Security Overview

The Fitness Chef Workplace is operated by Graeme Tomlinson Limited (we, us or TFC). This overview covers our Workplace website and the associated Fitness Chef app. We use technical and organisational measures designed to protect personal information and the confidentiality, integrity and availability of our services, taking account of the information we process and the risks involved.

Employee participation is voluntary. Employers receive aggregate reporting on how many employees have activated their accounts and usage over time. The dashboard does not display individual employee email addresses, profiles, health information, food logs or AI insights. Employers already know the email addresses they provide for enrolment; this does not give them access to employees’ personal app information.

Access to systems and personal information is restricted to authorised personnel who need it for their work. TFC staff and developer access is protected by multi-factor authentication, and we record who accesses personal information. Authorised personnel may access relevant account information to investigate a reported bug or help resolve a support issue.

Access permissions are reviewed and updated when roles or responsibilities change. Personnel with access to personal information are expected to maintain confidentiality and follow applicable security and data protection requirements.

We develop and manage the website and app using Google Cloud infrastructure, with application data stored in the UK. Optional AI insights use Google Gemini through Google Cloud Vertex AI, with AI processing in the UK. Employees can use the core app features without using AI insights.

AI inputs may include weight, height, goals, food logs, calorie and macro targets, steps, exercise and sleep. Names and email addresses are not included in these inputs. These inputs can still be personal information; removing direct identifiers does not make them anonymous.

Data transmitted between users and our services is protected using industry-standard encryption. Google Cloud provides default encryption at rest for customer content stored on its platform. Read Google Cloud’s encryption documentation.

We use technology, hosting, communications and other service providers to deliver our services. Where providers process personal information on our behalf, we assess their suitability and security arrangements and put appropriate contractual protections in place.

Our security processes cover application and infrastructure access, software updates, monitoring and logging, and the identification and handling of vulnerabilities. We review security measures and undertake security reviews and testing appropriate to the nature and risks of our services, using the findings to guide improvements. Personnel receive relevant guidance and training on handling information securely.

We maintain backup and recovery processes designed to reduce the risk of permanent data loss and support the restoration of data and services following a technical failure or security incident.

We maintain processes to identify, assess and respond to suspected security incidents and personal data breaches. We take appropriate steps to contain, investigate and remedy incidents, assess their impact and record personal data breaches and the actions taken.

Where we act as controller, we notify the Information Commissioner’s Office of a reportable personal data breach without undue delay and, where feasible, within 72 hours of becoming aware of it. Where a breach is likely to result in a high risk to individuals, we inform affected individuals without undue delay as required by law.

Where we process personal information on behalf of a customer as processor, we notify that customer without undue delay after becoming aware of a personal data breach affecting that information.

When an organisation leaves TFC Workplace or does not renew, we delete its workplace enrolment and organisation records and remove the employer connection. This does not automatically delete employees’ individual app accounts or health histories. These may remain so employees can continue independently; continued access to paid features requires their own subscription.

Individuals can request deletion of their app account and associated information by contacting us. Retention and deletion arrangements are explained in our Privacy Policy and, where applicable, the Service Agreement and Data Processing Agreement.

Customers should ensure that information they provide is accurate and lawful to share. Customers and users should protect their own accounts and devices, use strong, unique passwords, keep credentials confidential and report suspected unauthorised access promptly.

For security questions, due-diligence requests or to report a suspected vulnerability, contact workplace@fitnesschef.uk. Please do not include passwords or unnecessary personal or health information in your message.

Further information about how we use personal information is available in our Privacy Policy. We review our security practices and update this overview as our services and safeguards develop.