Digital menu cards with QR codes make allergen information more accessible to guests, but as a restaurant owner you're still responsible for correct and complete information. Many entrepreneurs think a QR code solves their problem, but forget that the information behind it must be up-to-date and complete. In this article, you'll learn how to professionally integrate allergen information into digital menus without legal risks.
Why digital allergen information isn't an automatic solution
A QR code to your menu card seems convenient: guests scan it, immediately see which allergens are in each dish, and you don't have to explain each dish verbally anymore. But the reality is more complex.
⚠️ Note:
EU legislation requires you to provide allergen information upon request from the guest. A QR code is a tool, but you remain responsible for the accuracy of all information.
The problem: if your digital menu isn't up-to-date, or if a guest doesn't have a smartphone, you still need to be able to answer verbally. And if you provide incorrect information, you're liable.
The 14 EU-mandatory allergens in your digital menu
Every digital menu card must clearly indicate which of the 14 EU allergens are in each dish:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, crab, lobster)
- Eggs (also in sauces and baked goods)
- Fish (also Worcestershire sauce, anchovies in dressing)
- Peanuts (also peanut oil)
- Soy (also soy sauce, tofu)
- Milk (including lactose, butter, cheese)
- Tree nuts (almond, hazelnut, walnut, cashew, etc.)
- Celery (also celery salt)
- Mustard (also mustard powder)
- Sesame seeds (also sesame oil)
- Sulfur dioxide and sulfites (>10 mg/kg, often in wine)
- Lupin (especially in gluten-free bread)
- Mollusks (mussels, squid, snails)
💡 Example digital display:
Pasta Carbonara - €18.50
Allergens: 🥛 Milk, 🥚 Eggs, 🌾 Gluten
Or with numbers: (1, 3, 7) - with legend at the bottom of the menu
Technical setup of your QR menu
A professional digital menu card has different layers of allergen information:
- Main display: Symbols or numbers next to each dish
- Detail view: Complete ingredient list per dish
- Filter option: Guests can filter for "gluten-free", "lactose-free", etc.
- Search function: Quickly search for dishes without a specific allergen
Many restaurants use platforms like Zomato, Lightspeed, or their own websites. More important than the platform is that the information is correct and current.
💡 Practical example:
Restaurant 'De Smaak' has 25 dishes on the menu. Every week 3-4 seasonal dishes change. Their QR menu shows:
- Main menu with allergen icons
- "Show ingredients" button per dish
- Filter: "Show only gluten-free options"
- Contact button: "Questions? Call your server"
Result: 80% fewer questions about allergens, but staff remains trained for the remaining 20%.
What your staff needs to know
A digital menu card doesn't exempt your staff from allergen knowledge. On the contrary: they need to know what happens in the kitchen to answer questions that the digital menu doesn't cover.
- Cross-contamination: "Is this dish prepared in the same pan as dishes with nuts?"
- Hidden allergens: "Is there gluten in the soy sauce of this dish?"
- Modifications: "Can this dish be made without the cheese sauce?"
- Preparation method: "Is this fried in the same oil as the fish & chips?"
⚠️ Note:
Train your staff to never guess. If they don't know the answer for sure, they need to ask in the kitchen or the chef. "I think so" is legally insufficient.
Updates and maintenance of digital allergen information
The biggest risk of digital menus is outdated information. Your supplier changes a recipe, you adjust your dish, but forget to update the digital menu.
💡 Update routine example:
Every Monday, chef Tom checks:
- Are there new suppliers or products this week?
- Are there changes to existing recipes?
- Do the seasonal dishes still match the inventory?
- Are all allergens correctly listed in the system?
Time: 15 minutes per week. Risk reduction: enormous.
With a system like KitchenNmbrs, you can maintain allergen information centrally per ingredient. Change an ingredient, and all dishes with that ingredient are automatically updated. This prevents you from forgetting to adjust one dish.
Legal protection and liability
A digital menu offers no legal protection if the information is incorrect. You're required to provide correct allergen information, regardless of the medium.
- Document your sources: Keep supplier information about ingredients
- Train your staff: Make sure they know how to forward questions
- Update protocol: Make clear who's responsible for updates
- Backup plan: What if the QR code doesn't work or guest doesn't have a smartphone?
Many restaurants print a concise allergen card as a backup, for guests without a smartphone or in case of technical problems.
How do you set up allergen information in a QR menu?
Inventory all ingredients per dish
Make a list of every ingredient in each dish, including sauces, oils, and garnishes. Check supplier information for hidden allergens like gluten in soy sauce or milk in margarine.
Choose your display method
Decide whether you use symbols (🥛🥚🌾), numbers (1,3,7) or text. Symbols are more intuitive, numbers take up less space. Make sure to have a clear legend.
Set up an update routine
Assign someone to check weekly whether all information is still correct. New suppliers, changed recipes, or seasonal products must be updated immediately in the digital menu.
Train your staff as backup
Make sure your team knows how to answer allergen questions if the QR code doesn't work. They need to know when they're sure about something and when they need to check in the kitchen.
✨ Pro tip
Use a central system where you enter ingredients with allergens once. Change an ingredient, and all dishes are automatically updated - this prevents you from forgetting to update one dish in your digital menu.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I need to list all 14 allergens, even if they're not in my dishes?
No, you only need to list the allergens that are actually in your dishes. But make sure you have a complete legend of all symbols you use, so guests know what each symbol means.
What if a guest doesn't have a smartphone to scan the QR code?
You must always have an alternative. Print a concise allergen card, or make sure your staff is trained to provide allergen information verbally. EU law requires you to make the information available, regardless of the medium.
Can I just use 'may contain traces of...' for everything?
No, 'may contain traces' is only for cross-contamination risk, not for ingredients that are deliberately in the dish. If you deliberately use peanuts, you must clearly state that. Trace warnings can be used for allergens that may accidentally come into contact.
How often do I need to check my digital allergen information?
At minimum every time you change a recipe, supplier, or ingredient. In practice, this means checking weekly. With seasonal changes or new dishes, you must update immediately before serving the dish.
What happens if I provide incorrect allergen information via my QR menu?
You're fully liable, just as with verbal information. If a guest gets sick from incorrect information in your digital menu, you face the same legal risk as with any other communication method. Therefore, document well how you maintain your information.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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