FoodCloud Donor Form

FoodCloud Donor Form

Donation Guidelines & Information
FoodCloud Hubs:FCHUBSPRP006.3 DONOR AGREEMENT
Document Name: Food Safety Management System
Issue Date: November 2015
Prepared By: Food Safety Officer
Revision Date: January 17 Revised July 17 Reviewed Jan18 Jan19
Next Revision: January 2021
Revision No: 5
Reviewed By: Karen Capcarrere
1.     Background

FoodCloud is a not for profit organisation set up with the aim of reducing food waste and restoring community spirit based on shared food. We are working together to provide a complete solution to surplus food re distribution in Ireland

Our Vision:

A world where no good food goes to waste

Our Mission:

To redistribute Surplus Food and reduce Food Waste, increase Social Inclusion and Inspire Communities to take local actions that can create Global Change.

2.     Supply of Food

·       The supplier will only provide food products to an authorised agent of FoodCloud possessing a branded collection note, or deliver to an authorised FoodCloud Hub.

·       The Supplier will ensure that all products supplied to FoodCloud comply with current EU Food Safety Legislation including and not restricted to:

- (EC) Regulation No. 178/2002 General Principles and Requirements of Food Law

- (EC) Regulation No. 852/2004 on the Hygiene of Food stuffs

- Regulation (EC) No. 853/2004 Hygiene rules for foods from animal origin;

- Regulation (EC) No. 854/2004 Controls on products of animal origin intended for human consumption.

- (EC) Regulation No. 1169/2011 on Food Information to Customers

- I.S. 340:2007 Hygiene in the Catering Sector

- I.S. 341:2007 Hygiene in Food Retailing and Wholesaling

·       The Supplier will ensure that they are handling, storing and distributing food according to the above legislation using the highest standard of food hygiene

·       All products donated must meet the Food Donation Guidelines listed in this document

3.     Use of Products by FoodCloud

·       FoodCloud undertake to use only the products for charitable purposes. The products may not be sold or exchanged in any other way

·       FoodCloud undertakes to supply the products to its registered Community Food Members (CFMs)

·       FoodCloud undertakes that it will comply with current EU Food Safety Legislation in all its dealings with food to include the safe storage, handling and distribution of food products

·       FoodCloud undertakes that staff involved in the handling of food products will be trained in Food Safety commensurate to their work activity

4.     Liability

Once collected by FoodCloud or delivered by the supplier to a FoodCloud Hub, all products shall be the sole property of FoodCloud. The supplier accepts no liability in respect thereof

5.     Indemnity

FoodCloud shall indemnify The Supplier against all claims, liabilities and costs potentially incurred by the supplier arising out of, or in consequence of, any act, negligence or default on the part of FoodCloud, its agents or employees

6.     General

The agreement shall be governed by Irish Law. Amendments to this agreement are permissible only by written agreement. The signatory for FoodCloud must be of management level

7.     Term

This agreement will continue indefinitely, and both parties have the right to terminate this agreement with one month’s written notice. The supplier also has the right to terminate the agreement upon material breach of said agreement.
Food Donor Agreement Guidelines:

Any food accepted by FoodCloud must comply with EU Food Safety Legislation in terms of being fit for human consumption. If a product could in theory be sold, then it can be redistributed by us. We take all reasonable care to ensure that the food we supply is safe and appropriately labelled according to (EU) No. 1169/2011. To achieve this, we have Food Safety Management System in place that based on the principles of HACCP. This system is tested and reviewed to safeguard our consumers and our suppliers brand integrity. Therefore, we do not accept certain products where to do so would pose a significant risk to food safety.

As part of (EU) No. 178/2002 Article 11, a food business must establish a system of traceability. This means that all food being delivered to FoodCloud Hubs or collected by FoodCloud must be accompanied by a delivery note containing a list of products being donated. This is essential for effective traceability.

When Donating food, please ensure that the food:

· Has 3 days’ shelf life remaining until its use by or best before date. This is to allow time for redistribution

· Is packed appropriately

· Is delivered with all the packaging intact

· Is of good quality and free from obvious contamination i.e. Mould, bruising or damage; and

· Complies with all applicable EU Food Safety Legislation in particular Labelling requirements

Foods we can accept for redistribution are:

· Any surplus, high quality food that is packaged appropriately and date labelled

· Fresh fruit and vegetables

· Eggs (with a minimum of 7 days shelf life)

· Fresh Meat packaged appropriately labelled

· Fresh Fish packaged and appropriately labelled

· Dairy Products (e.g. milk, yogurts, butter, cheese)

· Ambient (Dry) foods (e.g. rice, pulses, tins, packets)

· Fruit Juices, smoothies, bottled water

· Frozen food (this refers to food that is designed to be kept frozen)

· If food is being frozen down by the food donor, there must be accompanying documentation on their freezing policy and correct labelling stating the New Best Before Date for the product frozen down

· Chilled food (as long as adequate records of cold chain maintenance are also provided)

For Food Safety Reasons, we cannot accept the following:

· Shellfish of any kind

· Sushi

· Unpackaged Prepared Food

· Buffet Food

· Food with packaging that has been split or damaged (Blown or badly damaged/ dented tins cannot be accepted due to the risk of microbial contamination however, a small dent is acceptable)

· Unlabelled Food (perishable food that does not have a valid use by date)

· Food that does not contain the correct mandatory labelling information or mandatory labelling information according to (EC) No. 1169/2011)

Labelling:

FoodCloud must be satisfied that the food business is capable of providing full food product information with any donation of food. This includes labelling if the nature of the product has been changed, allergen information, storage instructions, ingredients and any other information relation to (EU) No. 1169/2011

We do not accept donations of alcohol.

Any food offered to FoodCloud must be safe and wholesome and suppliers must be able to demonstrate that strict food safety procedures are in place and that they have been followed throughout the manufacturing, processing and distribution of food products. FoodCloud may require suppliers to show evidence of their HACCP procedures and compliance.
Company Name: FoodCloud
Registered Company Number: 20558
Address: 8 Broomhill Business Park, Broomhill Road, Tallaght, Dublin 24

Contact: food@foodcloud.ie
I have read and understand these terms & guidelines*

✓
Date Of Agreement*

MonthDayYear
Date
Company Name*
Registered Company Number*
Company Address*
Email Address*
Telephone Number*
Conatct Name *
Position In Company*
Food Supplier Self Audit Questionnaire

The following questions are designed to assess the ability of contractors and suppliers to provide food that is safe and of the nature, substance and quality required by FoodCloud. As part of the due diligence and legal responsibilities,Supplier assurances are required on their Food Safety Policies, Supply Chain Management Procedures, Product Traceability (Regulation (EC) No 178/2002), Hazard Analysis Critical Control Point (HACCP) (Regulation (EC) No 852/2004) plus amendments in document I.S. 340:2007 & appendix 1 / 2015 and all other relevant regulations under the Food Safety Act 1990 and associated Industry Guidance. ALL FIELDS ARE MANDATORY AND MUST BE COMPLETED BEFORE SUBMITTING Please complete the following questionnaire on behalf of your company. Please provide copies of any supporting documents (certificates, statements, policies etc.) with your questionnaire response. If you answer 'no' then please provide full details in the comments box below each question. APPROVAL / ACCREDITATION - Registration with the Health Board or relevant government authority.
Is your company registered with the Local Authority as a food business operator under the requirements of article 6 (2) Regulation (EC) Number 854/2004?*

YesNo
If No Please Give Details
Regulatory Authority*
Approval Number*
Additional Accreditation (e.g. ISO /EFSIS / BRC)*
If you are BRC Approved, please indicate date of last audit*

MonthDayYear
Date
At your last inspection by an authorised body were you in compliance with all requirements?*

YesNo
If no please give details
* Please supply copy of cert. (Accreditation and/or Registration or Approval/Cert)
Upload Accreditation, Registration or Approval/Cert

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Cancelof
Are you willing to allow FoodCloud and/or their representative carry out hygiene audits in your facilities if necessary?*

YesNoOther
HACCP System and Food Safety Management System
Do you operate a food safety management system within your food business?*

YesNoOther
Do you have a full HACCP system in Place?*

YesNoOther
Are records of your HACCP team activities and meetings held on file, and used during system reviews*

YesNoOther
Do you have an allergen control plan / policy implemented?*

YesNo
If yes please give details
If no please give details of allergen control
Does your food safety management systemhave procedures for the traceability of your products as laid down in Regulation (EC) No178/2002 and its amendments incl. of 2014*

YesNoOther
Is all food contact packaging ‘food grade’ & meets the requirements of legislation for ‘articles in contact with food’.*

YesNoOther
Do you carry out any microbiological testing of food products?*

YesNo
If yes, state frequency and number of samples.
If no, are certificates of conformity obtained?
Do you conduct internal audits?*

YesNo
Are your delivery vehicles (or those of outside couriers used by you) maintained in a clean,sound condition with appropriate controls?*

YesNo
Are you willing to comply with our delivery rules? - e.g. good temperature control, staff hygiene, protective clothing, separation of high & low risk product, etc.*

YesNoOther
Do you have a managed pest control system on site?*

YesNo
Are delivery vehicles maintained at the appropriate temperature?*

YesNoOther
Please State Temperatures
Details of temperature monitoring / logging system for delivery vehicles
Is the product transported to our premises carried out using your own vehicles?*

YesNoCollected by Foodcloud
If no, state name of company including copy of cert. (Accreditation and / or Registration or Approval
Upload Copy Of Accreditation, Registration or Approval

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Cancelof
Are all allergenic products labelled as per legislation 1169/2011 EC?*

YesNo
Does your traceability system allow for the effective recall of your product range in the case of a 'Food Alert ' issued by the Food Safety Authority?*

YesNo
Please enter details including contact numbers for TWO key contact persons (Quality, Technical or Food Safety) for product level information. *
Please Type Your Company Name In The Blank Space *
Name:*
Signature:*

Clear
THANK YOU FOR TAKING THE TIME TO COMPLETE THIS QUESTIONNAIRE. THIS DOCUMENT MUST BE FULLY SIGNED OFF & KEPT ON FILE FOR INSPECTION BY COMPETENT AUTHORITIES.
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FoodCloud Donor Form

Food Supplier Self Audit Questionnaire

HACCP System and Food Safety Management System