”, “our”). These Terms of Service govern your use of the CompliChef ecosystem including the Portal, KitchenPortal, StaffPortal and RecruitPortal.

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1. Acceptance of Terms

By creating an account or using any part of the platform you agree to be bound by these Terms and our Privacy Policy.

2. User Accounts

• You must provide accurate, up-to-date information.
• You are responsible for maintaining account security.
• Any action taken under your account is your responsibility.

3. Subscriptions & Payments

• Some features require an active subscription.
• Plans renew automatically unless cancelled.
• Recruit ad credits are purchased separately and are non-refundable.
• All payments are securely processed via third-party gateways.

3.1 Nature of Digital Service

CompliChef™ is a digital, ongoing, usage-based platform that provides immediate and continuous access to compliance management tools, data storage, staff portals, kitchen device integration, and recruitment features.

Upon subscription activation or renewal, you gain immediate access to all subscribed features including:

• Real-time compliance monitoring and logging
• Staff portal access and training records
• Kitchen device connectivity and temperature tracking
• Document storage and audit trails
• Multi-location management capabilities

The service begins processing and storing your operational data immediately upon access. This includes automated logging, staff activity, device connectivity, and compliance records that are continuously maintained throughout your subscription period.

4. Cancellation & Refund Policy

4.1 Cancellation

You may cancel your subscription at any time. Cancellation stops future billing, and access to paid features will continue until the end of the current paid billing period.

Cancelling a subscription does not delete your account or data.

If you choose to delete your account, access to the CompliChef™ platform ends immediately, regardless of any remaining paid subscription time. Deleted accounts cannot be restored.

4.2 No Refunds for Digital Services

Due to the digital, immediate, and ongoing nature of the CompliChef™ platform, refunds are not provided for any subscription period where the service has been accessed, used, configured, or where data has been processed or stored.

By subscribing or renewing, you acknowledge and agree that:

• Access to the platform and all subscribed features begins immediately upon payment confirmation
• The service is continuously available 24/7 throughout your subscription period
• Data processing, compliance logging, and system availability constitute ongoing service delivery
• Staff access, device connectivity, and data storage are active from the moment of subscription
• Any use of the platform, including login, data entry, staff portal access, or device connectivity, constitutes full consumption of that billing period's service

4.3 Non-Refundable Circumstances

Refunds will not be issued under any of the following circumstances:

• You have logged into the platform during the billing period
• Staff members have accessed StaffPortal or KitchenPortal
• Kitchen devices have connected or transmitted data
• Compliance records, temperature logs, or training data have been created or stored
• Recruit ads have been posted or applications received
• You have configured settings, added locations, or invited team members
• Any portion of the subscription period has elapsed, regardless of login activity
• You change your mind about the subscription after access has been granted
• You fail to cancel before the renewal date
• Account suspension or termination due to Terms of Service violations

4.4 Abuse & Fraudulent Refund Requests

Refund requests made after extensive use of the platform, or requests made through payment provider dispute mechanisms (chargebacks) without first contacting CompliChef™ support, will be treated as fraudulent and may result in:

• Immediate account termination
• Permanent ban from all CompliChef™ services
• Reporting to fraud prevention agencies
• Legal action to recover costs and damages

4.5 Payment Disputes & Chargebacks

If you dispute a payment through your bank or payment provider, you acknowledge that:

• We will provide evidence of service delivery including access logs, usage data, and compliance records
• Your account will be immediately suspended pending dispute resolution
• Successful chargebacks resulting from false claims may be pursued legally
• Chargeback fees and associated costs may be recovered through debt collection

You must contact support@complichef.co.uk before initiating any payment dispute.

4.6 Recruit Ad Credits

Recruit ad credits are purchased separately and are strictly non-refundable once purchased, regardless of whether they have been used to post job advertisements.

4.7 Exceptions

Refunds may only be considered in the following limited circumstances:

• Technical failure preventing all access for the entire billing period (rare and verified cases only)
• Duplicate payment processing errors confirmed by CompliChef™
• Where required by applicable consumer protection law

All refund requests must be submitted in writing to support@complichef.co.uk within 7 days of the billing date. Refund decisions are made at CompliChef's sole discretion and are final.

5. Customer Responsibilities

You are responsible for ensuring your compliance with all relevant industry regulations (e.g. FSA, EHO). The platform provides tools and structure but does not guarantee regulatory compliance.

5A. Regulatory Compliance & Lawful Requests

CompliChef™ acts as a digital record-keeping and management platform only. Responsibility for food safety, legal compliance, inspections, and regulatory outcomes remains solely with the restaurant owner or operator.

We may retain and disclose records (including but not limited to compliance logs, HACCP data, training records, temperature records, audit history and account activity) where required by:

• UK law or statutory obligation
• A lawful request from regulatory authorities (including Environmental Health Officers, the Food Standards Agency)
• A court order, police request, or legal investigation

Account cancellation or deletion does not override our legal obligations to retain or disclose records where required by law.

5B. GPS Access — Employee Location Monitoring (Login & Clock-In/Out)

The CompliChef™ StaffPortal includes an optional GPS Access feature that, when enabled by the account holder, records the geographic location of a staff member's device at three points: login, clock-in, and clock-out. This is used to verify that the staff member is physically present at the correct site before access or attendance is recorded.

As the account holder (employer), you acknowledge and agree that:

• You are the data controller for all GPS location data collected about your staff through this feature
• You must inform all affected staff members — before enabling this feature — that their location will be recorded at login, clock-in, and clock-out
• You must have a documented lawful basis under UK GDPR for processing employee location data at each event type (typically legitimate interests, supported by a completed Legitimate Interests Assessment)
• You must clearly disclose this monitoring in your organisation's own staff privacy notice or handbook, describing the purpose (site attendance verification) and the specific events at which location is captured
• You must comply with the ICO's guidance on monitoring at work and all applicable UK employment law obligations relating to workforce monitoring
• Location data is captured only at the discrete events listed above — the platform does not continuously track staff location during shifts or between events
• GPS-verified attendance records may form part of your payroll and HR audit trail; you are responsible for their accuracy, use, and retention in line with your legal obligations
• You must not use GPS attendance data for any purpose beyond verifying physical site attendance and recording working hours, without additional lawful basis and staff notification
• You are solely responsible for any failure to inform staff, failure to comply with UK GDPR, or breach of employment monitoring obligations arising from your use of this feature

CompliChef™ accepts no liability for your failure to comply with employee monitoring obligations, including any ICO enforcement action, employment tribunal claims, or civil claims arising from undisclosed or unlawful use of GPS attendance monitoring. Enabling this feature without properly informing staff constitutes a breach of these Terms and may result in immediate suspension of the GPS Access feature or your account.

6. Prohibited Use

• Unauthorised access attempts.
• Reverse engineering or copying the system.
• Uploading malware, bots, or automation tools.
• Posting unlawful, misleading, or harmful content.

7. Intellectual Property

CompliChef™ branding, system design, logic and interface elements are owned by Nicholas Richards. You may not replicate or resell any part of the platform without written permission.

8. Service Availability

We strive for 24/7 uptime but do not guarantee uninterrupted service. Maintenance, updates or technical issues may temporarily affect availability.

9. Limitation of Liability

CompliChef™ is not responsible for inspection outcomes, enforcement action, prosecutions, penalties, or business losses arising from a customer’s failure to comply with food safety, employment, or regulatory requirements.

• We are not liable for indirect or consequential losses.
• Our total liability is limited to fees paid in the last 12 months.

10. Privacy

For how we handle data, see our Privacy Policy.

11. Account Deletion & Record Retention

Users may request account deletion. Deletion removes platform access and personal profile data where lawful and technically feasible.

Certain records cannot be deleted immediately or at all where retention is required for:

• Legal or regulatory compliance
• Audit and inspection integrity
• Dispute resolution or legal defence

Retained records are secured, access-restricted, and not editable following account closure.

Account deletion is permanent and results in immediate loss of access. Any remaining subscription time is forfeited and cannot be reinstated.

CompliChef™ (trading name of Nicholas Richards)
Email: support@complichef.co.uk
United Kingdom