Terms of Service
Effective: [EFFECTIVE DATE] · Last updated: [EFFECTIVE DATE]
1. About us
Legacy is provided by [LEGAL ENTITY NAME], trading as Legacy, of [REGISTERED / POSTAL ADDRESS]. [COMPANY NUMBER, if a limited company, or delete]. Contact: [email protected].
2. The service
Legacy is online software that helps food businesses keep digital kitchen records, including temperature logs, cleaning and daily checks, HACCP and Safer Food Better Business style records, traceability, supplier, recipe and costing information, and inspection-ready exports.
Coming soon: voice logging and invoice auto-read are planned features and are not currently part of the service. We make no promise about when or whether they will launch, and they are not included in what you pay for now.
We may improve and change the service. If we remove a core feature you rely on, we will give reasonable notice.
3. Accounts
- You must be 18 or over and authorised to accept these terms for your business.
- Keep login details secure and do not share accounts. You are responsible for activity under your account and for the staff you invite.
- Tell us promptly at [email protected] if you suspect unauthorised access.
4. Your food safety responsibilities
Legacy is a record-keeping tool. It does not replace your food safety management system, training, physical checks, or professional advice. Your business remains the food business operator and is solely responsible for: setting suitable critical limits; taking accurate readings with calibrated equipment; acting on out-of-range results; allergen controls; and compliance with food law and guidance from the Food Standards Agency and your local authority. Legacy is not endorsed, approved or certified by the Food Standards Agency, any local authority, or any certification body. Using Legacy does not guarantee any food hygiene rating or inspection outcome.
Costing and GP figures are calculations based on the data you enter and are for guidance only.
5. Plans, prices and payment
- Plans currently cost £19 per month or £35 per month per account as shown on our website. Prices are [STATE: inclusive of VAT / VAT not charged as not VAT-registered / plus VAT].
- Subscriptions are billed monthly in advance by card through our payment provider and renew automatically until cancelled.
- Any free trial or pilot will be stated at sign-up. We will tell you before a free period turns into a paid one.
- If payment fails, we will let you know and may suspend access after 14 days. Your data is not deleted because of a suspension; see section 9.
- We may change prices with at least 30 days' notice by email. If you don't agree, you can cancel before the change takes effect.
6. Cancellation and refunds
- You can cancel at any time from your account or by emailing [email protected]. Cancellation takes effect at the end of the current billing month; you keep access until then.
- Except as required by law (including consumer rights in section 17), we do not refund part-months.
- If we end the service for reasons other than your breach, we will refund any amount paid for the period after it ends.
7. Acceptable use
You must not:
- use Legacy unlawfully, fraudulently, or to create false or misleading food safety records;
- upload malware or attempt to break, probe, overload or bypass the security of the service;
- access other customers' data, or reverse engineer, copy, resell or sublicense the service;
- scrape the service or use automated tools against it without our permission;
- upload content that infringes others' rights, or is offensive or unlawful;
- store special category data except where genuinely necessary and lawful for your records.
We may suspend accounts that breach this section, with notice where reasonable.
8. Your data and intellectual property
Your kitchen records, recipes and other content remain yours. You give us a licence to host, process and display them only to provide and support the service. We own the Legacy software, design and brand. Feedback you give us can be used freely to improve Legacy.
9. Export and deletion
You can export your records at any time. After your account ends, you have 30 days to export; we then delete your data as described in our Privacy Policy.
10. Data protection (processor terms)
For kitchen records containing personal data, you are the controller and we are your processor. In line with Article 28 UK GDPR we will:
- process that data only on your documented instructions (these terms and your use of the service), unless the law requires otherwise;
- ensure people with access are bound by confidentiality;
- apply appropriate technical and organisational security measures;
- use only the sub-processors listed in our Privacy Policy, on terms at least as protective, give notice of changes and let you object (including by cancelling);
- help you respond to data subject requests and meet your security, breach, and impact assessment obligations;
- notify you without undue delay of any personal data breach affecting your data;
- delete or return your data at the end of the service, unless the law requires us to keep it;
- make available information needed to show compliance with these obligations and allow reasonable audits.
You confirm you have a lawful basis for the personal data you put into Legacy and have told your staff about it.
11. Availability
We aim to keep Legacy available and to back up data, but we do not guarantee uninterrupted or error-free service. Planned maintenance will be kept to a minimum. Keep your own exports of critical records, especially before an inspection.
12. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law.
- For business customers: we are not liable for loss of profit, revenue, business, goodwill or data (other than our obligation to restore from available backups), or for indirect or consequential loss; and our total liability in any 12-month period is limited to the fees you paid us in that period.
- We are not responsible for food safety incidents, inspection outcomes, fines, or losses arising from your food safety practices or from records you enter, fail to enter, or enter incorrectly.
- For consumers, see section 17.
13. Suspension and termination
You can stop using Legacy at any time. We may suspend or end your account if you seriously or repeatedly breach these terms, fail to pay, or if required by law. We may also discontinue the service with at least 60 days' notice and a pro-rata refund of prepaid fees.
14. Events outside our control
We are not responsible for delays or failures caused by events beyond our reasonable control, such as supplier outages, internet failures, or natural events. We will let you know and minimise the impact.
15. Changes to these terms
We may update these terms. We will give at least 30 days' notice of material changes by email. If you don't agree, you can cancel before they take effect.
16. General
These terms, plus our Privacy Policy, are the whole agreement between us. If any part is unenforceable the rest still applies. You may not transfer your rights without our consent; we may transfer ours to a business that takes over Legacy, without reducing your rights. No one else has rights under these terms under the Contracts (Rights of Third Parties) Act 1999. A delay in enforcing a right does not waive it.
17. Business and consumer customers
Legacy is designed for businesses. Most customers will be acting for their trade or business, and the business terms above apply in full.
If you are a consumer (acting outside your trade, business or profession), you also have rights under the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, and these override anything above that conflicts with them:
- You have 14 days from sign-up to cancel and get a refund. If you ask us to start the service in that time, we may deduct an amount for the service already provided.
- The service must be provided with reasonable care and skill and as described. If not, you may be entitled to have it put right or to a price reduction.
- We are responsible for foreseeable loss and damage we cause, but not for business losses.
18. Complaints, governing law and courts
Please contact [email protected] first; we aim to respond within 14 days. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you can also bring proceedings in your local courts.