Terms of service

1. Definitions

• Provider: the business named in Contact and company details.
• Customer: a business that has signed the contract with the Provider, in particular a food business operator within the meaning of Regulation (EC) No 852/2004.
• Service or Haccly: the web app for keeping good hygiene practice (GHP) and HACCP records.
• Organisation: the Customer's account in the Service, where it creates venues, users, tasks and entries.
• User: a person the Customer has given access to the Organisation.
• Entry: a record made in the Service (a reading, a check, a corrective action) together with its corrections.
• Template: a ready-made form or checklist provided by the Provider.
• Customer Data: all data entered into the Service by the Customer and its Users.

The contract consists of these Terms, the Data processing agreement and the Subscription and payment terms.

See: Contact and company details, Data processing agreement, Subscription and payment terms

2. What the Service does

Haccly lets you plan control tasks on a schedule and record entries against limits. A value outside the limit cannot be saved until a corrective action is chosen. Corrections keep the original and the reason. Haccly also keeps a register of staff trainings and medical certificate dates, sends a daily e-mail summary and generates a PDF report for inspections.

Haccly is a tool for keeping records. It is not legal, sanitary or technological advice, and it does not replace the HACCP procedures the Customer must develop.

3. Technical requirements

• a device with internet access and an up-to-date web browser,
• an e-mail address and password, or a PIN on a venue device set up by the Customer,
• a working internet connection: entries cannot be saved offline.

4. Risks of using online services

Like any online service, using Haccly carries risks such as phishing, malware on your device, and someone using a weak or shared password. Use an up-to-date browser and system, a unique password, and do not share your PIN. We will never ask you for your password by e-mail.

5. Contract and accounts

• During the pilot there is no self sign-up: the Provider creates the Organisation, and the owner receives a link to set a password.
• An e-mail address must be confirmed. Until then, the app shows only the confirmation screen.
• The person who signs the contract for the Customer confirms they are authorised to do so.
• The Terms are available free of charge before signing, on this page, which you can save and print.
• How the contract is concluded after the pilot (accepted online or signed) is not decided yet.

6. Users and access

• The Customer creates User accounts and assigns roles: Owner, Chain manager, Venue manager, Staff and Inspector (read-only).
• The Customer decides who gets access, is responsible for venue devices paired with its venues, and removes access for people who no longer work for it.
• Users must not share their password or PIN. Every entry is tied to the person who made it.
• After removing a person's access, the Customer can delete their data in its Organisation. Entries stay, and the account of a person who belongs to no other organisation gets a pseudonym instead of their name.

7. Permitted use

• Use the Service for keeping the Customer's own records.
• Do not upload unlawful content.
• Do not disrupt the Service, try to get around its security, access other customers' data or send excessive automated requests.

8. The Customer's responsibility for HACCP records

As a food business operator, the Customer is responsible for food safety and for developing, applying and maintaining procedures based on the HACCP principles (Regulation (EC) No 852/2004, Articles 1 and 5). The Customer decides and is responsible for:

• the content of the HACCP plan and the choice of control points,
• the limits and check frequencies set in the Service,
• choosing and carrying out corrective actions,
• entries being true, complete and on time,
• checking values suggested by reading text from photos, which are only suggestions,
• showing the records to food inspection authorities.

Templates are support material. Before using one, the Customer checks whether it, its default limits and frequencies fit its business and the rules that apply to it. Reminders and notifications are a support function and do not replace carrying out the checks. We do not guarantee any particular inspection result.

9. Suspension

If the rules in section 7 are broken, we may block access to the Service to the extent needed to remove the threat.

10. Availability

We do not currently guarantee a specific availability level. We are not responsible for unavailability caused on the Customer's side, by its devices or its internet provider.

11. Liability

• We are liable for actual loss only. Liability for lost profits is excluded.
• We are not liable for entries, limits, schedules, Templates and settings chosen or approved by the Customer, for actions of Users (including sharing a password or PIN), or for force majeure.
• These limits do not apply to damage caused intentionally or where the law does not allow them.
• An overall cap on liability is not decided yet.

12. Customer Data

Customer Data belongs to the Customer. We use it only to provide the Service. Entries cannot be deleted or overwritten: a correction creates a new version with a reason, and the original stays in the history. During the contract, the Owner and managers can download a PDF report for a chosen period and a data export: a ZIP archive with a CSV file per table and the stored files, or a JSON file. Personal data in the Service is covered by the Data processing agreement.

See: Data processing agreement

13. Termination and switching provider

Either party may terminate the contract. Under the EU Data Act (Regulation (EU) 2023/2854, Article 25):

• the Customer's notice period is at most 2 months,
• in the notice the Customer can ask to move its data to another provider or to its own systems, or to have it deleted,
• after the notice period, a transition period of up to 30 days follows, during which the Service keeps working and we help with the move; the Customer can extend it once,
• if a move within 30 days is technically impossible, we explain why within 14 working days and set an alternative period of up to 7 months,
• after the contract ends, the Organisation stays read-only for 90 days, with export to PDF and CSV or JSON,
• after that, we delete Customer Data completely; it disappears from backups within 30 days.

The Customer can also ask for earlier deletion: the Organisation's Owner or the person named in the agreement writes to hello@haccly.eu, and we confirm the request with a reply from the address in the agreement. The Organisation becomes read-only at once (export still works), and we delete the data after 7 days unless the Customer withdraws.

From 12 January 2027 the law does not allow switching charges. The rules until then are not decided yet.

14. Complaints

Send complaints to kontakt@haccly.eu or hello@haccly.eu, with the Customer's name, a description of the problem and when it happened. We reply to the address the complaint came from. The time limit for our reply is not decided yet.

15. Force majeure

Neither party is liable for failing to perform the contract because of force majeure: an external event that could not be foreseen or prevented. The affected party informs the other without delay.

16. Changes to the Terms

We may change the Terms for important reasons. We send the new text by e-mail in advance. The Customer may then terminate the contract; if it does not, the new Terms apply (Polish Civil Code, Article 384¹).

17. Final provisions

If documents conflict, the Data processing agreement prevails for personal data, then these Terms, then the Subscription and payment terms. The governing law and competent court for customers from other EU countries are not decided yet.