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Terms of Service

Last updated 30 October 2026

The short version

This summary is for convenience. The full terms below are what apply.

1. Who we are

PassLog is run by Dylan Rowson, a sole trader trading as PassLog, of 25 Campbell Close, BL8 3BB, United Kingdom. Email: hello@passlog.co.uk.

In these terms, "we", "us" and "our" mean PassLog. "You" means the business buying or using PassLog.

2. These terms

  1. These terms apply when you start a free trial, pay a setup fee, buy a support plan or use PassLog. By doing any of these, you agree to them.
  2. PassLog is sold to businesses only. By agreeing, you confirm you're acting for a business (for example a restaurant, café, pub, caterer or other food business) and not as a consumer.
  3. If you agree on behalf of a business, you confirm you're allowed to bind that business to these terms.
  4. If we've agreed anything different with you in writing, such as a quote, that takes priority over these terms where they differ.

3. What we provide

  1. The app. PassLog is a web app for recording food safety checks, such as fridge and freezer temperatures, deliveries, cleaning and corrective actions.
  2. Setup. For the setup fee, we install PassLog on a Google Firebase project owned by you, configure it for your site using the details you give us (units, limits, tasks and staff), and give you a short how-to guide.
  3. Support plan. Your setup fee includes a support plan for the first 12 months from setup. After that, support is optional and can be renewed for a further year at a time. While you have a support plan, we'll answer questions by email and apply updates to your copy of the app for the period you've paid for. Without a support plan, you keep using the version you were set up with, and we may help with questions at our discretion.
  4. We'll carry out setup and support with reasonable skill and care.

4. Your Firebase account and your data

  1. Your PassLog records are stored in a Google Firebase project that belongs to you. You own your records. We do not keep a copy.
  2. Your Firebase project is provided by Google under Google's own terms, which are between you and Google. You're responsible for keeping your Google account secure and for any charges Google makes. For a single kitchen, these are normally covered by Firebase's free tier, but we can't guarantee that.
  3. To set up or support your app, we'll need temporary access to your Firebase project. We'll only use that access to do the work you've asked for. When the work is finished, you should remove our access, and we'll remind you to.
  4. You're responsible for exporting and backing up your records. We recommend exporting at least monthly and keeping the copies somewhere safe.

5. Your responsibilities

  1. Food safety is yours. PassLog is a record-keeping tool. It does not replace your food safety management system, your staff training, your own checks or your legal duties as a food business. You remain responsible for food safety in your business and for meeting any requirements of your local authority or Environmental Health Officer.
  2. Accurate entries. You're responsible for the information entered into the app, including making sure readings are taken properly and recorded truthfully by your staff.
  3. Settings. You're responsible for checking that the limits, units and tasks we set up from your details are right for your business, and for telling us if anything needs changing.
  4. Backup plan. Keep a paper backup (for example blank SFBB diary sheets) for times when a device, the internet or the app isn't available, and record checks there until it's back.
  5. Unsent entries. Entries recorded without signal are stored only on that device until they send. Don't sign out, clear the browser or switch devices while entries are waiting to send, or they may be lost.
  6. Act on warnings. If the app shows a reading outside your limit, it's up to you to take action. Don't rely on the app as your only way of spotting a problem.
  7. Use PassLog lawfully, and don't try to copy, resell, alter or reverse-engineer it except as allowed in section 8.

6. Fees and payment

  1. Prices are as shown on our website or in a quote from us when you order. We're not currently VAT registered, so no VAT is charged. If that changes, we'll tell you before charging it.
  2. The setup fee is payable before we start setup. It covers one kitchen site.
  3. The first 12 months of support are included in the setup fee. After that, a support plan is paid in advance for the period stated (for example a year). It does not renew automatically unless we've told you it will when you buy it and you've agreed.
  4. If you cancel before we've started setup, we'll refund the setup fee in full. Once setup has started, the setup fee is non-refundable, because the work has been done.
  5. If a support plan ends early because we stop providing support (section 13.3), we'll refund the unused part.

7. Free trials

  1. If we offer you a free trial, you can use PassLog for the trial period without paying. At the end of the trial you can choose to pay to keep using it, or stop. Nothing is charged automatically.
  2. During a trial, keep your paper records as normal. These terms, including section 12, apply to trials too.

8. Ownership of the software

  1. We own PassLog: its code, design, name and branding. Buying setup doesn't transfer ownership to you.
  2. Once you've paid the setup fee, we give you a permanent, non-exclusive licence to use your installed copy of PassLog for the kitchen site it was set up for. You can keep using it even if you don't buy a support plan.
  3. You may not sell, share, copy for other sites or businesses, or make PassLog available to anyone outside your business without our written agreement. If you have more than one site, each needs its own setup, unless we've agreed otherwise.

9. Updates

  1. While you have a support plan, we'll apply updates to your copy from time to time. We may change, add or remove features, but we won't remove a core record-keeping feature without telling you first.
  2. Without a support plan, we're not obliged to update your copy. It will keep working as set up, but we can't guarantee it will keep working forever if Google changes Firebase.

10. Data protection and confidentiality

  1. You decide what's recorded in PassLog, including staff names. For data protection law, you're the controller of that information.
  2. When we access your Firebase project to set it up or support it, we act only on your instructions, keep what we see confidential, don't copy or keep your records, and only let people who need access see it. If we become aware of a security problem with your project while we have access, we'll tell you without undue delay.
  3. We use your contact details only to provide PassLog to you and to keep in touch about it.

11. Availability

  1. PassLog runs on Google Firebase. Once the app is open, it can save most entries on a device without signal and send them when the connection returns, but some features need a connection, including opening the app, signing in, reports, backups and the EHO screen. We don't control Google's services, your devices or your connection, so we can't promise the app will always be available or free of errors.
  2. We don't promise that any particular inspector, local authority or auditor will accept digital records in your case, although records kept properly in PassLog are designed to support the records food businesses must keep.

12. Our liability to you

  1. What we don't limit. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law doesn't allow us to limit or exclude.
  2. Losses we're not responsible for. Subject to 12.1, we're not liable for:
    • loss of profits, sales, business, revenue or goodwill;
    • loss of or damage to records or data, except where caused directly by our breach of these terms while we had access to your project;
    • fines, penalties, closure orders or a change in your food hygiene rating;
    • losses from food safety incidents in your business;
    • losses caused by Google, your devices, your internet connection, your staff, incorrect information you gave us, or you not following section 5;
    • any indirect or consequential loss.
  3. The cap. Subject to 12.1, our total liability to you for everything arising from these terms or PassLog, whether in contract, negligence or otherwise, is limited to the total fees you've paid us in the 12 months before the event that caused the claim.
  4. If you find a problem, tell us as soon as you can so we can try to put it right.

13. Ending

  1. You can stop using PassLog at any time. Your records stay in your Firebase project.
  2. We can end your licence and any support by email if you seriously or repeatedly break these terms, including not paying, or copying or reselling PassLog.
  3. We can stop offering support plans by giving you at least 30 days' notice by email, and we'll refund any unused support (section 6.5). Your installed copy will keep working.
  4. Sections 4, 5, 8.1, 10, 12 and 15 continue to apply after these terms end.

14. Changes to these terms

  1. We may update these terms from time to time. The version that applies is the one in force when you buy setup or a support period. If we make a significant change that affects you during a paid support period, we'll email you.

15. General

  1. These terms, and anything we've agreed in writing under 2.4, are the whole agreement between us about PassLog.
  2. We may transfer our rights and obligations to someone else, for example if PassLog becomes a limited company or is sold. We'll tell you if that happens. You need our written agreement to transfer yours.
  3. If a court finds part of these terms unenforceable, the rest still applies.
  4. If we don't enforce a right straight away, we can still enforce it later.
  5. Nobody else has rights under these terms.
  6. We're not responsible for delays caused by events outside our reasonable control.
  7. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Before going to court, we'll both try to sort out any disagreement by talking first.