SiamSafe privacy notice

Last updated: 4 October 2026

This notice explains how the SiamSafe app and service handle personal data, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

SiamSafe is provided by SiamEPOS Ltd (company no. 17215576, registered in England & Wales), registered office 57 Queens Road, Weybridge, England, KT13 9UQ. Contact: info@siamepos.co.uk.

2. Our role

• Kitchen records (the food-safety diary, staff names and roles, training and fitness-to-work records): the restaurant is the controller, because it keeps these records to meet its own food hygiene duties. We are its processor: we store and protect them on its behalf and only use them to run SiamSafe for it.
• The owner's account (email, restaurant name, address) and basic service data: we are the controller.

3. What we hold

• Owner account: email address, restaurant name, postcode/address, language.
• Staff: name, role, whether they can sign off, and a PIN. PINs are never stored as the real number: we keep only a one-way keyed code that lets us check a PIN. PINs are never stored on the device; a PIN typed while offline is kept only in locked form, which the device itself cannot read, until our server checks it.
• Food-safety records: temperatures, deliveries, cooking, cooling, cleaning, checks, corrections and sign-offs, each with who made it and when.
• Photos you choose to add: for example a delivery note, a problem, or a training certificate.
• Training records and certificates.
• Fitness-to-work records: only whether a person was fit for work and the date they were clear for 48 hours after illness. SiamSafe deliberately has no place to type a diagnosis or symptoms. Because this is health-related information, the restaurant records it to meet its legal duty to exclude ill food handlers, and access is limited to managers.
• Device and service data: app version, an ID for each enrolled device, and the times records were made and received. We use this to run sync and keep the records trustworthy.

We do not show adverts, use advertising IDs, or put third-party trackers or analytics in the app. We do not sell personal data.

4. App permissions

• Camera / photos: only when you choose to attach a photo.
• Files / printing: only when you save or print a record pack as a PDF.
• Internet: to back up and sync records. Records are kept on the device first so the app works offline.

5. Why we use it and our legal basis

• To provide SiamSafe to the restaurant: contract (with the restaurant).
• To keep the service secure, prevent misuse and count how many kitchens use it (totals only): legitimate interests.
• To send sign-in codes and service messages to the owner: contract. We only send marketing if the owner agrees, and they can stop it at any time.
• Where the law requires us to keep or disclose information: legal obligation.

6. Who we share it with

Only service providers that help us run SiamSafe, under contract and on our instructions:

• Railway: cloud hosting and database.
• Brevo: sending sign-in codes and service emails.
• Apple and Google: app distribution and updates (they handle your app store account under their own terms).

If the restaurant links SiamSafe to its SiamEPOS till, staff and menu details are read from that till. Kitchen records are not sent to AI services. Some providers may process data outside the UK; where they do, we rely on the legal safeguards UK law requires, such as the UK adequacy regulations or the International Data Transfer Addendum.

If SiamSafe later lists recommended service partners (for example a fridge engineer), we will never pass a kitchen's details to them unless the kitchen asks us to.

7. How long we keep it

• Food-safety records: 2 years, then deleted automatically.
• Fitness-to-work records: 12 months.
• Training certificates: deleted when the staff member is switched off as having left.
• When the owner closes the account: everything is deleted after a 30-day grace period (see Delete account). Backups are cleared on their normal rolling cycle.

Individual food-safety records cannot be deleted inside the app. Mistakes are corrected with a visible note, so the restaurant's evidence stays complete.

8. Security

Data is encrypted in transit (HTTPS). Each restaurant's data is kept separate from every other restaurant's. PINs are stored only as keyed codes, sign-in attempts are rate-limited, and the owner can remove a lost device.

9. Your rights

You can ask to access, correct or delete your personal data, to restrict or object to its use, or to receive a copy. If you work at a restaurant that uses SiamSafe, please ask the restaurant first, as it controls the kitchen records; we will help it respond. You can also complain to the Information Commissioner's Office at ico.org.uk.

10. Children

SiamSafe is a workplace app for food businesses and is not intended for children.

11. Changes

If we change this notice in a way that matters, we will tell owners in the app or by email. The date at the top shows the current version.