The Fresh Coffee Company (UK) Ltd are committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Looking after the personal information you share with us is very important, and we want you to be confident that your personal data is kept safely and securely, and to understand how we use it.
We have published this notice to help you understand:
- how and why The Fresh Coffee Company collect information from you;
- who we share your information with, why and on what basis; and
- what your rights are.
If we make changes to this notice, we will notify you by updating it on our website. The Fresh Coffee Company will be what is known as the ‘Data Controller’ of the personal data you provide to us. What this means is that The Fresh Coffee Company determines the purposes and way in which any personal data are, or will be, processed.
This privacy notice was last updated on 11th May 2018.
WHAT INFORMATION WE COLLECT FROM YOU AS A CUSTOMER AND WHY
Personal data means any information capable of identifying an individual. It does not included anonymised data. We may process certain types of personal data about you as follows:
- Identity Data may include your first name, surname and title.
- Contact Data may include your invoicing/billing address, delivery address, email addresses and telephone numbers.
- Financial Data may include your bank account details.
- Transaction Data may include details about payments between us and other details of purchases made by you.
- Profile Data may include your purchase/order history, your interests/preferences and feedback.
- Usage Data may include your preferences in receiving marketing communications from us.
- Marketing and Communications Data may include your preferences in receiving marketing communications from us, and your communication preferences.
WEBSITE VISITOR TRACKING
This site uses Google Analytics tracking. This enables us to know how our audience find us and what actions you take on the website, which then allows us to make improvements. We do not capture any personal data.
HOW WE USE YOUR INFORMATION
Data Protection says that we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of the following reasons:
- Contract – your personal information is processed in order to fulfil a contractual arrangement
- Consent - where you agree to us using your personal information for a specific purpose
- Legitimate Interests – this means the interests of The Fresh Coffee Company, in managing our business to allow us to provide you with the best products and service in the most secure and appropriate way
- Legal Obligation – where there is statutory or other legal requirement to share the information
Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.
|Purpose/Activity||Type of Data||Lawful basis for processing|
|To respond to a website enquiry||Consent to make contact for a specific purposeLegitimate interest to explore new business opportunities|
|To register you as a new customer||Performance of a contract with you|
|To process and deliver orders, including;||Performance of a contract with youLegitimate interests to process efficiency in dealing with such activity, and to make improvements to our services.Legitimate interests to recover debts owed to us|
|Manage your account and provide customer services to you, as well as informing you about changes to our terms and/or policies||Performance of a contract with youLegitimate interest in keeping our records up to date, handling our customer contact efficiently and effectively, and working out how we may better service your accountNecessary to comply with a legal obligation|
|To enable you to partake in a competition||Performance of a contract with youNecessary for our legitimate interests to study how customers use our products/services, to develop them and grow our business|
WHO WE SHARE YOUR INFORMATION WITH AND WHY
The Fresh Coffee Company works with a number of trusted suppliers and businesses in order to provide you with the high quality goods and services you expect from us such as delivery companies, product technicians, service engineers and fraud prevention agencies amongst others. Some examples of the categories of third parties with whom we may have to share your data are:
The Fresh Coffee Company works with a number of trusted partners who supply products and services on our behalf. All partners are subject to thorough security checks, and will only hold the minimum amount of personal information needed in order to fulfil the orders you place or provide a service on our behalf.
In order for you to receive your goods, The Fresh Coffee Company sometimes works with delivery partners. Again, we only pass limited information to them in order to ensure delivery of your items.
Professional advisers may include lawyers, bankers, auditors and insurers, who provide consultancy, banking, legal, insurance and accounting services.
The Fresh Coffee Company works with a trusted payment processing provider in order to securely take and manage payments.
HMRC, regulators and other UK authorities require reporting of processing activities in certain circumstances.
Debt Recovery and Fraud Prevention Services
The Fresh Coffee Company has a legitimate interest in protecting our business and preventing fraud. As such, there may be situations when we have to employ the assistance of a fraud prevention agency or debt recovery firm, who may use your personal data to detect, investigate and prevent crime.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.We do not transfer your personal data outside the European Economic Area (EEA).
HOW LONG WE KEEP YOUR INFORMATION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
To determine the appropriate retention period for the personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purpose for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstance we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
HOW WE KEEP YOUR DATA SECURE
The Fresh Coffee Company has put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
UNDERSTANDING YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. The include the right to:
- request access to your personal data
- request correction of your personal data
- request erasure of your personal data
- object to processing of your personal data
- request restriction of processing your personal data
- request transfer of your personal data
- right to withdraw consent
If you wish to exercise any of the rights set out above, please get in touch using the contact details at the base of the document.
Should you need to contact us please write to:
Data Protection Officer The Fresh Coffee Company (UK) Ltd Unit 4 Holmesdale House 46 Croydon Road Reigate Surrey RH2 7JH
or via firstname.lastname@example.org quoting ‘Data Protection Enquiry’.