**Mallards Coffee Company Allergen Control Procedure**

 

1. Purpose

This procedure outlines how Mallards Coffee Company manages allergen information, allergen declarations, cross-contamination risks, and customer communication.
Although roasted coffee contains none of the 14 declarable allergens, this procedure ensures compliance with:

  • The Food Information Regulations (FIR)

  • Food Safety Act 1990

  • FSA Allergen Labelling Requirements

2. Scope

This procedure covers:

  • All coffee products sold on the Mallards Coffee Company website

  • All coffee fulfilment handled by partnered supplier

  • All allergen-related customer communication

  • Supplier verification and documentation

  • Traceability procedures related to allergens

Mallards Coffee Company does not store, handle, pack, or process any food product. All products are fulfilled directly by the supplier in sealed packaging.

3. Allergen Status of Products

All products sold are:

  • 100% roasted coffee beans OR

  • Roasted coffee ground to various sizes

Roasted coffee contains no declarable allergens under UK law.

However, cross-contamination is still considered and controlled (see Section 6).

4. Allergen Information Provided to Customers

4.1 On Website Product Pages

Each coffee product offered on our website:

  • “Contains no declarable allergens.”

  • “Roasted in a facility that may handle allergens.”
    (This aligns with supplier declarations.)

4.2 On Packaging

Labels include:

  • Product type (beans/ground)

  • Weight

  • Roast date

  • Best before date

  • Batch code

  • Storage instructions

This meets UK requirements for prepacked food delivered to consumers.

5. Supplier Allergen Controls

Mallards Coffee Company only works with a registered food business with documented allergen controls.
Partnered roaster provides:

  • Food Safety Management System (HACCP)

  • Allergen Management Statement

  • Confirmation that roasted coffee contains no allergens

  • Details of any allergens handled on site

  • Cleaning and segregation procedures

  • Food Hygiene Rating information

  • Batch coding for traceability

Supplier certifications and documents are reviewed annually or when a change is notified.

6. Cross-Contamination Control

Because Mallards Coffee Company never physically handles food, the only potential allergen risk is at the supplier’s site.

Controls include:

  • Supplier’s segregation practices

  • Cleaning schedules for roasting and packing equipment

  • Supplier confirmation that roasted coffee lines are cleaned before production runs

  • Supplier batch coding to isolate any issue

  • Use of sealed retail packaging for all customer orders

  • No repacking or opening of food by Mallards Coffee Company

This ensures extremely low risk of allergen contamination.

7. Communication With Customers

If a customer asks about allergens:

  • They are informed that the coffee contains no declarable allergens.

  • They are advised that it is roasted in a facility that may handle allergens.

  • If additional information is required, Mallards Coffee Company will contact the roaster for clarification and respond in writing.

All allergen communication is retained for record-keeping.

8. Handling Customer Allergen Complaints or Reactions

If a customer reports a suspected allergen issue:

8.1 Immediate Actions

  • Obtain customer order number

  • Request batch code displayed on packaging

  • Ask customer to retain the product in sealed form

  • Record all details (customer name, date, symptoms, location of purchase)

8.2 Supplier Notification

  • Contact the supplier immediately with the batch code

  • Request investigation under their HACCP and allergen control plan

  • Request confirmation of allergens handled on the day of production

  • Suspend sales of the affected product pending supplier response (if advised)

8.3 Customer Resolution

  • Provide refund or replacement as appropriate

  • Relay investigation outcome to customer

  • Log the incident in the Food Safety Record

9. Allergen Training & Awareness

As the business is operated by the owner:

  • The owner maintains up-to-date understanding of UK allergen laws

  • FSA Allergen Training (free online) is completed and refreshed annually

  • Supplier documentation is reviewed to stay informed of allergen controls

10. Record Keeping

The following allergen-related records are maintained:

  • Supplier allergen management statement

  • Supplier HACCP

  • Food Hygiene Rating documentation

  • Purchase orders for all coffee supplied

  • Batch codes linked to customer orders

  • All customer allergen enquiries

  • Training certificates

  • Annual supplier review notes

Records are stored digitally with secure backup.

11. Review of Procedure

This Allergen Control Procedure is reviewed:

  • Annually

  • When products change

  • When supplier allergen handling practices change

  • After any customer allergen enquiry or incident

  • After EHO inspection or advice

What will be your favourite?

View all