Privacy policy

Who we are

Coffee Machine HQ operates coffeemachinehq.com and is the data controller for the personal data described in this policy. For any privacy matter, write to us at [ADD BUSINESS ADDRESS], email [ADD EMAIL ADDRESS] or call [ADD PHONE NUMBER] during [ADD OPENING HOURS].

What we collect

• Contact and account details: name, business name, email address, telephone number, billing and delivery addresses.
• Order information: the products you buy, order history, correspondence about your order, and any site details you share with us for specification purposes.
• Payment information: handled by our payment processors. We receive confirmation of payment and limited details such as the last digits of a card, not full card numbers.
• Enquiry content: anything you tell us by email, telephone or through a form on the site.
• Technical and usage data: IP address, device and browser type, pages viewed and referring source, collected through cookies and similar technologies.
• Marketing preferences: your consent status and any subsequent opt-out.

Why we use it, and our lawful basis

• To fulfil your order — processing payment, arranging delivery and providing support. Lawful basis: performance of a contract.
• To answer enquiries and provide advice on equipment and consumables. Lawful basis: performance of a contract or our legitimate interests in responding to you.
• To meet legal obligations such as tax, accounting and product safety record keeping. Lawful basis: legal obligation.
• To operate, secure and improve the website. Lawful basis: legitimate interests in running a functioning and secure service.
• To send marketing where you have opted in, or where you are an existing customer and we are contacting you about similar products. Lawful basis: consent or legitimate interests. You can opt out at any time.
• To prevent fraud and manage credit risk. Lawful basis: legitimate interests.

Cookies

Our site uses cookies and similar technologies. Strictly necessary cookies keep the basket, checkout, login and security functions working, and cannot be switched off. Analytics cookies help us understand how the site is used so we can improve it. Functional and marketing cookies may be used to remember preferences and measure the effectiveness of advertising.

Non-essential cookies are set only with your consent, which you give through the cookie banner and can withdraw at any time by changing your preferences or clearing cookies in your browser settings.

Who we share data with

• Payment processors that authorise and settle card and other payments.
• Delivery and logistics partners that need your name, address and contact number to complete a delivery.
• Analytics providers that help us measure how the website performs.
• Website hosting, email and IT service providers that operate the systems we run on.
• Manufacturers and service partners where this is necessary to progress a warranty claim, an installation or a service visit.
• Professional advisers and authorities where we are required to disclose data by law, or to establish or defend legal claims.

We do not sell personal data. Where a provider processes data on our behalf, they act on our instructions under a written agreement. If data is transferred outside the United Kingdom, we rely on appropriate safeguards recognised under UK data protection law, such as adequacy regulations or standard contractual clauses.

How long we keep it

We keep personal data only for as long as we need it. Order and transaction records are retained for the periods required by tax and accounting law. Enquiry correspondence is kept for as long as needed to deal with the enquiry and any follow-up. Marketing data is kept until you opt out or your consent lapses. Analytics data is retained in line with the settings of the analytics tools we use.

Your rights

• Access a copy of the personal data we hold about you
• Have inaccurate data corrected
• Request erasure of data where there is no continuing lawful reason for us to hold it
• Restrict or object to processing, including processing based on legitimate interests
• Object to direct marketing at any time
• Receive certain data in a portable, machine-readable format
• Withdraw consent where processing relies on it, without affecting processing carried out beforehand

To exercise any of these rights, email [ADD EMAIL ADDRESS] or write to [ADD BUSINESS ADDRESS]. We may ask you to verify your identity before we act. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk, although we would appreciate the chance to put things right first.

Security and changes to this policy

We maintain technical and organisational measures designed to protect personal data against unauthorised access, loss or misuse. No transmission over the internet can be guaranteed completely secure, so please take care with information you send us by email.

We may update this policy to reflect changes in our practices or the law. The current version always appears on this page.