Privacy Policy

Last updated: [Insert Date]

1. Introduction Gather and Grind Coffee ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our coffee shop, use our website, or otherwise interact with us in England.

By using our services, you agree to the collection and use of your information in accordance with this Privacy Policy and applicable data protection laws in the United Kingdom, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are Controller: Gather and Grind Coffee Category: Coffee shop (Café) Region: England

We are the data controller of the personal information processed in connection with our business operations.

3. Information We May Collect About You We may collect and process the following categories of personal data:

3.1 Information you provide directly

• Contact details: name, email address, phone number
• Payment information: limited payment details necessary to process your transaction (for card payments we typically receive only partial card details via our payment processor)
• Reservation or booking details: date, time, number of guests, special requests
• Communication data: information contained in messages or enquiries you send us (by email, social media, contact forms, or in person)
• Loyalty or membership information: if applicable, details related to participation in any loyalty or rewards schemes
• Feedback and reviews: opinions, comments, and ratings you choose to provide

3.2 Information collected automatically When you visit our website or online pages, we may automatically collect:

• Technical data: IP address, browser type and version, device identifiers, time zone setting, operating system and platform
• Usage data: information about how you use our website, such as pages viewed, links clicked, and time spent on pages

3.3 Information from third parties We may receive information about you from:

• Payment providers and banks, in order to process payments
• Online booking platforms, if you reserve a table through a third-party service
• Social media platforms, if you interact with us via their services (subject to your settings and the platform’s privacy policy)

4. Legal Bases for Processing We process your personal data only where we have a lawful basis to do so under UK data protection law. These include:

   • Performance of a contract: e.g., to process your orders, reservations, or loyalty membership
   • Legitimate interests: e.g., to improve our services, ensure security, and respond to your enquiries, where these interests are not overridden by your rights
   • Consent: e.g., for sending certain marketing communications where consent is required
   • Legal obligation: e.g., to comply with tax, accounting, and other regulatory requirements

5. How We Use Your Information We may use your personal data for the following purposes:

   • Providing products and services: to prepare and serve your orders, manage bookings, and deliver any additional services you request
   • Customer support: to respond to queries, complaints, or requests for information
   • Payments and billing: to process payments, issue receipts or invoices, and prevent fraudulent transactions
   • Communications: to send service-related messages (such as booking confirmations, changes to opening hours, or important updates)
   • Marketing: to send you information about offers, events, promotions, and news about Gather and Grind Coffee, where you have consented or where we are permitted to do so under applicable law
   • Improvement and analytics: to analyse use of our website and services to improve our offerings, layout, and customer experience
   • Security: to protect our staff, customers, premises, systems, and data, for example by monitoring for security incidents and misuse
   • Legal and regulatory: to comply with our legal obligations and to establish, exercise, or defend legal claims

6. Cookies and Similar Technologies Our website may use cookies and similar technologies to:

   • Remember your preferences and settings
   • Improve the performance and security of the website
   • Understand how visitors use our website

Where required by law, we will ask for your consent before placing non-essential cookies on your device. You can manage your cookie preferences through your browser settings and, where available, through our cookie banner or settings tool.

7. How We Share Your Information We do not sell your personal data. We may share your information in the following circumstances:

7.1 Service providers We may share personal data with trusted third-party service providers who perform functions on our behalf, such as:

• Payment processors
• Website hosting and IT support
• Reservation and booking systems
• Email and marketing platforms

These providers are only allowed to use your personal data to provide services to us and must protect your data in accordance with data protection laws and our instructions.

7.2 Business partners and platforms Where you interact with us through third-party platforms (such as delivery services, booking sites, or social media), those platforms will also process your personal data according to their own privacy policies.

7.3 Legal requirements and protection We may disclose your information where required to do so by law, regulation, or court order, or where necessary to:

• Respond to lawful requests from public or governmental authorities
• Protect the rights, property, or safety of Gather and Grind Coffee, our staff, customers, or others
• Detect, prevent, or address fraud or security issues

7.4 Business transfers In the event of a sale, merger, restructuring, or similar corporate transaction involving Gather and Grind Coffee, your personal data may be transferred as part of the transaction, in accordance with data protection law.

8. International Transfers Our primary operations are in England. However, some of our service providers or their servers may be located outside the United Kingdom.

Where your personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as:

• An adequacy regulation from the UK government for the destination country; or
• Standard contractual clauses and other contractual protections approved under UK law.

9. Data Retention We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

Retention periods may vary depending on the type of data, but generally we consider the following criteria:

• The amount, nature, and sensitivity of the data
• The purposes for which we process it and whether we can achieve those purposes by other means
• The applicable legal and regulatory retention requirements

Once data is no longer needed, we will securely delete or anonymise it.

10. Your Rights Under UK data protection laws, you have certain rights regarding your personal data. These may include:
    • Right of access: to obtain a copy of your personal data and information about how we process it
    • Right to rectification: to have inaccurate or incomplete data corrected
    • Right to erasure: to request deletion of your personal data where there is no longer a legal basis for us to retain it
    • Right to restrict processing: to request that we limit the processing of your data in certain circumstances
    • Right to data portability: to receive your data in a structured, commonly used, and machine-readable format and to transmit it to another controller where technically feasible
    • Right to object: to object to processing based on our legitimate interests or for direct marketing purposes
    • Rights related to consent: where we rely on consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing before consent was withdrawn.

To exercise any of these rights, please contact us using the details provided in the "Contact Us" section below. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner’s Office (ICO), if you believe your data protection rights have been infringed. Further information is available at www.ico.org.uk.

11. Security of Your Information We implement appropriate technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These may include:
    • Access controls and authentication measures
    • Encryption and secure transfer protocols where appropriate
    • Regular review of our security practices

However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

12. Children’s Privacy Our services are primarily intended for adults. We do not knowingly collect personal data from children under the age required by applicable law without appropriate parental or guardian consent. If you believe that a child has provided us with personal information without consent, please contact us so we can take appropriate steps.

13. Third-Party Websites Our website or communications may contain links to third-party websites, plug-ins, or services that are not operated or controlled by Gather and Grind Coffee. This Privacy Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

14. Changes to This Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will revise the "Last updated" date at the top of this Policy. Where legally required, we will notify you of significant changes.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

15. Contact Us If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact us:

Gather and Grind Coffee [Insert Postal Address] [Insert Email Address] [Insert Telephone Number]

We will do our best to respond to your queries and resolve any concerns in a timely and appropriate manner.