27 Nov 2025
Our aim is to protect everyone who eats food we provide, uphold our Christian values of care and dignity, and maintain excellent standards for local authority food hygiene inspections.
WESTON ARK CHARITY - FOOD SAFETY AND HYGIENE POLICY (ARK CAFÉ AND WESTON ARK-LED FOOD ACTIVITIES)
Document Version: 1.0
Document Owner: Board of Trustees
Approved: 27/11/2025
Next Review: 12 months from approval
Our Commitment
Weston Ark Charity is a Christian organisation demonstrating God’s love through practical support for low-income families and individuals. Operating from the Hughenden Centre, our services include the Ark Café and venue hires, alongside supporting a Weston Foodbank outlet operated by dedicated volunteers.
As the food business operator for Ark Café and any Weston Ark-led food activities, we are committed to ensuring that all food is stored, prepared, cooked, served, labelled, and disposed of safely, in line with:
Food Safety Act 1990
Retained EU food hygiene regulations
Food Hygiene (England) Regulations, as amended
Food Standards Agency (FSA) guidance for small food businesses
Our aim is to protect everyone who eats food we provide, uphold our Christian values of care and dignity, and maintain excellent standards for local authority food hygiene inspections.
Purpose and Scope
This policy sets out Weston Ark’s approach to food safety and hygiene for:
Ark Café operations at the Hughenden Centre
Weston Ark-led events where food is prepared, cooked, or served (e.g. community meals, training events, hospitality for groups)
Use of the Hughenden Centre kitchen by Weston Ark trustees, staff, and volunteers
It applies to:
Trustees and employees involved in any food-related activity
All Ark Café volunteers and any Weston Ark volunteers who handle food
Contractors engaged by Weston Ark for catering where Weston Ark remains the food business operator
Independent user groups (e.g. Weston Foodbank volunteers, Purple Sheep Pantry) are responsible for their own food safety policies and legal compliance during their sessions, but must follow Weston Ark’s kitchen rules, Health and Safety Policy, and any agreed conditions of hire.
Legal and Regulatory Framework
Weston Ark will ensure that Ark Café and Weston Ark-led food activities comply with:
Food Safety Act 1990
Relevant Food Hygiene (England) Regulations
FSA guidance, including small business food hygiene and allergen requirements
North Somerset Council Environmental Health requirements
Weston Ark Health and Safety Policy and Safeguarding Policy
We will not:
Add or remove anything in a way that makes food harmful
Present food or menu information in a way that misleads customers
Serve food past its safe use-by date
We will, as far as possible, avoid unnecessary food waste while never compromising food safety. Weston Ark is registered as a food business with North Somerset Council and will notify the authority of any material changes to food activities.
Governance and Responsibilities
Board of Trustees
Hold overall responsibility for food safety and hygiene within Weston Ark as food business operator
Approve this policy and ensure appropriate resources for implementation, training, and equipment
Monitor compliance via reports from the Centre Manager / Health and Safety Officer
Centre Manager / Health and Safety Officer
Lead day-to-day implementation of this policy for Ark Café and Weston Ark–led food activities
Ensure risk assessments, cleaning schedules, and opening/closing checks are in place and followed
Maintain food safety documentation (e.g. temperature logs, allergen charts, cleaning records, supplier records)
Liaise with Environmental Health Officers and respond to inspection findings
Ensure that equipment is safe, maintained, and suitable for purpose
Maintain an equipment servicing / PAT schedule; any defective items are removed from use and recorded until repaired or replaced.
Ark Café Supervisor / Lead Volunteer (where appointed)
Coordinate daily food safety practice within the Ark Café
Ensure opening and closing checks are completed and recorded
Make sure that recipes, allergen information, and storage practices are followed consistently
Immediately escalate any concerns, incidents, or suspected food safety breaches to the Centre Manager
All Food-Handling Staff and Volunteers
Follow this policy and all written procedures, checklists, labels, and notices
Complete required Food Safety training (normally at least Level 2 for regular food preparation roles)
Maintain high standards of personal hygiene and fitness for work
Report hazards, defects, concerns, or incidents immediately to the Centre Manager or Ark Café supervisor
Food Safety Management
Weston Ark will maintain a proportionate, written food safety management system based on HACCP principles and FSA guidance for small food businesses.
Key commitments include:
Safe Supply and Traceability
Only sourcing food from reputable suppliers
Keeping records of where food came from for at least 12 months (longer where required by guidance or insurers)
Labelling repackaged or frozen items clearly with description and date
Safe Storage
Storing food at appropriate temperatures (e.g. fridges at 5°C or below; freezers at –18°C or below)
Separating raw and ready-to-eat foods, with raw food stored below ready-to-eat food
Using sealed containers and clear labelling of contents and dates
Cooking and Reheating
Cooking foods thoroughly to safe core temperatures (e.g. 70°C for 2 minutes or equivalent time/temperature combinations)
Checking temperatures with a clean, disinfected probe where appropriate
Temperature probes are sanitised before and after use and calibrated weekly (boiling water / ice-slush checks). Calibration checks are recorded in Food Safety Monitoring.
Reheating food once only, until steaming hot all the way through
Keeping hot food at 63°C or above, or discarding/rapidly chilling within legally permitted time limits
Chilling and Defrosting
Cooling cooked food as quickly as possible before refrigerating
Minimising the time chilled food spends out of the fridge
Defrosting food safely (preferably in the fridge or in a suitable container under cold running water or using a microwave defrost setting
Cross-Contamination Prevention
Using separate equipment and surfaces for raw and ready-to-eat foods where possible
Cleaning and disinfecting thoroughly between tasks
Storing raw and ready-to-eat foods separately in fridges and preparation areas
Using separate cloths/cleaning materials for different zones where practical
Allergen Management
We recognise that incorrect allergen information can cause serious illness or death. Ark Café and Weston Ark-led food activities will comply with allergen requirements under food information regulations and FSA guidance.
Our approach includes:
The 14 Major Allergens
Staff and volunteers must understand and be able to identify the 14 allergens (e.g. celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, peanuts, sesame, soybeans, sulphur dioxide/sulphites, and tree nuts).
Shared Kitchen Reality
The Hughenden Centre kitchen is a shared space used by multiple community groups. It cannot be guaranteed allergen-free. However:
Ark Café will use its own clearly identified equipment, utensils, and ingredients as far as reasonably practicable
Work surfaces and equipment will be cleaned and disinfected before Ark Café use
Where there is any doubt about cross-contamination risk, this will be clearly communicated to customers
Information for Customers
All home-baked cakes, biscuits, and other items will be appropriately labelled with allergen information or accompanied by a clear ingredient/allergen list on display
The café area will display clear signage inviting customers to speak to staff about allergies and intolerances
Staff/volunteers must never guess; they must check recipes and ingredient records before giving allergen information.
We will not describe food as ‘allergen-free’ unless controls justify it; when in doubt, we advise and offer alternatives.
Records and Charts
Ark Café will maintain an allergen matrix/chart for regular menu items, kept up to date and available at the counter
Any recipe changes must be reflected immediately in allergen information
Training
All food-handling volunteers must complete food hygiene training that covers allergen awareness
Copies of certificates will be held by the Centre Manager for verification and inspection purposes
Personal Hygiene and Fitness for Work
Everyone involved in food handling must maintain high standards of personal hygiene and must not work with food if they are unwell.
Key requirements:
Clothing and Appearance
Wear suitable, clean clothing and aprons; closed-toe, non-slip footwear
Keep hair tied back and covered where appropriate
No watches or jewellery (other than a plain wedding band) while handling food
Cover cuts and wounds with blue, waterproof plasters
Handwashing
Wash hands thoroughly with soap and warm water and dry with disposable towels:
On entering the kitchen
Before starting food preparation
After handling raw food, waste, or cleaning materials
After using the toilet, blowing nose, touching face/hair, phone, money, or door handles
Fitness for Work
No food handling if suffering from diarrhoea, vomiting, or any illness likely to be transmitted through food
Staff/volunteers with relevant symptoms must inform the Centre Manager and remain away from food handling for at least 48 hours after symptoms stop
Cleaning, Disinfection, and Kitchen Safety
Weston Ark will implement cleaning and kitchen safety arrangements that align with FSA guidance and your overall Health and Safety Policy.
This includes:
Cleaning and Disinfection
“Clean as you go” approach - spills cleared immediately, surfaces cleaned and disinfected between tasks
Clearly defined cleaning schedules for Ark Café and Weston Ark–led food activities, with records kept
Food-contact disinfectants must meet BS EN 1276 or BS EN 13697; follow label contact times.
General Kitchen Safety
Keeping floors dry and free from trip hazards
Using kitchen appliances only after appropriate instruction
Maintaining good ventilation and lighting
Adequate first aid provision and clear emergency procedures
Waste Management
Removing food waste frequently and storing it in appropriate closed containers
Disposing of waste in a hygienic and environmentally responsible way
Pest control: Food rooms are kept pest-proof and monitored. Any evidence of activity triggers immediate contractor call-out and incident recording.
Training and Competence
Food safety is only effective if people understand and follow the procedures. Weston Ark will ensure:
Induction
All new food-handling volunteers and staff receive induction covering this policy, Health and Safety, and key procedures for Ark Café
Formal Training
Regular Ark Café volunteers and any staff involved in food preparation will normally hold Level 2 Food Safety (or equivalent)
Supervisors (e.g. Centre Manager / Ark Café Team Leader) will normally maintain Level 3 Food Safety (or equivalent).
Training records are maintained and reviewed
Refresher and Update Training
Additional training is provided when procedures, menu, equipment, or legal requirements change
Records, Monitoring, and Inspections
The Centre Manager (or delegated Ark Café Team Leader) will ensure that key food safety records are kept, including where relevant:
Opening and closing checks for Ark Café and kitchen areas (retained for at least 6 months)
Fridge and freezer temperature logs
Cooking and hot-holding temperature checks (where applicable)
Cleaning schedules and completed checklists
Allergen charts and recipe information
Supplier and traceability records
Weston Ark maintains the following Health and Safety registers in SharePoint, which support this Food Safety and Hygiene Policy:
Risk Assessment Register - including risk assessments relevant to Ark Café and food activities
Incident and Accident Log - including any suspected food poisoning, allergic reactions, or near misses related to food
Training Record - recording Food Hygiene, Safeguarding and Health & Safety training for staff and volunteers
Fire Safety and Emergency Checks - including checks relevant to use of cooking equipment and emergency exits
Food Safety Monitoring (Ark Café) - including opening and closing checks, temperature logs, cleaning records and allergen documentation.
These registers form part of Weston Ark’s documented food safety management system and will be available for inspection by trustees, Environmental Health, insurers and other regulators as required.These registers are implemented as SharePoint Online Lists (with Microsoft Forms front-ends where appropriate).Records are retained in line with the Data Protection Policy and our retention schedule.We will display any Food Hygiene Rating sticker/certificate issued and keep a copy of the rating page in SharePoint.Suspected food poisoning or allergen incidents are logged immediately; ingredients and temperature records are retained, and Environmental Health is consulted where appropriate.
Weston Ark will:
Cooperate fully with North Somerset Council Environmental Health inspections
Act promptly on any recommendations or enforcement notices
Review this policy following any serious incident, complaint, or significant change in operations
Related Documents
This policy should be read alongside:
Weston Ark Health and Safety Policy (summary and full policy)
Safeguarding Policy (short)
Data Protection Policy (short) - regarding retention of records and personal data
Volunteer Policy and Agreement (short) - including Food Safety training expectations
Any detailed Ark Café procedures, risk assessments, and checklists held in SharePoint
Policy Implementation
This Food Safety and Hygiene Policy provides the summary framework for Ark Café and Weston Ark–led food activities. More detailed procedures, checklists, and forms are maintained by the Centre Manager and must be followed by all food-handling staff and volunteers.
Compliance with this policy is a condition of involvement in any Weston Ark food preparation or service. Breaches may result in removal from food-handling duties, further investigation under Weston Ark’s governance processes, and, where necessary, reporting to external authorities.
The policy will be reviewed at least annually and sooner if there are significant changes in legislation, practice, or Weston Ark operations.