Terms of use


FoodDocs OÜ, register code 14177340, located at 19/21 Maakri Road, Tallinn, 10145, Estonia (hereinafter „FoodDocs“ or „we”) administrates the FoodDocs platform at https://www.fooddocs.eu and its subdomains, including its software, hardware, data bases, interfaces, related pages, documentation, updates and other integrated or incorporated components and materials (hereinafter the „Platform“).

The Platform creates a digital desktop for companies specialising in food to help the user of the desktop follow the requirements pertaining to food safety and ensure that the documents associated with food safety conform with the law.

The User“ or „you“ refers to the legal entity that has concluded this agreement with us (including the person acting on its behalf) and has accepted these terms and conditions (hereinafter the „Conditions“). By accepting the Conditions and using the Platform, the User confirms having thoroughly read the Conditions. Upon you accepting the Conditions, these shall become a binding contract between you and us (hereinafter the „Contract“).

    1. The Platform creates a digital desktop for companies specialising in food, which helps the User administrate the documents related to food safety and facilitates compliance with the requirements for the User arising from the legal acts (hereinafter the „Service“). For the sake of clarity, we must note that the Service is intended only for use in economic and professional activity.
    2. As a part of the Service, the User can create a self-assessment plan on the Platform for the food and ensuring its proper handling. The Platform will generate the self-assessment plan in accordance with the input data presented by the User. The self-assessment plan generated on the Platform can be modified by FoodDocs in accordance with the valid remarks/prescriptions made by the officials of the Veterinary and Food Board, amendments to legal acts or changes in the User’s activity.
    3. As a part of the Service, the Platform allows an activity license application necessary for handling food to be compiled in accordance with the requirements established by applicable legal acts. The Platform will generate the activity license application automatically in accordance with the input data presented by the User for the compilation of self-assessment plan.
    4. The object of the Service is the desktop, which consists of modules with various functionalities. E.g. Are everyday monitorings done, laboratory analyses done and results okay, medical certificates exist to all employees, hygiene trainings are valid, audits done and results okay etc.
    5. In order to ensure maximum conformity of the documents generated by the means of Service to the requirements established in legal acts, the User can order a consultation with a food technologist from us for an additional fee.
    6. In order to create the user account, the User must enter its name, email address and a safe unique password on the Platform.
    7. To create the user account and use the Service, the legal entity on whose behalf the user account is created must be duly registered and have full legal capacity. If you are concluding the Contract on behalf of a legal entity, for example, your employee or a company to which you render services, you must be able to prove that you have the legal right to assume binding obligations on behalf of the above entity.
    8. Users understand that FoodDocs only provides Users with the digital desktop service, which helps Users create and administrate documents related to food handling. We shall not bear responsibility for the accuracy and functioning of your food safety.
    The User is obligated to:
    1. submit true data in the process of registration, which includes registering under its true and full name, enter the correct registry code and personal ID code and use a valid e-mail address;
    2. ensure that the information provided in the process of using the Platform is not false, misleading or inaccurate, does not violate the rights of third parties (including intellectual property rights) and does not conflict with applicable law and good practices;
    3. keep the user ID and password set for the Platform in such a way that it is not obtained by third parties;
    4. immediately inform us about any changes in the data and circumstances submitted during the registration as the Platform User;
    5. immediately inform us if the password and/or user ID set for using the Platform is lost or has been obtained by third parties.
    The User is forbidden from:
    1. using the Platform for fraud or any other illegal purpose;
    2. uploading or forwarding viruses or any other malware which is used or may be used in a way that can affect the operation or functionality of the Platform;
    3. creating an account on the Platform if it is not related to its economic and professional activity; among other things, the User is forbidden from creating a user account on the Platform as a consumer.
    1. We have the right to restrict or revoke the User’s right to use the Platform at our discretion in the following cases:
      1. If the User commits a major breach of the Conditions or does not remedy the violation within the reasonable term given by FoodDocs;
      2. If in the process of registering as a user or using the Platform, the User has submitted the information which is false, misleading and/or inaccurate;
      3. In the event of any other occurrence which gives FoodDocs a reason to doubt the User’s reliability.
    2. We have the right to unilaterally change or supplement the Conditions at any time due to the developments in the Service and the Platform as well as for the purpose of their better and safer use.
    3. We have the right to monitor the activity on the Platform at any time. We may investigate any alleged violations of the Conditions by using any legal means.
    4. The intellectual property rights of the Platform and all its content belong to FoodDocs. The User shall make sure and ensure that the User does not violate FoodDocs’s intellectual property rights by using the Platform. Otherwise the User shall compensate for the damage and other expenses caused.
    5. By accepting the Conditions, the User shall give us the right to disclose the name of the User’s company as the user of our service for marketing purposes. The User may revoke the above right at any time by sending the appropriate written notice to FoodDocs.
  4. FEES
    1. In using the Service, the User may select one of several Service packages, to which different fees apply. The descriptions of the packages and their respective fees are available here: www.fooddocs.eu.
    2. FoodDocs may offer a 14-day free trial period of using the Service to the User. FoodDocs shall reserve the right to stop offering a free trial of the Platform at any time.
    3. If the User wishes to use the Platform for the management of food safety of the whole company, i.e., use all the Platform modules, the User is to choose a monthly or annual paid Service package. If the User would like to administrate more than one site through the Platform, the package fee to be paid will be multiplied with the number of sites.
    4. The User shall pay an additional fee for additional services ordered by it (including the food technologist’s service) according to the rates established by us on the Platform.
    5. All fees apart from the fee for the food technologist’s service shall be paid in advance. To order the Service, the User is to choose the appropriate package on the Platform and click on the „Forward“ button, after which the User needs to choose the suitable method of payment:
      1. by internet bank link (Swedbank, SEB, LHV Pank, Luminor, COOP Pank, Pocopay);
      2. by credit card (Mastercard or Visa) as a single payment;
      3. by credit card (Mastercard or Visa) as a regular payment.
    6. Payments are handled by the respective bank or Maksekeskus.ee. After choosing the suitable method of payment click on the button „Pay“.
    7. The Service order shall be regarded as confirmed when the User has paid for the selected package and clicked the „Back to the seller“ button. After returning to the Platform, the User will receive a confirmation of the Service order by e-mail, and the Service ordered by the User will be activated. The User can see the history of invoices paid as well Services ordered on the Platform by choosing the Settings section on the desktop and then the Billing subsection. The above subsection of the Platform is also where one can see the remaining length of the free trial period, change the payment interval or terminate the „Regular Payment Order“ by choosing the link „Cancel Order“.
    8. The User can also choose the option of paying against invoice. In such case, FoodDocs will issue an invoice with the due date in 7 business days after the User has selected the option.
    9. FoodDocs shall reserve the right to change the fees for using the Service at any time. We shall inform all Users about the fee changes at least 30 calendar days in advance. The User shall have the right to terminate the Contract if it does not accept the rates. The User shall be regarded as having accepted the rates if it does not file the Contract termination notice to us at least 15 days before the date that new rates enter into force.
    1. FoodDocs shall provide free support service to Users for solving problems and issues which might occur during the use of the Platform. To receive the Platform support service, the User is to contact FoodDocs by phone at the number +372 605 7005 or via e-mail info@fooddocs.eu or the live chat provided by the Platform and describe the problem or malfunction that has occurred on the Platform. If using the live chat, the User is aware that if FoodDocs cannot respond immediately, FoodDocs will contact the User by telephone or e-mail address previously specified by the User on the Platform.
    2. FoodDocs shall render the Platform support service (by live chat or phone) during regular business hours (which are from 9.00 to 17.00) from Monday to Friday, except for national holidays.
    3. We do not guarantee that the reply given by us is sufficient and exhaustive. FoodDocs shall do its best to respond to the User's messages as accurately as possible without undue delay.
    4. The free support service does not cover answering content-related questions that might occur when the Platform is used; that is, within the scope of the free support service, FoodDocs provides help in solving various malfunctions in the Platform and helps Users navigate the Platform.
    5. FoodDocs also provides the food technologist“s service on the Platform, which is a paid service. To receive the food technologist“s service, the User is to enter its name, e-mail address and telephone number, and the FoodDocs technologist will contact the User within 24 hours.
    1. The content, services and functionalities made available through the Platform or in association with it shall be provided on an „as is“ and „as available“ basis without any express or implied warranties.
    2. We shall not ensure or guarantee that the Platform is compatible with any hardware and software used by the User, is always available or available at any given moment, functions at all times without interruptions, is secure or free of faults, meets your every need.
    3. FoodDocs shall not be responsible for faults and interruptions in the Service but shall do its best to respond to any faults and interruptions without delay and ensure that the Service functions as promptly as possible. FoodDocs shall eliminate the faults of urgent nature in the functioning of the Service, which rule out the use of the Service, within one (1) business day or, if the above is impossible due to technical reasons, FoodDocs shall inform the User about when the Service can be used again. Other faults which do not rule out the use of the Service (for instance, some functionality of the Service not operating properly or speed issues) shall be eliminated by FoodDocs within a reasonable period depending on the nature of the problem.
    4. Regardless of faults or interruptions in the service, FoodDocs shall guarantee that the data forwarded through the Service at any time are saved.
    5. FoodDocs shall not be responsible for the correctness of the data submitted to the Platform or the User´s compliance with requirements arising from the law. The User shall, at its expense, solve any disputes concerning compliance with requirements arising from the law with supervisory authorities. In addition, the User shall comply with any precepts and pay penalty payments or fines imposed on it for a failure to comply with requirements arising from the law at its own expense. The parties shall agree that FoodDocs is not in a particular position of trust with the User in the sense of the Law of Obligations Act.
    6. FoodDocs shall guarantee to the User achievement of the results that are consistent with laws and other regulations if the input data submitted on the Platform by the User are correct. FoodDocs shall not be responsible for the non-compliance of the documents resulting from the User´s submission of false or insufficient input data.
    7. The User shall agree to compensate all our expenses, damages, claims and costs (including legal assistance costs) directly or indirectly arising from a breach of these Conditions or any provisions of applicable laws by the User.
    1. The legal relationship between us and the User, which arises from accepting these Conditions, is of an unlimited term.
    2. FoodDocs has the right to terminate the Contract immediately under an extraordinary procedure without prior notice if it becomes evident that the User has substantially violated these Conditions, especially the provisions of section 2 of the Conditions, or has nor corrected any violation of the Conditions within 10 days after the User has received the relevant message from us.
    3. FoodDocs and the User shall have the right to terminate the Contract at any time under an ordinary procedure, by sending the other party a relevant notice.
    4. In cases established in subsections 7.2 and 7.3 of the Conditions, FoodDocs shall not close the User's account, and the User shall retain access to the user account, but the data necessary for rendering the Service and submitted on the Platform shall be deleted. Upon the termination of the Contract, the User will be able to download its self-assessment plan in the PDF format.
    5. If the Contract is terminated under subsection 7.2 of the Conditions, FoodDocs shall not return the advance payment made for the Service to the User. If the Contract is terminated under subsection 7.3 of the Conditions, the User who has paid an annual fee shall have the right to reclaim the fee in the amount corresponding to the period from the date of order cancellation to the end of the pre-paid period. The advance payment shall not be refunded to the User who has opted for the monthly package.
    6. The User understands that insofar as the Platform is intended for solely for the use by business customers, provisions regulating the consumer's right of withdrawal shall not apply to this Contract.
    1. The legislation of the Republic of Estonia shall apply to the legal relations between us and the User, arising from the use of the Platform.
    2. The parties shall attempt to solve any disputes arising from the use of the Platform by way of negotiations. Upon a failure to come to an agreement, disputes shall be settled in the Harju County Court.