Anyone here who uses AI follows this page. Fill in the blanks, keep it next to the computer, and show it to new staff on their first day.
| Written with AI | Checked by | What they check |
|---|---|---|
| Allergen and ingredient notes on the menu | Head chef ______ | Each dish against the real recipe; AI can’t know |
| Menu prices, weekend and public holiday surcharges | Owner ______ | ACCC rules on page 2; no card surcharges from 1 Oct |
| Replies to reviews | Whoever wrote it | No personal details; don’t admit or deny what you haven’t checked |
| Rosters | Manager ______ | Talk to staff before changing regular rosters (page 2) |
| Tool and plan | Account owner | Used by | Chats used for training |
|---|---|---|---|
| Off / no switch (where to turn it off: page 2) | |||
Ask ______. If you’re still not sure, leave it out and write it yourself.
Asked “is there peanut in this?” Answer from the recipe records, never from AI.
When someone leaves or an account isn’t needed, change the password that day and remove them.
Which AI tools use your chats for training, and where to turn it off, changes often, so we keep one table and check it against the official pages every month: Do ChatGPT, Claude, Copilot and Gemini train on your chats? The printable PDF has the table as of the date printed on it.
Prices: menus show the total price, including any fee charged every day. Weekend and public holiday surcharges can stay out of the price, but the menu must say “a surcharge of [percentage] applies on [day or days]”, as prominently as the most prominent price. From 1 October 2026 you can’t surcharge for Visa, Mastercard, Amex or eftpos card payments; weekend and public holiday surcharges are still allowed (ACCC).
Allergens: for food that isn’t packaged (dine-in, takeaway), allergen declarations must be displayed with the food or given to the customer on request (FSANZ), and you must be able to tell customers exactly what the food contains (Safe Food Victoria, Victoria’s food safety regulator since 1 July 2026).
Staff: talk to staff before changing regular rosters (Fair Work); keep time and wages records for 7 years (Fair Work).
Privacy: most small businesses with an annual turnover of $3 million or less aren’t covered by the Privacy Act, but some are (OAIC). The OAIC recommends that organisations “do not enter personal information, and particularly sensitive information, into publicly available generative AI tools” (OAIC).
This is a free template, not legal advice. The ACCC, FSANZ, Safe Food Victoria, Fair Work and OAIC pages are what count; if you’re unsure, ask your council’s food safety team or a lawyer.
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