Privacy Policy

1. Who we are

This website is operated by Coventry Coffee Company Limited (“Coventry Coffee Co”, “we”, “us”), a company registered in England and Wales under company number 12653661. We supply, rent and service commercial coffee machines and supply coffee and consumables to businesses across the Midlands.

For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018, we are the data controller for the personal data described in this policy.

You can reach us at:

• Coventry Coffee Company Limited, Rhodes House, Northfield Road, Southam, Warwickshire, CV47 0FG
• Email: info@coventrycoffeeco.co.uk
• Telephone: 07519 560 322
• Registered with the Information Commissioner’s Office, registration number ZA868874

2. The information we collect

We are a business-to-business supplier, so most of the information we hold relates to people in their professional capacity — a name, a work email address and a role at a venue or company.

Information you give us

• Enquiry and quote requests. When you complete a form on this site we collect your first and last name, company name, email address and message. Where you choose to provide them, we also collect your telephone number, site type, number of locations, daily coffee volume and details of your current setup.
• Trade portal accounts. If you hold a trade account, we hold the email address you log in with, your account and pricing details, and the orders you place through the portal. Passwords are stored in hashed form by our authentication provider and are never visible to us.
• Correspondence. If you email, call, message us on WhatsApp or speak to an engineer, we keep a record of that correspondence and any information you give us in it.
• Customer and account records. If you become a customer, we hold contact details for the people we deal with, delivery and installation addresses, machine and service history, order history and billing information.

Information we collect automatically

Our hosting provider records standard technical information each time a page is requested, including your IP address, the page requested, the date and time, and basic browser and device information. This is used to serve the site, keep it secure and diagnose faults.

3. How we use it, and our lawful basis

• Responding to enquiries and preparing quotes — because it is in our legitimate interests to answer people who contact us, and because it is a step taken at your request before entering into a contract.
• Supplying machines, coffee, consumables and servicing — to perform our contract with you, or with the business you represent.
• Operating trade portal accounts and processing orders — to perform our contract with your business.
• Account management, support and service visits — to perform our contract and because it is in our legitimate interests to run our business properly.
• Invoicing, accounting and tax records — to comply with our legal obligations.
• Keeping this website secure and preventing abuse of our forms — because it is in our legitimate interests to protect our systems.
• Occasional emails to existing business customers about similar products and services — because it is in our legitimate interests to keep customers informed. You can opt out at any time by replying to any message or emailing us.

We do not sell personal data, and we do not use it for automated decision-making or profiling.

4. Cookies and similar technologies

This website does not use analytics, advertising or tracking cookies, and we do not run third-party marketing pixels on it.

The trade portal uses strictly necessary browser storage to keep you logged in for the duration of your session. This is required for the portal to work and is only set once you log in.

Some assets are loaded from third-party content delivery networks, which will receive your IP address as a normal part of delivering those files.

5. Who we share information with

We share personal data only where we need to, and only with organisations that are required to keep it confidential and to process it on our instructions:

• Hosting and infrastructure. Vercel Inc. hosts this website and processes the request logs described above.
• Email delivery. Resend delivers the notification emails generated by our website forms, and our email provider handles the correspondence that follows.
• Trade portal platform. Supabase provides the authentication and database services behind the trade portal.
• Delivery and installation partners. Couriers and engineers receive the delivery address and site contact details needed to complete a delivery, installation or service visit.
• Professional advisers. Our accountants, insurers and, where necessary, our legal advisers.

We may also disclose information where we are required to do so by law, or to establish, exercise or defend legal claims.

6. International transfers

Some of the providers listed above are based outside the UK, or store data outside the UK. Where personal data is transferred outside the UK, we rely on the safeguards permitted by UK data protection law — in practice, UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

7. How long we keep it

• Enquiries that do not lead to an account — up to two years from your last contact with us, so that we can pick up the conversation if you come back to us.
• Customer and account records — for the life of the relationship and for six years afterwards, in line with our contractual and limitation-period obligations.
• Invoices and accounting records — six years from the end of the accounting period they relate to, as required by HMRC.
• Website request logs — a short retention period set by our hosting provider, typically measured in days rather than months.

8. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• have inaccurate data corrected;
• ask us to erase data where there is no good reason for us to keep it;
• object to processing carried out on the basis of our legitimate interests;
• ask us to restrict processing while a query is resolved;
• receive data you gave us in a portable format, where processing is based on consent or contract; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, email info@coventrycoffeeco.co.uk. We will respond within one month. There is no charge for making a request.

If you are unhappy with how we have handled your personal data, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put things right first.

9. Security

This site is served over HTTPS, and access to our customer records and trade portal is restricted to people in the business who need it. No system can be guaranteed completely secure, but we take appropriate technical and organisational measures to protect the data we hold and to restore access if something goes wrong.

10. Other websites

This site links to other websites, including our social media profiles. We are not responsible for the privacy practices of those sites, and we encourage you to read their own privacy notices.

11. Changes to this policy

We review this policy periodically and will update the date at the top whenever it changes. If we make a material change, we will make that clear on this page.

12. Contact us

Questions about this policy or about how we handle personal data can be sent to info@coventrycoffeeco.co.uk, or posted to Coventry Coffee Company Limited, Rhodes House, Northfield Road, Southam, Warwickshire, CV47 0FG.