Privacy Notice

1. Who We Are

Coffee Refresh provides coffee machine servicing, repair and maintenance across Northern Ireland.

Our website address: coffeerefresh.com

Data controller contact email: info@coffeerefresh.com

We are committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

2.1 Information You Provide Directly

• Contact forms: name, phone number, email address, message content.
• Newsletter sign-up: email address (processed by Brevo.com).
• Service enquiries or bookings: name, address, email, phone number, details about the equipment or job.

2.2 Data Collected Automatically (Cookies & Analytics)

When you visit our website, we may collect:

• IP address
• Browser type and version
• Pages viewed
• Time spent on pages
• Device information

This data is collected using Google Analytics cookies and similar technologies.

2.3 CAPTCHA Data

Our newsletter form uses CAPTCHA to prevent spam. CAPTCHA services typically analyse:

• Mouse movements
• Typing patterns
• IP address
• Browser and device settings

This helps verify that a genuine user (not a bot) is submitting the form.

3. How We Use Your Personal Data

• Responding to service enquiries and providing quotes
• Managing customer relationships and delivering repair/maintenance services
• Sending newsletters and updates (only if you have subscribed)
• Improving our website, user experience and marketing
• Ensuring website security (including CAPTCHA)

4. Legal Bases for Processing

• Contract – to provide servicing/repair work requested by you
• Consent – for sending newsletters
• Legitimate interests – website analytics, security and preventing spam
• Legal obligation – where we must keep certain records for tax or regulatory purposes

5. How We Share Your Data

We do not sell your data. We only share it with trusted third-party processors necessary to run the business:

Brevo (Email Marketing Platform)

We use Brevo to manage newsletter subscriptions and email campaigns.
Brevo stores your email address and tracks email engagement (such as opens and clicks).

Google Analytics

Google processes website usage data on our behalf.
Data may be transferred outside the UK/EU, but safeguards such as Standard Contractual Clauses (SCCs) are applied.

Website Hosting Provider

Your data may be processed by our web hosting company as part of site operation and security.

All third-party processors are required to comply with UK GDPR and handle your data securely.

6. Cookies and Tracking Technologies

We use cookies to:

• Enable website functionality
• Analyse website traffic and performance
• Support the CAPTCHA service

You can manage or disable cookies via your browser settings. If you choose to disable certain cookies, some features may not function correctly.

7. Data Retention

We only keep your personal data for as long as necessary:

• Customer service records
• Contact form enquiries
• Analytics data
• Newsletter subscriber data: until you unsubscribe

8. Your Rights Under UK GDPR

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Object to processing
• Restrict processing in certain circumstances
• Withdraw consent (e.g., email newsletters)
• Make a complaint to the ICO

Information Commissioner’s Office (ICO): ico.org.uk

To exercise any rights, email us at: info@coffeerefresh.com

9. How We Protect Your Data

We use a range of technical and organisational measures including:

• Secure hosting
• HTTPS encryption
• Access controls
• Regular software updates
• Secure third-party processors (Brevo, Google, Consentmanager)

10. Consent Management And Cookie Banner

We have integrated the consent management and cookie banner tool “consentmanager” (www.consentmanager.net) from consentmanager AB (Håltgelvågen 1b, 72348 Västerås, Sweden, mail@consentmanager.net) on our website to obtain consent for data processing and use of cookies or comparable functions. With the help of "consentmanager" you have the possibility to give your consent for certain functionalities of our website, e.g. for the purpose of integrating external elements, integrating streaming content, statistical analysis, measurement and personalized advertising. With the help of “consentmanager” you can grant or reject your consent for all functions or give your consent for individual purposes or individual functions. The settings you have made can also be changed afterwards. The purpose of integrating “consentmanager” is to let the users of our website decide about the above-mentioned things and, as part of the further use of our website, to offer the option of changing settings that have already been made. By using “consentmanager”, personal data and information from the end devices used, such as the IP address, are processed by consentmanager. In addition, the processed information may also be stored on your device.

The legal basis for processing is Art. 6 Para. 1 S. 1 lit. c) in conjunction with Art. 6 para. 3 sentence 1 lit. a) in conjunction with Art. 7 para. 1 GDPR and, in the alternative, lit. f). By processing the data, consentmanager helps us (according to GDPR this is the responsible party) to fulfill our legal obligations (e.g. obligation to provide evidence). Our legitimate interests in processing lie in the storage of user settings and preferences with regard to the use of cookies and other functionalities. “Consentmanager” stores your data as long as your user settings are active. After two years after making the user settings, the consent will be asked again. The user settings made are then saved again for this period.

You can object to the processing. You have the right to object to reasons arising from your particular situation. To object, please send an email to mail@consentmanager.net.

11. Changes to This Privacy Policy

We may update this policy from time to time. The latest version will always be posted on our website with the updated date.

12. Contact Us

If you have any questions about this privacy policy or how we handle your data, contact:

Coffee Refresh Ltd
Email: info@coffeerefresh.com
Registered Office Address: 49-51 Church Street, Newtownards BT23 4AN