Terms of Service

Saphe Tech ("Saphe Tech", "we", "us") provides a hosted software platform for recording and managing allergy, intolerance and dietary information, related documents, staff training records and administrative workflows. These terms govern access to and use of that platform.

The platform is licensed to organisations. An individual may only use it as an authorised member of a registered organisation.

Saphe Tech is an administrative record-keeping and workflow tool. It does not provide medical, clinical, dietary or legal advice, does not diagnose or treat any condition, and does not determine whether a food is safe for any individual. Those decisions always rest with the organisation, its qualified staff, and the information given by parents, carers, clinicians and manufacturers.

In particular, you acknowledge and agree that:

• The platform is a record-keeping and workflow tool. It stores and organises information supplied by you, your staff, parents, carers, clinicians and suppliers.
• It is not a medical device and has not been assessed, registered or certified as one.
• It does not verify the accuracy, completeness or currency of any information entered into it.
• It must never be relied on as the sole basis for a decision about what any individual eats, or for any clinical or emergency response.
• Allergen information from manufacturers and suppliers changes without notice. You remain responsible for checking current labelling and specifications.

• You must be at least 18 years old and authorised to act for your organisation to register it.
• The platform is not offered directly to children, and children must not create accounts.
• You are responsible for keeping your credentials confidential and for all activity under your account.
• You must notify us promptly if you suspect unauthorised access.

Your organisation is the data controller for the personal data it enters. You agree to:

• Accept the Data Processing Agreement before entering any personal data.
• Establish and record a lawful basis under Article 6 and a condition under Article 9 UK GDPR for each category of health data you hold.
• Obtain and record valid consent, or another lawful basis, from the parent, carer or individual concerned before creating a record.
• Provide the people in your records with the transparency information UK GDPR requires.
• Keep records accurate and up to date, and remove them when your retention policy says so.
• Grant access strictly on a need-to-know basis and remove access promptly when a person leaves a role.
• Maintain your own allergen management, safeguarding, first-aid and emergency procedures independently of the platform.

You must not use the platform in any way that breaches our Acceptable Use Policy. In summary, you must not use it unlawfully, to harass or endanger anyone, to upload malicious code, to attempt to defeat access controls, to scrape or resell the service, or to enter personal data you have no lawful basis to hold.

We own the platform, its software and its branding. You own the records and content your organisation enters. You grant us only the limited licence needed to host, process, back up and display that content in order to provide the service to you.

We work to keep the platform available but do not guarantee uninterrupted service. We may suspend access for maintenance, or where necessary to protect the security or integrity of the platform or the data in it. Because the platform is not an emergency system, your organisation must be able to operate safely without it.

We may suspend or terminate access where an organisation materially breaches these terms, breaches the Acceptable Use Policy, or where continued access presents a legal or safety risk. You may terminate at any time. On termination you may export your data; after the period stated in the Data Processing Agreement we delete it.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, we are not liable for any decision made by you or your staff about any individual's food, care or treatment, for the accuracy of information entered into the platform by anyone, or for indirect or consequential loss. Our total aggregate liability is limited to the fees paid by your organisation in the twelve months before the claim arose.

We may update these terms. Where a change is material we will give notice in the platform and record your acceptance of the new version against your account. The version number and date at the top of this page identify the current terms.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about these terms: legal@saphetech.com.