Allergy Management System Terms and Conditions

THESE TERMS AND CONDITIONS AFFECT YOUR PARENTAL RESPONSIBILITY PLEASE READ THEM CAREFULLY BEFORE USING THE SITE

1. Scope and Purpose

These Terms and Conditions ("Terms") govern the use of the Allergy Management System ("System") provided by HCL. The System is designed to support the provision of special dietary meals to children with medically diagnosed allergies/intolerances or cultural/lifestyle dietary requirements.

The intended users are parents, guardians, and carers applying for special dietary menus for their children. Schools and caterers are key stakeholders and support the delivery of these meals but are not users of the System. This system applies to nursery and primary-aged children.

2. User Agreement and Consent

By creating an account and submitting an application, parents/guardians agree to these Terms and the accompanying Privacy Policy. Each special diet application is treated individually, and parents must agree to the Terms and the Privacy Policy separately for each child.

Users must ensure the accuracy and completeness of the information they provide. HCL will not be liable for any consequences arising from false, incomplete, or outdated information submitted.

3. Special Diet Applications

Applications must include:

• Child’s school and class
• Type of dietary requirement
• Medical evidence for allergies/intolerances (or written instruction from the school if they are accepting responsibility)
• Passport-style photo of the child

Cultural/lifestyle applications do not require medical evidence and may be supported via either a standard or bespoke menu depending on operational feasibility. Applications without required documentation will be held pending until resolved.

4. Menu Development and Amendments

Menus are created by HCL’s nutritionists. Parents cannot request specific products or dishes outside the HCL standard recipes and buying list. Menu change requests will be considered, but HCL reserves the right to finalise the menu. HCL cannot accommodate dish or product preferences that fall outside the approved supplier list or cannot be safely sourced or produced.

HCL also reserves the right to reject any application (whether for allergy or cultural/lifestyle dietary needs) if the menu cannot be safely or operationally delivered.

5. Emergency and Theme Day Meals

If a child without a registered application or an application but no meal selection, requires a special meal, the school must complete and sign an Emergency Feeding Form. Before doing so, the school must check its internal allergy records to confirm any known dietary needs. Based on this information, the school must select a suitable meal and inform the catering team. HCL will prepare the meal according to this instruction, but the school holds responsibility for the meal decision.

For Theme Day meals, a separate consent form must be signed by the parent and school.

6. Responsibilities

• Parents must ensure all information in the System is accurate and up to date. Updates must occur annually at a minimum or immediately following any change.
• Schools must ensure children are fed safely each day, regularly remind parents to update allergy information, and update HCL with any changes or concerns.
• Caterers are responsible for preparing and serving meals according to the approved special dietary menus. Caterers rely on the accuracy and timeliness of the information provided by parents and schools and are not responsible for obtaining or verifying this information themselves.

7. Liability and Disclaimers

Meals are not prepared in allergen-free kitchens. Despite all reasonable efforts, HCL cannot guarantee zero risk of allergen exposure.

HCL disclaims all liability for:

• Inaccurate or incomplete information provided by users
• Allergic reactions due to failure to provide or update information
• Force majeure events (e.g., natural disasters, pandemics, or third-party service interruptions)
• Applications that cannot be accepted or fulfilled due to safety or operational limitations

8. Temporary and Mobile Staff

Cook Managers or their direct superiors are responsible for special diet meal preparation. Mobile and temporary staff are briefed and supported to follow the same protocols. Where possible, they should be supported on-site by a permanent member of staff who is familiar with special diet pupils.

9. Breach, Incident, and Complaint Handling

Allergy-related incidents or near misses must be reported immediately. HCL has an internal investigation and escalation procedure. Breaches of the Special Diet Procedure may result in disciplinary action.

10. Data Protection and Privacy

Data is stored securely by a third-party hosting provider under encryption. They do not have access to user data. Personal data, including photos and medical evidence, is retained until the child turns 21. However, in the event of unresolved complaints, investigations, or legal claims, data may be retained beyond this period.

Parents may request data deletion at any time in line with GDPR (Right to be Forgotten). All activity is time- and date-stamped and can be audited on request.

11. Terms Updates and Notification

These Terms may be updated periodically. Users will be notified of updates and must re-accept the Terms before continuing to use the System.

12. Governing Law

These Terms are governed by the laws of England and Wales.