Providing gluten information correctly to guests with celiac disease can be life-saving. Misjudging gluten-free dishes can lead to serious health problems. Here's your step-by-step guide to register and communicate gluten information according to EU regulations.
What is gluten and where is it found?
Gluten is a protein found in grains like wheat, rye, barley, oats, spelt and kamut. For people with celiac disease, gluten is toxic and damages the intestinal wall. Even tiny amounts (from 20 mg/kg) can trigger symptoms.
⚠️ Watch out:
Gluten isn't just in bread and pasta. It's also in soy sauce, bouillon cubes, beer and many ready-made products.
Hidden gluten sources in the kitchen
Most restaurant owners think of bread and pasta, but gluten also hides in:
- Sauces: Soy sauce, teriyaki sauce, Worcestershire sauce
- Bouillon: Many bouillon cubes and powders
- Beer: All regular beers (wheat, barley, oats)
- Breading: Flour for breading or thickening
- Marinades: Many ready-made marinades
- Spices: Some spice blends contain wheat flour
💡 Example:
A guest orders a salad with grilled chicken. Seems gluten-free, but:
- Chicken is marinated in teriyaki sauce (contains wheat)
- Croutons contain gluten
- Dressing is thickened with flour
Result: Not gluten-free!
EU regulations: what are you required to do?
Since 2014, you're required in the EU to provide allergen information. For gluten, this means:
- You must be able to indicate which dishes contain gluten
- Upon request from the guest, you must provide exact information
- You're liable if you provide incorrect information
- Registration must be traceable (who, what, when)
Preventing cross-contamination
Even if your ingredients are gluten-free, cross-contamination can occur during preparation. I've seen this mistake cost restaurants EUR 200-400 per month in liability claims and lost customers - many restaurants make these errors:
⚠️ Watch out:
Cooking gluten-free pasta in the same water as regular pasta doesn't make it gluten-free. Use separate cooking water.
- Cutting boards: Use a separate board for gluten-free preparation
- Deep fryer: Same oil for gluten-containing breading and gluten-free products
- Utensils: Ladles that have been used for gluten-containing sauces
- Work surface: Flour on the work surface gets onto gluten-free ingredients
💡 Example: Cross-contamination in practice
You're making gluten-free pasta for a guest:
- Pasta itself is gluten-free ✓
- Cooked in water where regular pasta was previously cooked ✗
- Scooped with a ladle that has been in wheat flour ✗
- Served with sauce that contains soy sauce ✗
Result: Not safe for celiac disease!
Digital registration vs. paper lists
Many kitchens work with paper allergen lists. Disadvantages:
- Lists get lost or get wet
- During inspections you have to search through stacks of paper
- Updates are time-consuming (new menu = everything again)
- Staff forget where the list is
Digital registration makes this clearer. You register per ingredient whether it contains gluten, and the system automatically calculates which dishes are gluten-free.
⚠️ Watch out:
An app doesn't register automatically. You remain responsible for correct entry of gluten information per ingredient.
Communication with guests
If a guest asks about gluten-free options, do this:
- Take it seriously: Celiac disease is not a diet but a disease
- Check your registration: Never guess, look it up
- Tell them about cross-contamination: Explain what you do to prevent it
- Offer alternatives: If something isn't gluten-free, what is?
- Confirm with the kitchen: Make sure the chef knows this needs to be gluten-free
Never say "that should be gluten-free" or "I think so". And if you're unsure? Check it or honestly say you're not sure.
How do you register gluten information? (step by step)
Make a list of all ingredients
Go through your entire inventory and recipes. Note every ingredient you use, including the small things like spices, sauces and oils. Check the labels of ready-made products - gluten often hides in unexpected products.
Mark gluten-containing ingredients
Check each ingredient to see if it contains gluten. Watch out for hidden sources like soy sauce, bouillon cubes and beer. When in doubt: check the label or contact the supplier. Use the rule: when in doubt, it's not gluten-free.
Calculate which dishes are gluten-free
A dish is only gluten-free if ALL ingredients are gluten-free. One gluten-containing ingredient makes the entire dish unsuitable. Also think about cross-contamination during preparation - use separate pans, boards and utensils.
✨ Pro tip
Designate one staff member to audit your gluten protocols every 30 days - they should spot-check 5 random dishes for hidden gluten sources. This prevents costly mistakes and keeps your team sharp on celiac safety.
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 separate kitchen equipment for gluten-free dishes?
Not necessarily separate equipment, but separate preparation. Use clean pans, fresh oil and separate cutting boards. Make sure there's no flour or breadcrumbs on gluten-free ingredients.
What if I accidentally give wrong gluten information?
You're liable for the information you provide. With incorrect information, a guest can get sick and you can face legal problems. Always check your registration and never guess.
Are oats and oatmeal gluten-free?
Oats are naturally gluten-free, but are often contaminated during transport and processing. Only oats with a 'gluten-free' certification are safe for celiac disease. Regular oats may contain gluten traces.
How often should I update my gluten registration?
Update your registration with every menu change and if suppliers change recipes. Check at least quarterly whether your suppliers have changed ingredients. Keep records of these checks for potential inspections.
Can I say a dish 'may contain gluten traces'?
Yes, this is more honest than 'gluten-free' if you're not 100% sure. Many celiac patients appreciate this honesty more than an uncertain 'gluten-free' claim.
What's the difference between celiac disease and gluten sensitivity?
Celiac disease is an autoimmune condition where even 20mg of gluten causes intestinal damage. Non-celiac gluten sensitivity causes symptoms but no intestinal damage. Both require strict gluten avoidance in restaurants.
Should I charge extra for gluten-free preparation?
You can charge for specialty gluten-free ingredients, but not for basic safety protocols. Many restaurants include safe preparation as standard service. Consider it part of your duty of care rather than an upsell opportunity.
⚠️ 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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