Privacy Policy

Fastrain Associates (“we”, “us”, “our”) operates a digital food safety record management platform (the “Service”) for restaurants and other food businesses. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using the Service, you agree to the practices described in this policy. Accounts are created by Fastrain Associates during onboarding — there is no public registration.

Fastrain Associates is the data controller for the personal data processed through the Service. If you wish to discuss how we use your data, please contact us at fastrain@hotmail.co.uk or by post at Fastrain Associates, United Kingdom.

We process the following categories of personal data:

• Account data: the login email address assigned to your business during onboarding.
• Business data: business name, address and contact details for the restaurants and food businesses we support.
• Staff data: names of staff members who carry out and sign off food safety checks, added by your business's account holder.
• Record data: the daily food safety records your team enters — opening and closing checks, temperature readings, delivery details, probe calibrations and four-weekly reviews — together with the staff member recorded against each entry.
• Audit data: records of amendments, administrative unlocks and the reasons given, so that changes remain traceable for inspection.
• Contact enquiry data: name, email, phone and business details submitted through the onboarding enquiry form.

We process personal data on the following lawful bases under UK GDPR Article 6:

• Performance of a contract (Art. 6(1)(b)): to provide and operate the food safety record system you have engaged us to manage.
• Legal obligation (Art. 6(1)(c)): to retain food safety records as required by UK food hygiene law and environmental health authorities.
• Legitimate interests (Art. 6(1)(f)): to maintain audit trails, protect the integrity of locked records, and investigate unauthorised access.
• Consent (Art. 6(1)(a)): for the contact details submitted through the onboarding enquiry form, you consent to being contacted about onboarding.

We use your personal data to:

• Provide and maintain your digital food safety records and make them available for inspection.
• Lock records at the end of each day and manage administrative unlocks with a recorded reason.
• Maintain a full audit trail of any amendment to a record.
• Generate branded PDF reports for any date range.
• Administer monthly payment records for your account.
• Respond to onboarding enquiries and contact prospective customers.

We do not sell your personal data. We share data only where necessary to operate the Service or where required by law:

• With the food business's own authorised account users, so they can view and complete their own records.
• With environmental health officers and other regulatory authorities when records are requested for inspection.
• With our hosting and infrastructure providers, who act as data processors under written agreement.
• Where legally required, with law enforcement or other public authorities.

The Service is hosted on infrastructure that may process data outside the United Kingdom. Where this occurs, transfers are made only with appropriate safeguards, such as Standard Contractual Clauses or another valid transfer mechanism under UK GDPR, and we ensure a level of protection essentially equivalent to that within the UK.

Food safety records are retained for as long as required by UK food hygiene legislation and your business's operational needs. Account, staff and audit data is retained for the duration of your engagement with us and for a reasonable period afterwards to meet legal, regulatory and record-keeping obligations. Onboarding enquiry data is retained for up to 24 months unless you ask us to delete it sooner.

You have the following rights regarding your personal data:

• The right to be informed about how we use your data (this policy).
• The right of access to the personal data we hold about you.
• The right to rectification of inaccurate or incomplete data.
• The right to erasure (the 'right to be forgotten'), subject to legal retention obligations.
• The right to restrict or object to processing.
• The right to data portability.
• The right to withdraw consent at any time, where processing relies on consent.
• The right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, contact us at fastrain@hotmail.co.uk. We will respond within one month, as required by UK GDPR.

We take appropriate technical and organisational measures to protect your personal data, including encrypted data storage, row-level database access controls, authentication for all users, and audit logging of administrative actions. Records lock at the end of each day so they cannot be altered without a recorded reason and an administrative unlock.

The Service is not directed at children and we do not knowingly collect personal data from anyone under 16. Staff names added to records are working names used only for signing off food safety checks.

The Service uses essential cookies and local storage to keep you signed in and to remember your session. We do not use advertising or third-party tracking cookies.

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last revised. Material changes will be communicated to account holders by email.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Email: fastrain@hotmail.co.uk
Phone: 07966 892403