How It Works
Compliance that runs in the background of your day.
No new workflows. No training for staff. No complicated setup. Just log the delivery, and EthicalHub handles everything else.
1
Set up suppliers→
2
Log deliveries daily→
3
Sign off monthly→
4
Walk in audit-readyThe big picture
Three things. That's all it takes.
EthicalHub is designed around how childcare centres actually operate — not how compliance textbooks say they should.
1Setup
Upload your current suppliers
Add your existing vendors and upload their current certificates. You don't need new suppliers. You don't need a marketplace. Use who you already buy from.
Takes about 15 minutes total
2Daily
Log deliveries as they arrive
When a delivery lands, your staff record the temperature and press confirm. That's it. EthicalHub does the rest — linking to the invoice, supplier cert, and staff record automatically.
Under 30 seconds per delivery
3Audit
Export your audit pack in 60 seconds
When an authorised officer walks in, you click one button. A complete, timestamped compliance file is generated and ready to hand over. No scrambling. No searching.
60 seconds from request to PDF
1
Supplier Setup
Your certificates are always current. Automatically.
Upload your supplier list once. Add their HACCP certificates, public liability insurance, and any other required documents. EthicalHub monitors every expiry date and alerts you before a certificate lapses — not after an auditor finds it.
Upload HACCP, insurance, Modern Slavery statements, and allergen declarations
Automatic expiry alerts sent to you before a certificate lapses
Version history shows exactly what was current at time of each delivery
Risk rating assigned per supplier based on certificate completeness
You keep your existing suppliers and ordering process. EthicalHub layers compliance monitoring on top — nothing changes operationally.
Supplier Certification Vault
Green Valley Organics
HACCP + Public Liability · Expires 14 Aug 2026
Metro Meats
HACCP · Expires in 14 days
Bay Bakehouse
Public Liability · Expired 3 days ago
Fresh Foods Co
HACCP + Insurance · Expires 3 Nov 2026
Suncoast Produce
HACCP + Modern Slavery · Expires 2 Mar 2027
3 certificates monitored · 1 expiring soon · 1 expired — action required
2
Daily Delivery Logging
Your staff log the delivery.
EthicalHub does the rest.
When a delivery arrives, your team opens EthicalHub on a tablet or phone, enters the temperature reading, and hits confirm. The system automatically links the delivery to the correct supplier certificate, invoice reference, and staff member — creating a complete, timestamped compliance record.
Temperature automatically checked against safe thresholds — breach triggers corrective action immediately
Supplier certificate validity confirmed at exact time of delivery
Staff member automatically recorded against every entry
Works on tablet or phone — optimised for kitchen use
A delivery log takes under 30 seconds to complete. Staff need zero knowledge of VECRA or HACCP requirements.
Log Delivery
Supplier
Green Valley Organics
Invoice #
INV-256422
Product
Organic Eggs
Staff Member
J. Davies
Temperature Reading
4.2
°C
Within range ✓
Supplier certificate verified
Green Valley Organics HACCP — valid at time of delivery. Expires 14 Aug 2026.
3
FSS & Staff Records
Never get caught with an expired FSS certificate.
Your Food Safety Supervisor certificate is a legal requirement under VECRA. EthicalHub stores every FSS certificate digitally, tracks its expiry date, and sends you automatic renewal reminders — so it never lapses without you knowing.
Store FSS certificates for every relevant staff member
Automatic countdown alerts — 90, 60, and 30 days before expiry
Staff training records including Working with Children checks (Pro)
All records instantly included in your one-click audit pack
An expired FSS certificate is one of the most common VECRA deficiency findings in Victorian childcare. EthicalHub makes it impossible to miss.
Food Safety Supervisor Records
| Name | Certificate | Expiry | Status |
|---|---|---|---|
| Jessica Davies | FSS-2024-0871 | 12 Oct 2026 | Current |
| Sarah Murray | FSS-2023-0445 | 28 Mar 2026 | Renew in 6 wks |
| Tom Walsh | FSS-2025-1102 | 5 Feb 2027 | Current |
Renewal reminder — Sarah Murray
FSS-2023-0445 expires in 42 days. Book renewal training to avoid a compliance gap.
4
Corrective Actions
Every breach is documented.
Every action is tracked.
When something goes wrong — a delivery arrives too warm, a certificate lapses, a non-conformance is identified — EthicalHub automatically creates a corrective action record. You assign it, track it, and close it out with full documentation. Auditors need to see this trail.
Temperature breaches auto-create a corrective action — nothing falls through the cracks
Assign actions to specific staff members with due dates
Close-out timestamps and notes create a complete audit trail
All corrective actions included in audit pack export automatically
VECRA auditors look specifically for documented corrective actions. Having no record is worse than having had the breach — it means you have no documented response process.
Corrective Actions
Temperature breach — Metro Meats
In Progress
Chicken breast received at 6.1°C — above 5°C safe threshold. Assigned to S. Murray. Due within 24 hours. Disposition: product isolated pending review.
Certificate expiry — Bay Bakehouse
Overdue
Public liability insurance expired 3 days ago. No orders to be accepted until renewed certificate is uploaded.
Delivery log gap — 14 Feb
Closed
Missing delivery log for Fresh Foods Co. Retroactively completed with supervisor sign-off. Closed 15 Feb 2026 by J. Davies.
5
Monthly Sign-Off
One signature. Full month
of compliance confirmed.
At the end of each month, EthicalHub presents a summary of all delivery logs, supplier certificate statuses, corrective actions, and FSS records. You review and sign off digitally. That signature becomes part of your permanent compliance record.
Monthly summary auto-generated — nothing for you to compile
Digital director signature with timestamp creates a formal record
Any open corrective actions flagged for review before sign-off
All monthly sign-offs stored and included in audit pack
Monthly sign-offs show auditors that your director is actively overseeing compliance — not just relying on staff to manage it unsupervised.
February 2026 — Monthly Review
28/30
Deliveries
35/35
Supplier Certs
2/2
Actions Closed
1
Pending
Director sign-off for February 2026
Jessica Davies
Signed 1 March 2026 · 08:42 AEDT
✓ February 2026 compliance confirmed and locked
6
Audit Pack Export
60 seconds.
Every document. Audit-ready.
When an authorised officer arrives — or when you're preparing for a scheduled VECRA audit — click one button. EthicalHub compiles every delivery log, supplier certificate, FSS record, corrective action, and monthly sign-off into a single, structured PDF. Formatted for auditors. No searching. No scrambling.
All supplier certificates with version history included
Complete delivery logs, temperature readings, and staff records
All corrective actions with close-out notes and timestamps
Monthly sign-offs from your director — demonstrating active oversight
You can generate your audit pack at any time — not just before an audit. Many EthicalHub directors run it monthly as a habit to stay ahead of any gaps.
EthicalHub · Audit Pack
ABC Learning Centre — Carlton VIC
Compliance Summary
No expired supplier certifications
No unresolved corrective actions
Delivery log compliance: 99.2%
Food Safety Supervisor: Valid
Supplier Compliance Summary
| Supplier | HACCP | Insurance | Risk |
|---|---|---|---|
| Melbourne Fresh | Valid | Valid | Low |
| Coles | Valid | Valid | Medium |
| DairyDirect VIC | Valid | Valid | Low |
⚠ 2 certificates expiring within 45 days — notifications issued
Delivery Verification Log
| Date | Supplier | Product | Temp | Status |
|---|---|---|---|---|
| 14 Jan | DairyDirect | Milk | 4.2°C | ✓ |
| 5 Feb | DairyDirect | Yogurt | 7.8°C | ✗ Breach |
| 12 Feb | Fresh Produce | Chicken | 3.6°C | ✓ |
Compliance rate: 99.2% · 1 missed log corrected within 24 hrs
Corrective Action Register
5 Feb 2026 — DairyDirect VIC · Yogurt at 7.8°C
Delivery rejected on site
Supplier notified same day
Replacement delivered within 3 hours at 3.9°C
Resolved · Reviewed by Director 6 Feb 2026
Food Safety Supervisor
Jane Smith
Certificate FSS-984563 · Issued 18 Aug 2023
Expires 18 Aug 2028 · Reminder: Jun 2028
Monthly Compliance Review
Jan 2026
Director M. Evans
✓ All logs complete
Feb 2026
Director M. Evans
✓ Breach handled
Digital sign-off stored in EthicalHub
NQS Quality Area 2 — Sourcing Evidence
68%Fresh produce spend
85%Suppliers with HACCP
42%Local suppliers
12kgPlastic packaging avoided
See exactly what your auditor receives · Opens full PDF
Works with what you already have
No disruption. No replacement.
Just layer it on top.
EthicalHub is designed to sit alongside your existing operations — not replace them. You keep your suppliers, your ordering system, your delivery process. We add the compliance monitoring layer on top.
Keep your existing suppliers — no marketplace required, no switching
Keep your existing ordering process — phone, email, or online
Works on any device — phone, tablet, or desktop in the kitchen
No ERP. No IT department. No long implementation project
Staff need zero compliance knowledge to use it correctly
Existing suppliers
You bring your current vendor list. Upload their existing certificates. Nothing changes about how you order from them.
No switching required
Existing ordering system
Whether you order by phone, email, an online portal, or in person — keep doing that. EthicalHub tracks what arrives, not how you ordered it.
No process changes
Any device, any location
Tablet in the kitchen, phone at the loading dock, desktop in the office. EthicalHub is fully responsive and works on whatever your staff have in hand.
Browser-based, no app install
Setup in under 15 minutes
We personally walk you through onboarding on every plan. Most centres are fully live — suppliers uploaded, team onboarded — within 30 minutes of their first call.
Personally onboarded
Your onboarding journey
From sign-up to audit-ready
in your first week.
Here's exactly what happens from the moment you start your free trial to the day you walk into your first audit with confidence.
Day 1
Account created. Suppliers uploaded.
You create your account, add your existing suppliers, and upload their current certificates. We book a 30-minute walkthrough call to help you get set up.
- Account activated
- Supplier list imported
- First certificates uploaded
- Onboarding call booked
Day 2–3
First deliveries logged. Team onboarded.
Your staff log their first few deliveries. We walk through the temperature workflow together. By Day 3, most centres are running without any support needed.
- First delivery logs completed
- Temperature workflow confirmed
- Staff comfortable with process
End of Week 1
Full compliance picture visible.
Your Audit Readiness Score shows exactly where your compliance stands. Any gaps — expired certificates, missing records — are visible and flagged for action.
- Audit Readiness Score live
- Certificate gaps identified and actioned
- FSS records uploaded and tracked
End of Month 1
First monthly sign-off completed.
EthicalHub auto-generates your first monthly compliance summary. You review and sign off digitally. Your first full audit pack is ready to download.
- Monthly sign-off completed
- First audit pack generated
- Zero compliance gaps remaining
Audit Day
Ready in 60 seconds.
An authorised officer walks in. You click one button. A complete, structured compliance pack is downloaded and handed over. No searching. No stress. No scrambling.
- Complete audit pack in 60 seconds
- Walk in prepared — every time
- Audit-Ready. Every Day.
Common questions
Everything you're wondering
before you start.
Most centres are fully set up and logging their first deliveries within 30 minutes. The initial setup involves adding your supplier list and uploading existing certificates — we help you through this on a personal onboarding call included with every plan.
No. Your staff just log the delivery — enter the temperature and hit confirm. They don't need to understand HACCP, VECRA, or any regulatory framework. The compliance logic runs in the background automatically.
No. EthicalHub works alongside your existing suppliers. You keep ordering from whoever you currently use. We just add compliance monitoring on top of your existing relationships — there's no marketplace or switching required.
The audit pack includes: all supplier certificates with version history, complete delivery logs with temperature readings and staff records, FSS certificates and staff training records, all corrective actions with close-out documentation, and all monthly director sign-offs. It's structured specifically for VECRA auditors — not just a data dump.
EthicalHub automatically creates a corrective action record when a breach is detected. You assign it to a staff member, document the disposition (e.g. product isolated, supplier contacted), and close it out with a timestamp. This documented response process is exactly what auditors look for.
The Multi-Site plan gives you a unified dashboard across all locations — one compliance score, one supplier vault, one group-level audit pack. You can see compliance status for every centre at a glance and generate a single audit pack covering all sites simultaneously.
All data is encrypted at rest and in transit, stored on Australian servers, and never shared with or sold to third parties. We follow Australian Privacy Principles (APPs) under the Privacy Act 1988. Your compliance data belongs to you — export it anytime.
Ready to see it for yourself?
Start your 30-day free trial and have your first delivery logged in under 15 minutes. No credit card. No commitment.