Storing digital HACCP data is a shared responsibility. As a food service business owner, you're responsible for what gets registered, but your system provider ensures secure storage. Here you'll read exactly what you need to agree on to prevent problems.
Your responsibilities as a food service business owner
As the owner of your business, you always remain ultimately responsible for your HACCP administration. Even if you use a digital system.
💡 Example:
You use an app to track refrigerator temperatures. The food safety authority shows up for an inspection and asks for temperature records from last month.
- You must be able to prove that temperatures were measured
- You must be able to show the data (digital or printed)
- The app provider doesn't need to be present
It remains your responsibility, not the app's.
What you always have to do yourself:
- Measure and enter temperatures daily
- Check that data is stored correctly
- Make sure you can access your data when you need it
- Make back-ups or keep print-outs
Responsibilities of the system provider
The provider of your digital HACCP system has different responsibilities. You need to agree on these explicitly.
⚠️ Important:
Make these agreements in writing. Verbal agreements aren't enough if problems arise.
What the provider must guarantee:
- Secure storage: Your data is stored on protected servers
- Back-ups: Automatic back-ups of all your data
- Accessibility: You can always access your data
- Retention period: Data remains available for at least 2 years
- Export capability: You can download data as PDF or Excel
Important agreements to document
Always document these points in writing in your contract or terms of use:
💡 Example contract agreements:
- Data is retained for at least 3 years (legally required is 2 years)
- In case of problems, you get access to your data within 24 hours
- You can always make a complete export
- When the contract ends, you have 3 months to transfer your data
Retention period: Agree that data is kept longer than legally required. The law requires 2 years, but 3-5 years provides more security.
Access in case of problems: What happens if the provider goes bankrupt? Or if there are technical issues? Make sure you can always access your data.
Data ownership: Make it clear that you remain the owner of all HACCP data. The provider is only the administrator.
What to do if problems occur
Sometimes things go wrong. Server problems, provider bankruptcy, or disputes over access.
⚠️ Important:
Make regular back-ups or print important reports. Don't blindly trust one system.
Preventive measures:
- Export your most important data monthly
- Print temperature lists and keep them physically
- Regularly test that you can access all your data
- Keep the provider's contact details on hand
During a food safety inspection without access to your digital system, you can still prove that you've taken measures. But it will cost you much more stress and time.
Practical tips for different systems
Different types of systems have different risks:
💡 Example per system type:
Apps like KitchenNmbrs:
- Data is stored in the cloud
- Export function available
- Automatic back-ups
Excel files on your own computer:
- You are fully responsible
- Make daily back-ups to the cloud
- Risk: computer crash = everything is gone
For cloud-based systems: check if the provider has ISO27001 certification. This is an internationally recognized standard for information security.
How do you agree on responsibilities? (step by step)
Check the terms and conditions
Read what it says about data storage, retention periods, and data ownership. Pay special attention to what happens when you stop using the system.
Set additional requirements
Ask for longer retention periods than legally required and guarantees about accessibility. Get this confirmed in writing.
Test the export function
Check if you can easily download all data as PDF or Excel. Test this before you've entered a lot of data.
Make agreements about support
Document how quickly you get help with problems and what happens if you can't access your data during an inspection.
Plan regular back-ups
Export important data monthly and keep it separately. This way you're not dependent on one system.
✨ Pro tip
Export your HACCP data every month and save it to your own cloud (Google Drive, OneDrive). This way you always have a back-up if there are problems with your system.
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
Who is liable if my digital HACCP data is lost?
You remain ultimately responsible for your HACCP administration. The provider is only responsible for secure storage, but you must be able to prove that you've taken measures.
How long must HACCP data be kept?
Legally a minimum of 2 years, but many experts recommend 3-5 years. This provides more security during inspections or if customers claim to have gotten sick.
What if my HACCP app provider goes bankrupt?
That's why you need to make agreements about access to your data if problems occur. And make regular back-ups by exporting data to your own computer.
Can I get by with only digital HACCP registration?
Yes, but make sure you can always access your data. During a food safety inspection, you must be able to immediately show what you've registered, even if there are technical problems.
Do I need to sign a contract for digital HACCP storage?
Not always a separate contract, but do read the terms and conditions carefully. Make sure data ownership, retention periods, and export options are clear.
What does it cost if I want to transfer my data to another system?
This varies by provider. Some charge for data export, others offer it for free. Ask this upfront and have it documented in your contract.
📚 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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