FoodDocs - FAQ

Being certified means that FoodDocs has documented processes. It is not about us certifying our customers but about us being a reliable company to work with. FoodDocs helps you set up and follow your food safety system more easily.

FoodDocs is suitable for all food handlers, including producers and primary producers, covering several food safety standards, including HACCP, HAPRC, ISO, FSSC, VACCP, TACCP, BRC, IFS. Sign up today!

According to the law, a compliant HACCP system is required on the site of each food business. It can be on paper or in a digital format, whichever the customer prefers.

You can show your digital HACCP plan to your inspector either from your computer or from a mobile device. You can also invite your inspector to view your FoodDocs dashboard remotely on the inspection day. This will help you spend less time on the inspection itself.

The official representative of a food business is responsible for creating and having a compliant HACCP plan and system. FoodDocs is software that helps businesses that serve and sell food create and manage their food safety system.

The agreement is concluded when you sign up to FoodDocs. FoodDocs' terms of use and privacy policy can be found in the footer of the FoodDocs homepage.

FoodDocs uses industry-standard cryptographic authentication methods to keep all your account and company data secure. FoodDocs creates backups of your data daily which are, by default, stored for one week. Your company data is accessible only to users authorised by your main user. Your company's main user has an overview and control over all access rights granted to users (including access rights granted to FoodDocs support personnel).

FoodDocs has three secure data centres: One in Nuremberg in Germany; one in Falkenstein/Vogtland in Germany; and one in Helsinki in Finland. All server systems used by FoodDocs have been issued an ISO 27001 certificate.

All captured data, including recipes, is accessible to only those people the customer has given access to. Nobody else can see your documents in FoodDocs.

All your data will be deleted within 30 days after canceling your subscription.

During your subscription period you can always download and print all the activities and data you have inserted into FoodDocs.

FoodDocs is available in the following languages: English, German, Spanish, Catalan, Estonian, Russian, Ukrainian, and Latvian (ENG, GER, SPA, CAT, EST, RUS, UKR, LAT). Our app and our dashboard support all these languages.

You can pay by credit card or after having received an invoice, in one of the following three currencies: EUR, GBP, and USD.

The most convenient device for creating your HACCP is a desktop computer. For monitoring your everyday activities, any mobile device is convenient. Our app works on both devices as well as on iOS and Android.

Our app can also work offline. As soon as it connects, your data in FoodDocs will be synchronised.

You must first download the app to receive notifications through the app. You can change the monitoring sequence to match your needs under the Settings icon.

Yes, you can! After creating your HACCP plan by using our intelligent HACCP builder, you can customise it as you wish - change the wording, phrases, critical control points, etc. As your plan is digital, you can always log in and change it according to the changing needs of your business.

Read more here.

Yes, you can download your HACCP plan as a paper copy after you have been subscribed for a year.

But truth be told, you do not need to print your HACCP at all! FoodDocs as a platform works as a central knowledge base for the food safety side of your entire business. It is a tool for you and your staff.

It is actually better to keep your HACCP digital and to show it to your inspector and to your staff digitally.

Why?

Since a paper HACCP plan is usually more than 100 pages long, it is hard to know and remember everything that is in there. This turns into a safety threat since all food safety hazards cannot be prevented, eliminated or reduced. On top of that, a HACCP printed out on paper can be quite unhygienic.

A digital HACCP is faster, cheaper and accepted by the authorities in the same way as an HACCP on paper or printed out. So, there is no need to print out your HACCP plan at all!

The easiest way is to book a demo with our customer support who will find out how we can help you.

We have partners in food safety consulting offices all over the world. Let us know and we will offer you the services a specialist who is familiar with our software and experienced in providing advice and information about local food safety regulations.

The most important thing in FoodDocs is to choose your main field of activity. Based on this choice, FoodDocs will configure all the following settings in your HACCP plan to ensure food safety.

For example: if you have chosen Food Service as your main field of activity, FoodDocs will generate all the next steps to ensure that your food is prepared, served, and stored safely.

How do I choose if I have several activities within the enterprise?

The rule is: your main field of activity is the one with the highest turnover. Add all other activities as additional activities under the general settings.

For example: if you have a restaurant, then your main activity is Food Service but if you also sell purchased items in their original packaging (for example, chocolates, sweets, snacks), choose Retail as an additional activity. If you also prepare food and sell it as takeaway, choose Food Preparation for Takeaway, Takeaway, and in some cases - Selling Food Online/Via Post.

How do I choose the main field of activity if I have several locations?

The rule is: you choose the main field of activity for each location.

For example: if you have two locations - a production kitchen, and a food truck - you draw up a food safety plan and choose the main field of activity for each location.

List of business activities

Food service - you provide food service, for example prepare or reheat food to eat on-site or to take away (incl. a restaurant, cafe, bar, pub, nightclub, hotel, hostel, B&B);
Food retail - you sell food to the end customer (incl. a shop, shopping centre, market, kiosk, point of sale);
Food production - you produce food in a central or industrial kitchen, factory, production facility;
Food service in a portable vehicle - you provide food service in a portable vehicles (incl. a food truck, bus, stationary vessel);
Temporary food establishment - you sell food or provide food services for a period of up to 3 months;
Food storage/wholesale – you are a wholesaler or a supplier whose primary business is to sell food to other businesses;
Transporting food/logistics – your main business activity is the transportation of food (an online shop or a food delivery service);
Animal farming/harvesting/hunting (primary production) – you raise animals, cultivate plants or pick berries/mushrooms;
Making food at home - you prepare food at home for sale (for example cakes, sushi, etc.), and your premises is not specifically adapted for food production; and
Food service in an institution - you provide a food service in an institution (school, nursery school or preschool, prison, hospital).

Yes, you can mass import your recipes and list of teams directly to FoodDocs. Please contact our team to get the correct forms for doing that.

Our system can be easily integrated with food safety temperature sensors, so that all your food safety management information can be accessed from one dashboard. For example: if you have smart fridges or if you are using hot, cold or core temperature sensors in your kitchen, all data can be forwarded directly to your FoodDocs dashboard or management. Read more here.

Regulation 1169/2011 of the European Parliament and of the Council regulates the provision of food information in order to provide customers with correct and relevant information. According to law, some ingredients/groups of ingredients must be indicated in percentages.

This manual would be good for food production companies to give you an idea of when the percentage of the ingredients should/shouldn’t be on the packaging label.

HOW TO INDICATE THE QUANTITY OF THE INGREDIENT

1.1 The percentage of the ingredient should be indicated if :

The ingredient is present in the name of the product;

The ingredient is mentioned on the packaging (in words or with a picture);

The ingredient is essential to characterise a food and distinguish it from other products that are similar in name or appearance.

1.1.1 The ingredient is present in the name of the product

If the general name of the ingredient is present in the name of the product, then you should mark the percentage of the ingredient on the packaging label.

If you present general names (vegetables, berries, fruits) in the product name but none of the vegetables, berries or fruits is dominant by weight, then you are required to indicate the overall percentage.

If the ingredient is present in the name of the product as a compound ingredient, then you are required to indicate the percentage of the compound ingredient. To emphasize the ingredient of the compound ingredient, its content must also be indicated on the packing label.

1.1.2 The ingredient is emphasized on the labelling in words, pictures or graphics.

1.1.3 The ingredient is essential to characterize a food and to distinguish it from products with which it might be confused because of its name or appearance.

1.2 The percentage of the ingredient does not have to be shown in the following cases:

If the liquid is a part of the main ingredient, then you should indicate the net weight of the main ingredient on the packaging label.

The regulation about the quantity of the ingredient is stated in the law.

For example, milk chocolate must contain at least 14% milk solids, but the percentage of milk is not required (Directive 2000/36/EC of the European Parliament and of the Council, Annex I).

If you use seasoning in small amounts.

For example, paprika-flavoured cheese - paprika is only used for seasoning, so you are not required to indicate the percentage.

If the product is a mix of fruits, berries, or vegetables, or a mix of natural spices, but none of the ingredients are dominant by weight.

For example, the ingredients of Mr Summer Mix: vegetables in changing proportions - carrot cubes, green beans, cauliflower, green peas.

If you add sweeteners to the product, you must also state this on the packaging label, but you are not required to indicate the percentage. For example, a glazed curd bar with sweeteners. It is not necessary to indicate the percentage of the sweetener used.

If one of the ingredients is added vitamins or minerals, you must provide the information under nutritional info

For example, juice with vitamin C - you provide the information it under Nutritional Info: Vitamin C (40mg, which is 50% of the recommended daily allowance).

SPECIAL REQUIREMENTS

If you use a concentrated or dried ingredient in the production, you can calculate the amount of the ingredient based on the amount of the reconstituted ingredient.

For example, mushroom sauce - you can indicate the amount of fresh mushrooms used instead of the amount of dried mushrooms used.

If the product is a concentrate or a dried product that customer is expected to mix with another substance (water) to create the final product, then the packaging label may indicate the ingredients in the final product, but you must also add “ingredients in the final product” or “ingredients in the reconstituted product”. For example, soup concentrate - add water.

If the product loses moisture during heating or other processing method, the amount of the ingredient is calculated based on the initial amount of the ingredient used for cooking, which should be stated as a percentage of the weight of the final product. If the total weight of the ingredient or all ingredients on the label exceeds 100% of the weight of the final product, then instead of a percentage you should state the amount of the ingredient or ingredients required to prepare 100 g of the product.

For example, chicken snack - 231 g of chicken fillet was used to make 100 g of the final product.

The amount of volatile ingredients must be based on the proportion found in the final product (especially products containing alcohol), for example, a cake made with brandy.

HOW DO I CALCULATE THE QUANTITY OF AN INGREDIENT?

The quantity of an ingredient/ group of ingredients must be:

1) shown as a percentage based on the quantity of the ingredient at the time of use

2) indicated either in the name of the product, under the name of the product or in the list of the ingredients

You may round the percentage value to the nearest whole number, or if the quantity of an ingredient is less than 5%, then round the percentage to the nearest 0,5.

If you stated that “chicken” is an ingredient, then you will need to indicate the percentage of the amount of an ingredient used when unprocessed. If you used a processed ingredient such as “baked chicken”, then you must also indicate the percentage of the amount of the processed ingredient. If you used a processed ingredient such as prunes, then you may additionally indicate the amount of the same ingredient when unprocessed, to allow consumers to compare the same food products.

You are not required to indicate the processing method of the ingredients if their state is obvious to the customer. For example, “smoked chicken salad” - you are only required to indicate the percentage in the list of ingredients.

If the amount of added water does not exceed 5% of the weight of the final product, then it is not required to be indicated on the list of the ingredients. If added water makes up 5% or more of the weight of the final product, then the amount must be indicated for meat, meat preparation, unprocessed fish products, and molluscs, while the percentage is not required.

If you cannot find answers to your question about the products and ingredients, you can find more information about labeling requirements here:

Regulation (EU) No 1169/2011 of the European Parliament and of the Council on the provision of food information to consumers

If you have any questions, please contact us info@fooddocs.eu.

Frequently asked questions

Is FoodDocs software compliant and certified?

Can I use FoodDocs if I comply with ISO 22 000?

Will local authorities approve my digital HACCP plan and monitoring sheets that I created using FoodDocs?

How can I show my digital HACCP plan to the local authorities?

Who is responsible for my HACCP plan that I created in FoodDocs?

Can I have a contract with FoodDocs?

Is the software FoodDocs uses secure?

Where is data stored?

Who can see my captured data and recipes? How safe is it?

What happens to my data if I cancel my subscription?

Can I export all the inserted data?

What languages do you support?

How and in which currency do I pay for the software?

On what devices can I use FoodDocs?

What happens if my internet connection is poor or not stable? For example, in basements or on ships.

How do I receive monitoring reminders?

Can I customise my HACCP plan in FoodDocs?

Can I download my HACCP plan?

What if I need help to set up my FoodDocs account?

What if I don't know all the specifics of the local rules?

How do I choose my main field of activity?

I have many recipes and/or team members. When I decide to use FoodDocs, can I mass import them to save time?

Can I integrate my sensors into the software?

Production: When and how to indicate the ingredient percentage?