1. Agreement to Terms
By accessing or using Harlo – our allergen management platform for restaurants (“Service”), you agree to be bound by these Terms of Service (“Terms”). This Service is intended for use by businesses in the United Kingdom. If you do not agree to all of these Terms, you may not use the Service.
2. Service Description
Harlo provides a software platform to help restaurants manage ingredient-level allergen information and publish guest-facing digital menus. The Service includes tools for tracking allergens in recipes, generating customer-friendly menus, and integrating with third-party services (for example, payment processing via Stripe for subscriptions). Harlo is a support tool only – it assists with allergen information management but does not replace your professional judgment or legal compliance obligations in food safety. You acknowledge that Harlo does not independently verify the data you enter.
3. Fees and Payment
If the Service is provided on a paid subscription basis (after any free trial period), you agree to pay all applicable fees. Payments are handled through our third-party payment processor, Stripe. By providing your payment information, you authorize Harlo (or its payment provider) to charge the subscription fees. Note: Harlo itself does not store your payment card details; all payment data is processed securely by Stripe. All fees are charged in GBP and are exclusive of any applicable taxes (such as VAT) unless stated otherwise. Subscriptions will automatically renew on their billing cycle unless you cancel. You may cancel at any time via your account settings or by contacting us – cancellation will stop future billing, but no refunds will be issued for any prepaid period except as required by law or expressly stated. We reserve the right to change our subscription fees, but will provide you notice of any fee changes in advance. If you do not agree to a fee change, you may cancel your subscription before the new fees take effect.
4. User Responsibility for Allergen Information Accuracy
CRITICAL – Accuracy is Your Responsibility: You are solely responsible for the accuracy, completeness, and timeliness of all ingredient and allergen information you input into Harlo. This includes recipes, ingredient lists, supplier information, and menu content. In particular:
Data Verification: You must independently verify all ingredient details and allergen content for each menu item. Harlo does not verify or guarantee the accuracy of data you enter.
Menu Accuracy: Ensure that all allergen information displayed to customers (for example, on digital menus or allergen charts) is current and correct. Update the platform promptly if ingredients or recipes change.
Cross-Contamination: You are responsible for assessing and communicating any risk of cross-contact or cross-contamination based on your kitchen’s practices. Harlo’s tools may help organize information, but they cannot account for kitchen processes – you must manage cross-contamination protocols.
Supplier Changes: If a supplier modifies an ingredient or allergen content (for example, a recipe change or new product formulation), you must update the information in Harlo immediately. Regularly check supplier labels and notices for allergen updates.
Staff Training: It is your responsibility to train your staff on using Harlo and on your establishment’s allergen procedures. Staff should know that the platform’s data is only as accurate as the information provided, and they must still follow food safety best practices when advising customers.
Customer Safety: Ultimate responsibility for customer safety and allergen management lies with you as the food business operator. Harlo is a management tool to aid in compliance, but you must not rely solely on our platform for making allergen safety decisions.
⚠️ Warning: Harlo does not create or verify any allergen or ingredient data – it simply organizes the information you provide. We do not test products for allergens, cannot detect errors in your inputs, and do not guarantee that the allergen content information is correct or exhaustive. Always use due diligence outside the platform to ensure customer safety.
5. Limitation of Liability
To the fullest extent permitted by law, Harlo (the service provider) will not be liable for:
Allergen or Food Incidents: Any allergic reactions, illnesses, injury, or death arising from consumption of food at your establishment, even if allergen information was managed or displayed using our Service. This includes (but is not limited to) cases of incorrect allergen information, undisclosed ingredients, or cross-contamination.
Data Inaccuracies: Errors or omissions in any allergen or ingredient data entered by you or on your behalf (for example, if the information in the platform is incomplete or wrong). Harlo is not liable for consequences of you providing incorrect or outdated data to customers.
Cross-Contact Events: Any cross-contact or cross-contamination of allergens in your kitchen or supply chain. The Service cannot prevent such incidents; managing those risks is solely your responsibility.
Third-Party Content or Services: Issues arising from third-party services or data that integrate with Harlo (for example, problems caused by Stripe, or by any external ingredient databases or APIs).
Indirect or Consequential Loss: Any indirect, special, or consequential damages, including but not limited to loss of profits, loss of revenue, loss of business opportunity, or costs of substitute services, arising from or related to your use of (or inability to use) the Service.
Service Downtime or Errors: Any damages caused by Service unavailability, technical errors, software bugs, or data loss. We strive for reliability but do not guarantee the Service will be uninterrupted or error-free. We advise you to maintain independent backups of critical allergen information as a precaution.
Liability Cap: In any case, Harlo’s total aggregate liability to you for all claims arising under or related to these Terms or the Service (whether in contract, tort (including negligence), or otherwise) is limited to the total amount of fees you paid to us in the 12 months preceding the event giving rise to the liability. If you have paid no fees (for example, during a free trial), our liability is limited to £0.
Non-Excludable Liabilities: Nothing in these Terms excludes or limits any liability that cannot be excluded by law. In particular, we do not exclude liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation, or any other liability which cannot legally be limited or excluded under UK law.
6. Indemnification
You agree to indemnify, defend, and hold harmless Harlo and our owners, affiliates, and employees from any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising out of or related to:
Your use of the Service (including any content you input or decisions you make based on the Service’s output).
Any allergen-related incidents or customer claims occurring at your restaurant or due to food you served (for example, if a customer suffers an allergic reaction and it’s alleged that the allergen information was inadequate or incorrect).
Any breach by you of these Terms.
Your violation of any applicable laws or regulations (including food safety, allergen labeling, or data protection laws).
Any third-party claims that data or content you provided to Harlo (such as menu descriptions, images, or ingredient information) infringes or misuses someone’s intellectual property or other rights.
This means you will reimburse Harlo for any costs or losses it incurs (and related legal costs) due to the above circumstances. We will notify you promptly of any claim and cooperate in the defense, but you must assume control of the defense and settlement (provided that any settlement that imposes non-monetary obligations on Harlo requires our prior consent).
7. Compliance with Food Safety and Allergen Laws
You are responsible for understanding and complying with all food safety and allergen information laws and regulations that apply to your business. This includes, without limitation:
UK and Local Regulations: All relevant UK laws, regulations, and Food Standards Agency (FSA) guidelines on allergen labeling and food safety for non-prepacked foods. (For example, compliance with the UK Food Information Regulations 2014 and any local Environmental Health requirements on allergen notices.)
“Owen’s Law” and Allergen Disclosure: Any current or future legal requirements to clearly disclose allergen information to customers (such as the proposed “Owen’s Law” which may require written allergen info on menus). You should monitor legal developments and ensure your use of Harlo helps meet these obligations – e.g., by printing or digitally displaying allergen content for each dish as required.
Natasha’s Law (if applicable): If you also sell pre-packed foods for direct sale, you must comply with labeling requirements (e.g., full ingredient and allergen labels as per “Natasha’s Law”). Note that Harlo’s digital menu tools do not replace the need for proper labels on packaged items.
Health & Safety Regulations: All applicable food hygiene, handling, and kitchen safety laws (including avoiding cross-contamination of allergens as required by law and good practice).
Record-Keeping: Keeping accurate records of ingredients and allergen information as required by regulators. Harlo can be used as a tool to maintain such records, but you must ensure the records are correct and up-to-date.
These examples are not exhaustive – it is your duty to identify and comply with all laws that apply to your operations. Harlo does not provide legal advice or ensure that using the Service will make you compliant. Regulators may hold your business legally liable if you fail to provide accurate allergen information to consumers, even if you were using a software tool. Use Harlo as a support, but always double-check legal requirements.
8. Data Protection & Privacy
Compliance with Data Protection Laws: We are committed to protecting personal data in accordance with UK data protection law, including the UK GDPR and the Data Protection Act 2018. Both you and Harlo agree to handle personal information obtained through the Service in compliance with these laws. This section outlines our respective responsibilities regarding data:
Harlo’s Role – Data Privacy: When you sign up or use the Service, we collect certain personal information (for example, your contact details and account information). We will use and protect this information as described in our Privacy Policy (which we will provide to you and is incorporated by reference into these Terms). In general, Harlo will act as a “data controller” for the personal data you provide about yourself/your business, meaning we determine how to process that data in order to provide the Service (for instance, using your email to send updates). We may also act as a “data processor” for any personal data you input about third parties (explained below), meaning we process such data only on your instructions. We will maintain appropriate technical and organizational measures to safeguard personal data stored on our systems, as required by law (for example, encryption, access controls, and regular data backups). If we become aware of a personal data breach affecting your data, we will inform you without undue delay, consistent with our legal obligations.
User’s Role – Your Data & Your Customers’ Data: If you input or upload personal data of any third parties into the Service (for example, information about your customers or staff, such as a customer’s email who wishes to receive allergen alerts or any guest interaction data), you are responsible for ensuring you have a lawful basis to use that data. In practice, this means you must obtain any necessary consents or provide appropriate privacy notices to those individuals as required by UK GDPR. You should not upload personal data that is not needed for use of the Service. Harlo will only process any customer/guest personal data you enter on your behalf and for the purposes of providing the Service, in line with your instructions. In GDPR terms, for any such customer data you are the “data controller” and Harlo is your “data processor.” We are legally required to offer sufficient guarantees to protect that data, and to process it only per your instructions. (If needed, we can sign a separate Data Processing Agreement detailing these mutual obligations.) You agree that you will comply with your obligations as a data controller, which include informing individuals that their data may be processed by our Service and handling any data subject rights requests (like access or deletion requests) relating to data you store in Harlo. We will assist you as reasonably required to comply with such obligations (for example, by deleting or returning data upon request, or providing details of our data protection measures).
Pre-launch Contact Data: If you provide us with personal contact details prior to our full launch (for example, by joining a waitlist, signing up for updates, or participating in a beta trial), we will use that information only for the purposes you consented to – typically, to send you information and updates about Harlo’s launch, new features, or to invite you to try the Service. We will not share your contact details with third parties for marketing without your consent. All such pre-launch data will be handled in line with our Privacy Policy and kept secure. You can opt out of pre-launch communications at any time by contacting us or using any “unsubscribe” link provided in emails.
Please review our Privacy Policy for full details on how we collect, use, and protect personal data. By using the Service, you also agree to the terms of our Privacy Policy. If you have any questions about data protection or need a Data Processing Agreement for compliance purposes, please contact us at the address below (see Contact Information).
9. Third-Party Services and Integrations
Our Service may include links or integrations with third-party services that are outside of our control. This includes, for example, the Stripe payment processing service (used for subscription payments), and any other third-party software, APIs, or content that Harlo interfaces with.
No Endorsement or Control: Any link or integration with a third-party service is provided for your convenience. Harlo does not endorse or assume responsibility for third-party services or websites. We do not have control over the content, functionality, accuracy, or security of third-party offerings. If the Service displays data from a third-party (for instance, if in the future Harlo pulls ingredient information from a public database via API), we are not liable for any errors in that external data.
Third-Party Terms: Your use of any third-party service may be subject to that third party’s own terms and conditions and privacy policy. For example, if you make payments through Stripe via Harlo, you are also subject to Stripe’s standard terms of service for payers, and Stripe will separately be a controller of your payment data under their privacy policy. It is your responsibility to review and comply with any relevant third-party terms when you access those services through Harlo.
Disclaimer of Liability: Harlo disclaims all liability for any loss or damage arising from your use of or reliance on any third-party services. This includes unavailability of a third-party service, data inaccuracies coming from a third-party, security breaches or data loss on a third-party platform, or any other act or omission of the third party. If a third-party service integrated with Harlo fails or causes any issue, you bear the risks associated with that.
Integration Features: If Harlo offers features that connect with other software (for example, exporting data to another system, or future integrations with point-of-sale systems or supplier databases), those features are offered “as is” and without warranty. We may modify or discontinue integrations at any time. Harlo is not responsible for maintaining compatibility with changes made by the third-party providers.
In short, when you use third-party tools through our platform, understand that those are separate services – we provide the bridge, but the third-party controls their service. Treat any third-party content or service as subject to its own rules and risks.
10. Service Availability and Updates
We aim to keep Harlo available and running smoothly, but no system is perfect. We do not guarantee that the Service will be 100% available or error-free. There may be occasional planned maintenance or unexpected outages. We will try to give advance notice (for example, via email or an in-app message) of significant downtime or maintenance windows when possible, especially during business hours. However, our liability for downtime is disclaimed as noted in the Limitation of Liability section above. Because Harlo is in an early launch phase, please note that features and functionality are subject to change as we improve the platform. We may add, remove, or modify features as we refine the Service (for example, adding new allergen tracking capabilities or improving the menu display interface). We welcome feedback during this stage to make Harlo better. Important: You should maintain alternative means to access critical allergen information (for instance, a backup allergen spreadsheet or printed allergen file as required by FSA best practices in case of any Service interruption. Relying solely on a single digital platform without backup could be risky for your operations.
We may periodically deploy updates or bug fixes. It is your responsibility to use the updated version of the application (we will generally push updates automatically in a cloud software model). If you encounter any issues affecting availability or data (such as any error in how allergen info is displayed), please contact us immediately so we can address it.
11. Termination
By Harlo: We reserve the right to suspend or terminate your account (or your access to certain features) at any time, with or without cause, and with or without notice, although we will usually attempt to provide a reason. Causes for termination may include: violation of these Terms, illegal or improper use of the Service, failure to pay any due fees, or behavior that we determine is harmful to our interests or the use of the Service by others. If we terminate your account for a breach of the Terms or misconduct, you will not be entitled to any refund of fees you have paid. We may also terminate accounts during the pre-launch/beta phase if we decide to discontinue the beta or for any operational reason.
By You: You are free to stop using Harlo at any time. You may terminate your own account by using any account cancellation feature provided, or by contacting us at the email below with your request to delete/cancel your account. If you cancel a paid subscription, the cancellation will take effect at the end of your current billing period (you will retain access until that period ends, since the service is prepaid). We do not provide refunds for early cancellation of a paid term except at our discretion or if required by law. Upon any termination by you, you should cease using the Service.
Effect of Termination: Upon termination (by either party), your right to access the Service will immediately cease. We may delete or deactivate your account and all associated data, unless we are obligated to retain it by law or for legitimate business purposes. It is your responsibility to export or back up any data (for example, your ingredient lists or menu data) that you have stored in Harlo before your account is terminated or closed. After termination, we cannot guarantee we will retain your data, and we may permanently erase it from our systems (unless otherwise agreed or required by law).
Sections of these Terms that by their nature should survive termination (such as disclaimers of liability, indemnification, and governing law) will continue in effect. If your account was terminated due to a breach of Terms, you must not attempt to create a new account or otherwise access the Service without our prior written consent.
12. Changes to These Terms
We may update or modify these Terms from time to time. If we make material changes (for example, altering our liability terms or adding new obligations for users), we will notify you by appropriate means – for instance, by emailing the address associated with your account or by displaying a prominent notice when you next log in. Updated Terms will be indicated by a revised “Last Updated” date at the top. It is your responsibility to review any updated Terms.
If you do not agree to a change, you have the right to stop using the Service and, if applicable, cancel your subscription. However, please note that continued use of the Service after the effective date of the updated Terms constitutes your acceptance of the changes. For this reason, we encourage you to review our Terms periodically.
We will not retroactively change materially the rights or obligations of users without consent – changes will typically take effect prospectively from the date of update. If you have any questions or concerns about the Terms changes, you can contact us for clarification (see Contact Information below).
13. Governing Law and Jurisdiction
These Terms and any dispute or claim arising out of or in connection with the Service will be governed by and construed in accordance with the laws of England and Wales. You and Harlo both agree that the courts of England and Wales have exclusive jurisdiction over any disputes arising under or related to these Terms or the Service.
If you are a business operating in another part of the UK (such as Scotland or Northern Ireland), this governing law clause does not deprive you of any protections under local mandatory laws, but in all cases you agree that any legal proceedings will be brought in the English courts (save that we reserve the right to initiate proceedings in your local jurisdiction for the enforcement of judgments or if otherwise required).
We and you specifically agree that the United Nations Convention on Contracts for the International Sale of Goods does not apply to these Terms. The Terms are written in English; if they are translated into another language, the English version shall prevail in case of conflict in interpretation.
14. Contact Information
If you have any questions about these Terms, or need to contact us for any reason, please reach out to: