Privacy Policy

Last updated: 25th July 2025 

 

Coffee Gems Ltd is committed to protecting your privacy. This policy explains how we collect, use, and protect your personal information when you use our website coffeegems.co.uk. 

Who we are 

Coffee Gems Ltd is the data controller for your personal information. You can contact us at: 

Address: Unit C11 Bumpers Way, Bumpers Farm Industrial Estate, Chippenham, SN14 6LH 
 Email: hello@coffeegems.co.uk  
 Phone: 01249 263437 

What information we collect 

We only collect information that you voluntarily provide to us, including: 

  • Your name and contact details when you contact us 

  • Your email address if you subscribe to our newsletter 

  • Your delivery address and payment information when you place an order 

  • Any information you provide in messages or enquiries 

  • Booking information for coffee experiences 

We do not collect sensitive personal information unless absolutely necessary for your order. 

Information we collect automatically: 

  • CCTV footage for security purposes in our coffee premises 

  • WiFi usage data when you connect to our guest network 

  • Website cookies and analytics data when you browse our site 

We do not collect sensitive personal information unless absolutely necessary for your order or legal compliance. 

How we use your information 

We use your personal information to: 

  • Process and fulfil your coffee orders and bookings 

  • Provide WiFi access in our coffee premises 

  • Manage your subscription benefits 

  • Respond to your questions and enquiries 

  • Send you information about our products and services (only if you've agreed to this) 

  • Ensure security and safety in our premises through CCTV monitoring 

  • Improve our website, coffee house and roastery services, and products 

  • Comply with legal requirements including food safety regulations 

CCTV and security monitoring 

We use CCTV cameras in our coffee premises for security purposes and to ensure the safety of our customers and staff. 

What we record: CCTV footage of public areas within our premises (not private areas like toilets) 

Why we use CCTV: To prevent crime, ensure customer and staff safety, and assist law enforcement if required 

Your rights: You can request a copy of any CCTV footage that shows you by contacting us. We will provide this free of charge within one month. 

Signage: Clear signs are displayed where CCTV is in operation 

Access: Only authorised staff members can view CCTV footage 

Retention: CCTV footage is automatically deleted after 30 days unless required for legal proceedings 

Legal basis for processing 

We process your information based on: 

  • Contract performance - to fulfil your orders and provide services 

  • Legitimate interests - to improve our business and customer service 

  • Your consent - for marketing communications (you can withdraw this at any time) 

  • Legal obligations - to comply with tax and other legal requirements 

Marketing communications 

We will only send you marketing emails if you have specifically agreed to receive them. You can unsubscribe at any time by: 

  • Clicking the unsubscribe link in any email 

  • Calling us on 01249 263437 

How we share your information 

We do not sell, rent, or trade your personal information to third parties. 

We may share your information with: 

  • Delivery companies - to ship your orders 

  • Payment processors - to handle transactions securely 

  • WiFi service providers - to provide internet access in our coffee premises 

  • Professional advisers - such as lawyers or accountants when legally required 

  • Law enforcement - if required by law or to assist with criminal investigations (including CCTV footage) 

All third parties we work with are required to keep your information secure and use it only for the specific purpose we've shared it. 

How long we keep your information 

We keep your information for as long as necessary to: 

  • Provide our services to you 

  • Comply with legal requirements (typically 6-7 years for financial records) 

  • Resolve any disputes 

Specific retention periods: 

  • Customer orders and payment data: 7 years (for tax and accounting purposes) 

  • CCTV footage: 30 days (unless required for legal proceedings) 

  • Marketing communications: Until you unsubscribe or we no longer have a legitimate need 

  • WiFi usage logs: 12 months 

When we no longer need your information, we securely delete it. 

Cookies and website analytics 

Our website uses cookies to improve your experience. Cookies are small files stored on your device that help us: 

  • Remember your preferences 

  • Understand how you use our website 

  • Show you relevant content 

Types of cookies we use: 

Essential cookies - These are necessary for the website to function properly. You cannot opt out of these. 

Analytics cookies - We use Google Analytics to understand how visitors use our website. This helps us improve our services. 

Marketing cookies - These help us show you relevant content and measure the effectiveness of our advertising. 

Managing cookies 

You can control cookies through your browser settings. However, disabling certain cookies may affect how our website works for you. 

Most browsers allow you to: 

  • See what cookies are stored 

  • Delete cookies 

  • Block cookies from specific websites 

  • Block all cookies 

Your rights 

Under UK data protection law, you have the right to: 

  • Access - request a copy of the personal information we hold about you 

  • Rectification - ask us to correct any inaccurate information 

  • Erasure - request deletion of your personal information in certain circumstances 

  • Restrict processing - ask us to limit how we use your information 

  • Data portability - receive your information in a format you can transfer elsewhere 

  • Object - oppose certain types of processing 

  • Withdraw consent - for any processing based on your consent 

To exercise any of these rights, contact us using the details above. We will respond within one month. 

Data security 

We take appropriate technical and organisational measures to protect your personal information, including: 

  • Secure servers and encrypted data transmission 

  • Access controls limiting who can view your information 

  • Regular security updates and monitoring 

  • Staff training on data protection 

While we work hard to protect your information, no internet transmission is completely secure. We cannot guarantee absolute security but will notify you of any significant data breaches as required by law. 

International transfers 

We primarily store and process your data within the UK. If we need to transfer your information outside the UK, we will ensure adequate protection through: 

  • Adequacy decisions 

  • Standard contractual clauses 

  • Other appropriate safeguards approved by the UK authorities 

Children's privacy 

Our services are not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us immediately. 

Changes to this policy 

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically. 

For significant changes, we will notify you by email or through a prominent notice on our website. 

Contact us and complaints 

If you have any questions about this privacy policy or how we handle your personal information, please contact us: 

Email: hello@coffeegems.co.uk 
Phone: 01249 263437 
Post: Coffee Gems Ltd, Unit C11 Bumpers Way, Bumpers Farm Industrial Estate, Chippenham, SN14 6LH 

If you're not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO): 

Website: ico.org.uk 
Phone: 0303 123 1113 
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,