SOUTHERN COFFEE MACHINES COMPANY LTD. – PRIVACY POLICY
Trading name: Southern Coffee
Legal name: Southern Coffee Machines Company Ltd.
Company number: 11820581
VAT number: 339722732
Registered office / Trading address: Unit 1c Golden Hill Park, Freshwater, United Kingdom, PO40 9UJ
Email: sales@southerncoffee.co.uk
Telephone: 01983 759966
Date updated: 14 January 2026
1) PURPOSE OF THIS POLICY
This Privacy Policy explains how we collect, use, store and share your personal data when you:
• use our website www.southerncoffee.co.uk;
• buy goods from us online or directly (phone/email/invoice/in person);
• contact us, request a quote, book a service, arrange a repair/call-out, installation/commissioning, or training;
• submit warranty, returns or support enquiries.
We are the “data controller” for personal data we collect from you.
2) THE PERSONAL DATA WE COLLECT
Depending on how you interact with us, we may collect:
A) Identity & contact data
• Name, company name (if applicable), job title (if provided)
• Billing address, delivery address (including business/commercial delivery address)
• Email address, telephone number
B) Order & account data
• Items purchased, order history, order notes, communications with us
• VAT details for invoicing (where applicable)
C) Payment data
• Card payments: we receive confirmation of payment and transaction details from our payment provider. We do not store full card numbers.
• Bank transfers: we may receive payer name, bank reference, amount and date from our bank records.
D) Delivery & logistics data
• Delivery address and contact details needed for pallet/courier delivery
• Delivery updates, proof of delivery and carrier reference numbers
Important: machine deliveries are typically palletised kerbside delivery to a business/commercial address only, so we process address/contact details to arrange and manage that delivery.
E) Service, support & warranty data
• Information you provide about machine make/model, fault descriptions, error codes, photos/videos you send us
• Service history, engineer notes (if applicable), parts supplied
• Warranty/returns communications and outcomes
F) Website usage data
• IP address, device and browser information, pages visited, referral source, and interactions with our site (collected via cookies and similar technologies if enabled).
3) HOW WE COLLECT YOUR DATA
We collect personal data:
• directly from you (checkout forms, contact forms, emails, phone calls);
• from our website platform (e.g., when you create an account or place an order);
• from payment and delivery providers (transaction confirmations, delivery status);
• via cookies and similar technologies (depending on your settings/consent).
4) HOW WE USE YOUR DATA (PURPOSES + LAWFUL BASES)
We only use your personal data where we have a lawful basis. Common lawful bases are:
• Contract – to take steps at your request or to perform a contract with you
• Legal obligation – to comply with law (e.g., tax and accounting records)
• Legitimate interests – to run and improve our business (balanced against your rights)
• Consent – where you actively choose to opt in (e.g., marketing emails, non-essential cookies)
We use your data to:
A) Process and fulfil orders (Contract)
• Take and manage orders, payment confirmation, invoicing
• Arrange delivery and provide delivery updates
• Provide customer support for orders
B) Manage enquiries, quotes and communications (Contract or Legitimate interests)
• Respond to your questions, quote requests and support requests
• Keep records of communications to provide consistent support
C) Provide services (Contract)
• Book and deliver repairs/call-outs, servicing, installation/commissioning and training
• Keep service records and notes relevant to the work
D) Handle returns, cancellations and refunds (Contract and/or Legal obligation)
• Verify purchase, process return/refund requests, manage logistics and records
E) Warranty administration (Contract and Legitimate interests)
• Verify warranty eligibility, troubleshoot issues, supply parts/arrange repairs
• Maintain records to prevent fraud and improve quality
F) Security, fraud prevention and business protection (Legitimate interests)
• Prevent fraudulent transactions and protect our systems and customers
G) Improve our website and customer experience (Legitimate interests and/or Consent for non-essential cookies)
• Diagnose issues, improve site usability and performance
• Measure marketing performance where enabled
H) Marketing communications (Consent and/or “soft opt-in” where permitted)
• If you opt in, we may send you emails about products, offers and updates.
• If you have purchased from us, we may send limited marketing about similar products where permitted by law, with a clear option to opt out at any time.
You can unsubscribe at any time using the link in emails or by contacting us.
5) WHO WE SHARE YOUR DATA WITH
We only share personal data where necessary, including with:
A) Our website platform and service providers
• Our website hosting, ecommerce and forms provider (e.g., Wix and its associated services)
B) Payment providers
• Card payment processing providers used on our checkout (the specific provider depends on how our payment settings are configured)
Note: we do not receive or store your full card details; card data is handled by the payment provider.
C) Delivery and logistics providers
• Pallet and courier carriers to deliver your order (including kerbside pallet delivery where applicable)
• They receive your name/company name, delivery address and contact details necessary to complete delivery.
D) IT, professional and compliance support
• Accountants, legal advisers, insurers, and IT support providers where required
• HMRC or other authorities where we have a legal obligation
E) Service partners (where applicable)
• If a warranty or repair requires third-party support (e.g., manufacturer support or approved service providers), we may share relevant details needed to diagnose/resolve the issue.
6) INTERNATIONAL TRANSFERS
Some of our service providers (including website platform providers) may process or store data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place (for example, approved contractual protections) to protect your data.
7) HOW LONG WE KEEP YOUR DATA (RETENTION)
We keep personal data only as long as needed for the purposes set out above, including:
• Orders, invoices and payment records: typically up to 6 years (to meet tax/accounting requirements).
• Warranty and service records: typically up to 6 years from last interaction or as needed to manage warranties, claims and ongoing support.
• Enquiry records (no purchase): typically 12–24 months.
• Marketing preferences: until you unsubscribe or ask us to stop.
• Cookie/analytics data: retained according to our cookie settings and tool retention periods.
We may retain data longer where necessary to establish, exercise or defend legal claims.
8) YOUR RIGHTS (UK GDPR)
You have rights over your personal data, including:
• Right of access – request a copy of your data
• Right to rectification – correct inaccurate/incomplete data
• Right to erasure – ask us to delete data in certain circumstances
• Right to restrict processing – in certain circumstances
• Right to data portability – for certain data you provided to us (where applicable)
• Right to object – to certain processing based on legitimate interests
• Right to withdraw consent – where we rely on consent (e.g., marketing/cookies)
To exercise your rights, contact us at sales@southerncoffee.co.uk.
We may need to verify your identity before responding.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office (ICO)
Website: ico.org.uk
9) COOKIES AND SIMILAR TECHNOLOGIES
We use cookies and similar technologies to make our website work and (if enabled) to understand how visitors use it.
A) Essential cookies
These are necessary for the website to function (e.g., security, shopping basket, checkout). These do not require consent.
B) Non-essential cookies (analytics/marketing)
If we use analytics or marketing cookies, we will ask for your consent via a cookie banner/tool before setting them. You can change your cookie preferences at any time via the cookie settings link/banner (where enabled).
If you disable non-essential cookies, some features and measurements may be limited, but the site should still function for core shopping.
10) SECURITY
We use appropriate technical and organisational measures to protect your data, including access controls and secure systems. However, no website or transmission is completely secure. Please keep your account details (if any) confidential and contact us if you suspect unauthorised use.
11) CHILDREN
Our website and products are not intended for children, and we do not knowingly collect personal data from children.
12) CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time. The latest version will always be published on our website with the updated date shown at the top.
13) CONTACT US
If you have questions about this Privacy Policy or how we handle your personal data, contact:
Email: sales@southerncoffee.co.uk
Post: Southern Coffee Machines Company Ltd., Unit 1c Golden Hill Park, Freshwater, United Kingdom, PO40 9UJ
Telephone: 01983 759966