Terms of Service

1. Acceptance of Terms

By accessing and using LabelFood's food labelling device and cloud software services ("Service"), you accept and are bound by these Terms of Service ("Terms"). If you do not accept any part of these terms, you must not access or use our Service. These Terms apply to all users, including food business owners, managers, staff, and visitors to our website.

LabelFood is operated by LabelFood, a UK-based company registered in England and Wales (Company Number: 12013087). By using our Service, you confirm that you have read, understood, and fully accept these Terms and our Privacy Policy. These Terms are intended to apply to contracts entered into by you acting for purposes that are within your trade, business, craft, or profession.

2. Service Description

LabelFood provides a complete food labelling solution for commercial kitchens, consisting of:

• Cloud-based software for managing products, allergens, and labelling settings
• iOS app for accessing the cloud dashboard from your phone or tablet
• Waste tracking dashboard
• Label printing and tracking
• Device pairing and management
• Push notifications for label expiry and service updates

Our Service is designed for food businesses across multiple sectors:

• Restaurants, cafés, and hospitality venues
• Bakeries, patisseries, and food manufacturers
• Catering companies and meal prep services
• Food trucks and mobile food businesses
• Any UK food business subject to Natasha's Law (PPDS) requirements

Geographic Availability

The LabelFood hardware device and Service are available exclusively within the United Kingdom. Use of the hardware device outside the UK is not permitted and may void your warranty and device return obligations under these Terms.

3. Subscription Plans and Pricing

LabelFood offers the following subscription plans, all including the hardware device:

• Monthly: £32 per month. Includes LabelFood Printer SV2, unlimited labels/month, unlimited products
• Annual: £28 per month (billed as £336/year). Includes LabelFood Printer SV2, unlimited labels/month, unlimited products, unlimited devices, compliance reports, priority support

Important:

• All prices are in British Pounds (GBP) and are exclusive of VAT. LabelFood is not currently VAT-registered; no VAT is charged at this time. If VAT registration is obtained, customers will be notified with 30 days' advance notice before any change takes effect.
• A 14-day free trial is available. A valid payment method is required at signup. No charges will be made during the trial period. You will receive an email reminder at least 3 days before the trial ends. If you do not cancel before the trial expires, your subscription will automatically begin and your payment method will be charged.
• Subscription fees are billed monthly in advance.
• We will honour the agreed price for the duration of your current billing period (monthly or annual). Any pricing changes will only take effect at the start of your next billing period. If we increase the subscription price, you will be notified at least 30 days before the change takes effect and may cancel your subscription without penalty before the new pricing applies.
• Label rolls are available separately from £2.60/roll (see Section 8).

Annual Renewal Cooling-off: For annual subscriptions, a 14-calendar-day cooling-off window applies after each annual renewal date. If you cancel within this window, a full refund will be processed once LabelFood has received the device back in reasonable working order.

Right to Refuse or Terminate: We reserve the right to decline an order or end a subscription at any time where the applicant lacks an active commercial food business, intends to use the device outside a commercial kitchen environment, or has enrolled in the free trial without a genuine intent to continue as a paying subscriber.

Pricing Following Initial Term: We are not obliged to maintain the same pricing once your initial subscription term has ended. Any pricing updates will be communicated in line with the notice requirements above.

4. Hardware Device

Ownership: The LabelFood Printer SV2 hardware device remains the property of LabelFood at all times. You receive the device solely for use during your active subscription period.

Risk of Loss or Damage: From the moment of delivery, the Customer bears responsibility for any loss, theft, accidental damage, or destruction of the device. You are responsible for maintaining the device in good working condition throughout your subscription period.

Return of Device: Upon termination of your subscription (whether at the end of the subscription period, through non-payment, or cancellation), the LabelFood hardware must be returned in reasonable working order within 14 calendar days. Failure to return the device within this period may result in charges for the full replacement value.

Faulty Devices: Should a hardware defect or manufacturing fault arise that is not attributable to the Customer's actions, LabelFood will arrange a replacement device at no charge. This does not apply to accidental damage, misuse, or damage caused by using non-approved consumables.

Damage Assessment: When a device is returned to LabelFood (either during or after the subscription period), it will be inspected by our technical team to assess its condition and any required repair work. Where a charge is applied for accidental damage, we will provide the Customer with evidence documenting the rationale for the charge, including photographs or a damage report. Accidental damage includes, but is not limited to: liquid spills or submersion, shattered or cracked display, snapped or loose hinges, warped or melted casing due to excessive heat exposure, and battery failure resulting from incompatible charging equipment.

Customer Responsibilities During Rental: During the subscription period, you shall:

• Keep the device in good working condition throughout the subscription period (normal operational wear excepted);
• Use the device solely as a food labelling terminal, in line with its intended purpose and the manufacturer's guidelines;
• Retain proper control of the device and store it in a safe, appropriate location when not actively in use;
• Ensure the device is used only by staff who have received adequate training and are familiar with its safe operation;
• Not tamper with, obscure, deface, or remove any serial numbers, labels, or identification markings on the device;
• Not copy, reproduce, or reverse engineer the device or any of its components;
• Not perform or allow any modifications, alterations, or repairs to the device other than routine daily maintenance;
• Allow LabelFood or its representatives to inspect the device at all reasonable times upon request;
• Not share, transfer, sublet, or otherwise dispose of the device to any third party without our prior written consent;
• Promptly notify LabelFood if the device is lost, stolen, or damaged.

Delivery: LabelFood shall deliver the device to the delivery address provided during signup. Estimated delivery times are provided as a guide only and are not guaranteed. LabelFood is not responsible for delays caused by couriers, customs, or other third parties. If you are unavailable to receive the device at the agreed delivery attempt, we may pass on any reasonable redelivery or storage charges incurred.

5. Payment Terms

For paid subscription plans:

• Payments are processed securely via our payment processor.
• By subscribing to a paid plan, you authorise recurring charges to your payment method on a monthly basis.
• Subscription fees for the current billing period are non-refundable, except where required by law or under the cooling-off period. Monthly subscriptions continue through to the conclusion of the current billing cycle. Annual subscriptions remain active until the end of the annual term.
• If payment fails, Stripe will automatically retry the charge. You will receive an email notification and your account will remain active during the retry period.
• If all payment retries are unsuccessful and the outstanding balance remains unpaid, your subscription will be marked as unpaid. You will receive a further notice and your account access will be revoked within 14 days of that notice if payment is not received. You may contact us at hello@labelfood.co.uk if you believe the failed payment was caused in error.
• Once your account access has been revoked, it will be restored automatically when the outstanding balance is settled in full.
• You can upgrade, downgrade, or cancel your subscription at any time from your account settings.
• Upgrades take effect immediately (prorated). Downgrades take effect at the end of your billing period.
• Upon cancellation, you retain access to paid features until the end of your billing period, and must return the hardware device no later than 14 calendar days after your subscription ends.

Device Replacement Fees: The following charges apply for damage or non-return. All fees are exclusive of VAT.

• Full device replacement: £198
• Screen replacement: £75
• Battery replacement: £35
• Print head replacement: £65

Missing Accessories: Where accessories are not returned alongside the device, a flat charge of £3 per item applies (charging cable, USB power adapter, LabelFood branded box). If an initial collection attempt is missed and a further collection is required, an additional re-collection fee of £3 applies. All charges are exclusive of VAT.

Recovery of Sums Due: All device replacement fees, repair charges, and accessory fees are payable on demand. If LabelFood incurs any costs in recovering the Equipment or collecting any sums due under these Terms (including storage, insurance, repair, transport, legal, and collection costs), these costs shall be payable by the Customer in addition to the original amount owed.

Loss of Rental Income: This clause applies only to damage caused by the Customer (including accidental damage, misuse, or use of non-approved consumables), and does not apply to faults covered under the Faulty Devices clause. If the Equipment is damaged by the Customer and can be repaired, the Customer shall remain liable for subscription fees during the repair period. If the Equipment is damaged beyond repair, lost, or stolen, the Customer shall remain liable for subscription fees from the date of the incident until the full replacement value (£198) has been paid. For technical or design faults not caused by the Customer, LabelFood will cover all repair or replacement costs and may, at its own discretion, add equivalent time to the Customer's subscription at no charge to account for the period taken to resolve the issue.

Ongoing Liability: If your account has been suspended on account of an outstanding unpaid balance, subscription fees continue to accrue until the LabelFood hardware device has been returned to us.

Non-returned Equipment: If the Equipment is not returned within the required 14-day period, daily charges equivalent to the applicable subscription rate will accumulate until the earlier of: (a) the device being returned to LabelFood, or (b) the full replacement cost of £198 being settled.

6. User Accounts and Registration

To use LabelFood, you must:

• Be at least 18 years of age or have the legal capacity to enter into contracts
• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Maintain the security of your account credentials and PIN codes
• Accept responsibility for all activities under your account
• Promptly notify us of any unauthorised access or security breaches

You are responsible for all activities that occur under your account, including those by your staff members. We reserve the right to suspend or terminate accounts that violate these Terms.

7. Food Safety and Compliance

Your Responsibility: You are solely responsible for the accuracy of all food labels printed using the LabelFood Service. LabelFood provides tools to help you generate labels; the accuracy and compliance of the information on those labels (including allergen declarations, use-by dates, and ingredient lists) is your responsibility.

Natasha's Law (PPDS): LabelFood is designed to support compliance with UK food regulations including Natasha's Law (Food Information (Amendment) 2019) and the Provision of Food Information to Consumers (EU FIC) regulations. However, LabelFood cannot be held responsible for food safety breaches, regulatory penalties, or related consequences arising from incorrect device use, inaccurate label data, or non-compliance with applicable food law.

Allergen Management: You are responsible for correctly identifying and declaring all allergens in your products. LabelFood's allergen detection is a tool to assist; it does not replace your obligation to verify allergen information with your ingredient suppliers.

Food Safety Record-Keeping: LabelFood is a labelling tool. We are not a food safety record-keeping authority and do not provide official food safety records. Label history, waste records, and compliance reports accessible within the Service (up to 90 days of activity history) are provided as an operational aid only. You remain solely responsible for maintaining any food safety records required by applicable law, including records required for Environmental Health Officer (EHO) inspections. You should not rely on LabelFood as your sole record-keeping system for regulatory purposes.

8. Consumables

Only LabelFood-approved label rolls should be used with the LabelFood Printer SV2. Using third-party or unapproved label rolls may:

• Void the device warranty
• Result in poor print quality or label jams
• Cause damage not covered under our repair/replacement policy
• Invalidate any damage claims

Label rolls are available from LabelFood starting at £2.60/roll. You can order directly through your device or the LabelFood dashboard.

9. Acceptable Use Policy

You agree not to:

• Use the Service for any illegal, fraudulent, or unauthorised purposes
• Violate any applicable UK or EU food safety laws or regulations
• Interfere with or disrupt the Service, servers, or networks connected to the Service
• Attempt to gain unauthorised access to any part of the Service
• Reverse engineer, decompile, or disassemble the hardware device or software
• Use the device with non-LabelFood consumables in a manner that causes damage
• Share, transfer, or sublet the device to third parties without our written consent
• Transmit any viruses, malware, or harmful code through our Service
• Use automated systems to access the Service without permission

Violation of this Acceptable Use Policy may result in immediate suspension or termination of your account without refund.

10. Data Protection and Privacy

Your use of LabelFood is governed by our Privacy Policy, which is incorporated into these Terms by reference. We comply with UK GDPR and applicable data protection laws.

As a data controller for your product and customer data, you are responsible for:

• Complying with applicable data protection laws, including UK GDPR
• Ensuring product allergen and ingredient information is accurate and up to date
• Implementing appropriate security measures for your account
• Handling any data subject requests in accordance with applicable laws

11. Intellectual Property

Your Content: You retain ownership of all product data, allergen information, and content you submit to LabelFood. By using our Service, you grant LabelFood a limited, non-exclusive, worldwide, royalty-free licence to use, store, process, and display your content solely for the purpose of providing and improving our Service.

LabelFood's Property: The Service, including all software, hardware designs, text, graphics, logos, and other content, is owned by LabelFood or its licensors and is protected by copyright, trademark, and other intellectual property laws.

Trademarks: "LabelFood" and related logos are trademarks. You may not use our trademarks without prior written consent.

Marketing: You grant LabelFood permission to use your company name and logo in our marketing materials, case studies, and promotional documentation. You may withdraw this permission at any time by notifying us in writing.

12. Service Availability

We strive to provide reliable and continuous service, but do not guarantee 100% availability. The Service may be unavailable due to:

• Scheduled maintenance and updates (we will provide advance notice where possible)
• Unforeseen technical issues or outages
• Internet connectivity issues in your kitchen or at our data centres
• Force majeure events beyond our control

We reserve the right to modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice of material changes.

Force Majeure: Neither party shall be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of God, floods, storms, fires, pandemics, strikes, trade disputes, government actions, war, terrorism, or failure of telecommunications networks. The affected party shall notify the other without undue delay upon becoming aware of the event, and its obligations shall be suspended for as long as the force majeure event continues.

13. Indemnification

You agree to indemnify, defend, and hold harmless LabelFood, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• (a) loss of or damage to your assets or equipment — whether owned outright, leased, or rented — where such loss or damage arises from or is connected with your use of the Service;
• (b) physical injury or death of any member of your workforce or any person acting on your behalf, where this arises from or is connected to your use of the Service;
• (c) your failure to use the LabelFood device in accordance with the manufacturer's instructions and our published guidance;
• (d) your failure to comply with applicable food safety laws and regulations;
• (e) any food safety incidents resulting from incorrect use of the device, inaccurate data entry, or use of non-approved consumables.

14. Limitation of Liability

To the maximum extent permitted by law:

• Subject to the implied terms under applicable UK law (including the Supply of Goods and Services Act 1982 and the Consumer Rights Act 2015), LabelFood provides the Service "as is" and "as available".
• We do not guarantee that the Service will be error-free, uninterrupted, or secure.
• LabelFood shall not be liable for any indirect, incidental, special, consequential, or punitive damages.
• We are not liable for any regulatory penalties, fines, or legal actions arising from your food labelling activities.
• Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

15. Termination

By You: You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your billing period. You must return the hardware device within 14 days of cancellation.

By Us: We may suspend or terminate your account immediately if:

• You violate these Terms or our Acceptable Use Policy
• You engage in fraudulent or illegal activities
• You fail to pay subscription fees when due
• We are required to do so by law

Right to Cancel: You may cancel your LabelFood contract within 14 calendar days of signing up without providing any reason (statutory cooling-off right).

Early Termination by You (Repudiation): If you terminate the Contract early (other than under the cooling-off right or at the end of a billing period), you remain liable for all subscription fees that would have been payable for the remainder of the then-current billing period. For annual plans, this means the remaining months of the annual term remain payable. The device must still be returned within 14 days of termination.

Director's Personal Liability: If the Customer is a Limited Company, each director of that company shall bear personal, joint, and individual liability for all outstanding sums owed to LabelFood, encompassing subscription fees, hardware damage or replacement charges, and all reasonable recovery costs — including legal, administrative, and debt collection expenses — that LabelFood incurs in pursuing such debts.

16. Governing Law and Dispute Resolution

These Terms shall be interpreted and enforced under the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Dispute Resolution: If a dispute occurs, please contact us first to find a solution. We will endeavour to respond with a proposed resolution within five working days. If the dispute cannot be resolved through direct communication, it may be escalated to the courts of England and Wales.

17. Changes to Terms

We may modify these Terms from time to time. Material changes will be communicated by email or notice on our website at least 30 days before they take effect. If you do not agree with the material changes, you may cancel your subscription without penalty before the changes become effective. Continued use of the Service after the changes become effective constitutes acceptance of the modified Terms.

18. Contact Information

If you have any questions about these Terms of Service, please contact us: