Privacy notice

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REVIEW REQUIRED: awaiting solicitor sign-off before launch.

Hygivo is a food-safety (HACCP) record-keeping service for hospitality businesses: food deliveries and label scanning, batch and use-by records, fridge and freezer temperatures, cooking, cooling, reheating and keeping food hot, cleaning, allergen information, corrective actions, hygiene checks and reviews, staff training, and the records and reports built from them. This notice explains what we store, why, who is responsible for it, how long it is kept, who else handles it, and your rights under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Who we are

Hygivo is provided by APPLOM LTD, trading as Hygivo, a company being registered in Ireland with the Companies Registration Office (its company number and registered office will be published here as soon as they are issued) ("Hygivo", "we"). Contact us about privacy at [email protected]. We are not required to appoint a Data Protection Officer (we do not carry out large-scale monitoring or large-scale processing of special categories of data), so we have not appointed one; [email protected] reaches the person responsible.

Who is responsible for which data

• A business's food-safety records: temperatures, deliveries (including label photos), cooking and cooling, cleaning, allergen information, checks and reviews, training records, corrective actions, and the names of the people who made them. The business that uses Hygivo is the controller: it decides what is recorded and how long it is kept. Hygivo processes these records only on the business's instructions, as its processor, under the data processing terms in our Terms.
• Your Hygivo account (sign-in, security, notification settings), billing, support, website enquiries, and running and securing Hygivo itself: Hygivo is the controller.

If you work for a business that uses Hygivo, questions about its records are best sent to that business; we will help it answer.

What we store, and why

• Your account: your name, email address and password (stored only as a secure hash by our authentication provider; nobody at Hygivo can see it), and which businesses you belong to and in what role. If you sign in with Google or Apple, we receive the name and email address they share with us. Why: to let you sign in and use Hygivo.
• Business details: business and location names, invite links and codes, equipment and its safe temperature ranges and check times, and the cleaning list. Why: to run the business's checks.
• Food-safety records: temperature readings (with any corrective action or the reason a reading couldn't be taken), deliveries (product, supplier, batch / lot code, date on the label, arrival temperature, accepted or rejected and why), cleaning completions (or why a task couldn't be done), cooking, cooling, reheating and hot-holding records for each food (the food's name, temperatures, times and what was done when a check failed), problems reported by staff, signed checks and reviews (hygiene inspections, allergen and annual reviews, probe checks and weekly reviews, with each answer and who signed), allergen information and who approved it, alerts, and every correction with its reason. Each record keeps who made it, when, and whether it was saved offline and reached Hygivo later. Records are never overwritten: a correction is added, and the original stays. Why: these are the business's HACCP evidence.
• Training records: what a person was trained on (topics, or a course name and provider) and when, who recorded it, and whether the person confirmed it or said it wasn't right. A person's training can be seen only by that person, the managers at their location and the business owner, never by other staff. Why: to keep the business's training record.
• Fit-for-work acknowledgements: that a team member confirmed they will report illness before starting work, which wording they confirmed, and when. Hygivo stores no health information: no symptoms, illnesses, absences, return-to-work dates or reasons. Why: to show the business has told staff about their duty to report illness.
• Label photos and scanning: when you photograph a delivery label, Hygivo reads it on your device; the photo is not sent to any reading or AI service. In the web app the reading software is downloaded from Hygivo's own web server the first time you scan; in the iPhone and Android apps it is built into the app. When you save, the photo is uploaded to private storage for that business and location, with the text read from it (so batch codes can be found in a recall search). Photos can only be opened by people at that business who can see that location's records.
• Notifications: alerts sent to owners and managers (out-of-range readings, missed checks), your quiet hours and muted alert types, and, if you turn on phone notifications, a registration for your phone. Reminders for food that is cooling or kept hot are set on your phone itself and are not sent through our servers.
• Billing (owners): subscription status and dates, the number of locations billed, any trial code or pass redeemed, and our payment provider's customer and subscription references. Card details are entered on Stripe's own page and held by Stripe, never by Hygivo.
• Terms acceptance: which version of our Terms a business owner accepted, when, and from which app version. Why: to show what was agreed.
• Support: what you send us and our replies. If you ask for help with your business's records, the owner can grant us time-limited, read-only access to the locations and types of record they choose. During it we see names reduced to initials, no email addresses, no photos, and cannot export or change anything; every access is logged and the owner can end it at any time.
• Website enquiries: the name, email address, business name and message you send through the hygivo.com contact form, the page you sent it from, and a one-way scrambled (salted hash) form of your internet address, used only to stop the form being abused. We do not keep your internet address itself. Why: to answer you.
• Security and audit records: administrative actions, billing events, support access and join attempts. Why: to keep Hygivo and each business's records secure.
• Error reports: the technical details of an app error and the account it happened in. Why: to find and fix problems.

Hygivo does not use your location. Hygivo has no advertising, does not sell or share data for marketing, does not use your data to train artificial intelligence, makes no automated decisions about you, and uses no analytics or tracking services (see Cookies).

Legal bases

For the data Hygivo controls, we rely on these legal bases under Article 6 GDPR:

• Contract: your account, notifications, the business's subscription and billing, and terms acceptance, which we need to provide the service you or your business signed up for.
• Legitimate interests: security and audit records, error reports, abuse prevention, support, and answering website enquiries. Our interest is running a secure, working service and replying to people who contact us; we keep these records to the minimum and do not use them for anything else.
• Legal obligation: billing and accounting records we must keep under Irish tax and company law.

For a business's food-safety records, the business decides the legal basis as controller (usually its legal obligations under food hygiene law, and its legitimate interests).

How long we keep it

• Food-safety and delivery records: each business chooses how long (Account › Business name › Record retention), counted from the end of the year a record was made. Until it chooses, they are kept. Automatic removal at the end of the chosen period is not switched on yet, so for now no food-safety or delivery record is removed; we will update this notice before it is. The business should check its own legal obligations.
• Cooking, cooling and hot-holding records, signed checks and reviews: kept like the business's other food-safety records (above).
• Training records and fit-for-work acknowledgements: kept with the business's records for as long as the business keeps its records. They can't be edited or removed from the app. If the person deletes their Hygivo account, the record keeps their name as it was but is no longer linked to their account.
• Label photos: kept with their delivery record, for as long as that record is kept. When removal at the end of a retention period is switched on, a delivery's label photo will be removed together with the record.
• Allergen photos: kept while they are the photo for an allergen item. Replacing or removing the photo deletes the old file.
• When a business closes its workplace: its records stay read-only and exportable by the owner. We delete them 12 months after the business's access to Hygivo has ended, unless it asks us to keep them longer or the law requires us to keep them. A business can ask us at any time to delete its workplace and records sooner; we will confirm before deleting, because deleted records cannot be recovered.
• Security and audit records and error reports: up to 24 months. Join attempts: 1 day. Automatic removal at the end of these periods is not switched on yet, so for now these are kept longer; we will update this notice before it is.
• Website enquiries and support messages: up to 24 months after the last message, unless they become part of a customer's account history.
• Your account, settings and phone registration: deleted when you delete your account.
• Billing records: six years after the end of the financial year they relate to, as Irish tax law requires.

Deleting your account

You can delete your account at any time in the app (Account › Delete my account) or by emailing us; see Delete your account. Your sign-in, settings and phone registration are deleted straight away. Food-safety records you made are the business's HACCP records, so they stay with the business, shown as "Former staff member", for its retention period. They are detached from your account: nothing in them can be used to sign in as you.

Who else processes it

We use these service providers (our "sub-processors"). Each one only handles the data it needs to provide its service to us, under a data processing agreement.

• Supabase: database, sign-in, file storage and server functions. Your data is stored in the European Union (Ireland).
• Cloudflare: hosting the Hygivo web app, hygivo.com and these pages, protecting them from attacks, and forwarding email sent to hygivo.com addresses.
• Resend: sending sign-up, password-reset and notification emails.
• Stripe: payments for business owners who subscribe.
• Expo push service, Apple and Google: delivering phone notifications to phones that have them turned on. They see the notification text, not your records. Expo also builds the phone apps.
• Google and Apple: sign-in, only if you choose to sign in with them.

Some of these providers are based in, or may access data from, the United States or other countries outside the European Economic Area. Where they do, the transfer is protected by the EU–US Data Privacy Framework (where the provider is certified under it) or by the European Commission's Standard Contractual Clauses. You can ask us for details. We will tell business owners before we add or replace a sub-processor that handles their records.

Each business's data is kept apart from every other business's, enforced by the database itself.

Your rights

Under the GDPR you can ask for a copy of your data, ask for it to be corrected, ask for it to be deleted, ask us to restrict how it's used, object to how it's used where we rely on legitimate interests, and ask for a copy you can take elsewhere. For a business's food-safety records, the business is the controller, so we will pass your request to it and help it answer; a business may need to keep HACCP records, and corrections are added rather than overwriting the original. To ask, email [email protected]. We reply within one month (we may extend this by up to two further months for complex requests, and will tell you if we do). It is free. You also have the right to complain to the Data Protection Commission (dataprotection.ie), 21 Fitzwilliam Square South, Dublin 2, D02 RD28.

Security

Every request is checked by the database, per business, role and location. Photos are in private storage. Connections are encrypted, and data is encrypted where it is stored. Access by Hygivo staff is limited, requires two-step sign-in and is logged. If a personal data breach puts your rights at risk, we will tell the Data Protection Commission and, where the law requires, you. No service is perfectly secure: use a strong, unique password.

Age

Hygivo is a workplace tool for businesses. You must be at least 16 to have a Hygivo account.

Changes

If we change how we handle data, we'll update this page, its version and the date above, and tell business owners about significant changes before they take effect.

Contact

Privacy questions and requests: [email protected]. Anything else: [email protected].