Traceability Procedure

Version: 1.0


Last Updated: 08-12-2025


Scope: This procedure applies to all roasted coffee products and accessories sold by Mallards Coffee Company, including products fulfilled through our contracted roasting partner.

1. Purpose

The purpose of this procedure is to ensure Mallards Coffee Company can rapidly identify, withdraw, and (if necessary) recall any product that may pose a safety risk or is not compliant with UK food law.


It ensures:

  • Protection of public health

  • Compliance with legal responsibilities

  • Clear communication with customers, the roasting partner, and authorities

2. Definitions

2.1 Withdrawal

Removing a product from sale or distribution before it reaches customers.
Example: an incorrect label identified before the coffee is dispatched.

2.2 Recall

Requesting that customers return or dispose of a product already delivered to them.
Example: discovering a contamination issue after customers have received orders.

2.3 Affected Product

Any batch with:

  • safety concerns

  • contamination

  • incorrect allergen information

  • incorrect grind

  • mislabelling

  • unexpected foreign objects

  • compromised packaging

3. Roles & Responsibilities

Mallards Coffee Company (Food Business Operator)

  • Leads and coordinates withdrawals & recalls

  • Assesses risk

  • Communicates with customers

  • Communicates with authorities

  • Maintains all documentation

  • Issues refunds or replacements

Roasting Partner

  • Provides batch information

  • Alerts Mallards to any safety concerns in production

  • Supports investigation

  • Provides corrective actions on manufacturing issues

4. Triggers for a Withdrawal / Recall

A withdrawal or recall may be triggered by:

  • Notification from the roasting partner of a safety issue

  • Customer complaint indicating potential contamination or fault

  • Incorrect or missing allergen declarations

  • Labelling errors affecting safety or legal compliance

  • Evidence of spoilage or packaging failure

  • FSA or Local Authority notification

  • Internal traceability reviews revealing an issue

5. Immediate Actions (First 1–2 Hours)

  1. Stop Sale:

    • Immediately halt sales of affected batch(es) on our website.

    • Remove listings from being purchasable (“Draft” or “Unavailable”).

  2. Secure Information:

    • Identify affected batch codes.

    • Gather supplier records, roast logs, and fulfilment data.

  3. Assess Risk:
    Determine whether:

    • the issue affects food safety, or

    • is a quality or labelling issue.

  4. Inform the Roasting Partner:

    • Provide batch code(s), order numbers, and customer details.

    • Request full production and QA information for the affected batch.

  5. Begin Documentation:

    • Open a new entry in the Recall & Withdrawal Log.

6. Risk Assessment

Using FSA guidelines, assess:

  • Severity of risk (e.g., allergen contamination = highest level)

  • Number of customers affected

  • Likelihood of harm

  • Whether authorities must be notified

If there is any potential risk to health, escalate to full recall and notify the Local Authority.

7. Execution of a Withdrawal

Only applies if the product has not yet reached the customer.

Actions:

  1. Cancel unshipped orders.

  2. Notify any customers whose orders have been halted.

  3. Issue refunds or replacements.

  4. Update our product status.

  5. Confirm with the roaster that no further dispatches occur.

Documentation is completed and filed.

8. Execution of a Recall

A recall applies when customers already have the product.

8.1 Customer Identification

Using collected data, compile a list of:

  • Customer names

  • Contact emails

  • Addresses

  • Affected batch codes

  • Order dates

8.2 Customer Communication

Notify all affected customers using:

  • Email (primary)

  • Additional channels if required (website banner, social media)

Customer message must include:

  • Product name and batch code

  • Clear description of the issue

  • Advice on what to do (dispose, return, stop consuming)

  • How to obtain refund/replacement

  • Contact details for further support

8.3 Authority Notification

If there is a food safety risk, Mallards must contact:

  • Local Authority Environmental Health Officer, AND

  • Potentially the FSA Incidents Team (if the EHO advises)

Provide:

  • Batch details

  • Risk assessment

  • Corrective actions taken

  • Distribution list

  • Communication plan

8.4 Public Notification (If Required)

If advised by authorities:

  • Add a notice to the website

  • Publish recall information on social channels

  • Cooperate with FSA public recall alerts

9. Refunds & Customer Resolution

Mallards Coffee Company will ensure customers:

  • Receive a full refund OR

  • Replacement where appropriate OR

  • Safe disposal guidance

Refunds are issued promptly to the original payment method.

10. Disposal of Affected Stock

Because coffee is externally fulfilled, Mallards does not store physical stock.
Therefore:

  • The roasting partner disposes of any remaining affected stock

  • Confirmation of disposal is logged and retained

If accessories are recalled, returned items must be:

  • Quarantined

  • Logged

  • Disposed of or returned to the supplier as required

11. Documentation & Record Keeping

All records must be stored for a minimum of 12 months after the BBE date.

Documentation includes:

  • Incident report

  • Batch lists

  • Customer list

  • Communications sent

  • Corrective actions

  • Supplier investigation results

  • Final recall summary

12. Post-Incident Review

Within 7 days of closing an incident:

  1. Review what caused the problem.

  2. Identify whether supplier controls need adjusting.

  3. Assess whether labelling, ordering systems, or communication procedures require improvement.

  4. Record improvements in the Corrective Actions Register.

  5. Update HACCP documentation where applicable.

13. Annual Recall Test

An annual mock recall is conducted to ensure:

  • Traceability can be completed within 4 hours

  • Customer lists can be retrieved quickly

  • Internal communication steps are effective

  • Documentation is complete

Record results and implement improvements as necessary.

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