Last updated: 12 August 2026
Coffee Lady supplies, leases and services commercial coffee machines across the UK. This policy explains what personal information we collect when you use coffeelady.uk, call us or email us — and what we do with it. Coffee Lady is run by Jan as a sole trader, who is the data controller for the information described here.
What we collect
We only collect what we need to answer you and do the work you ask for:
- Enquiries and quotes — your name, email address, phone number, business name and anything you tell us about your requirements, whether that comes through a form on this site, a phone call or an email.
- Customers — delivery and site addresses, details of the machines you buy or lease from us, and service and repair history, so we can look after your equipment properly.
- Newsletter — your email address, if you choose to sign up.
- Website analytics — anonymous-ish technical data (pages visited, device, rough location) collected by the analytics tools listed below, and only if you accept those cookies.
How we use it
- To reply to your enquiry and prepare quotes or lease options you’ve asked for.
- To arrange deliveries, installations, servicing and repairs.
- To keep records of the work we’ve done for you, including for warranty purposes.
- To send our newsletter to people who have signed up for it. Every email includes an unsubscribe link, and unsubscribing takes effect straight away.
- To understand how the website is used so we can improve it.
Our legal bases under UK GDPR are: performing a contract with you (or steps you’ve asked us to take before one), our legitimate interest in running and promoting the business, and your consent — which applies to the newsletter and to analytics cookies, and which you can withdraw at any time.
Who we share it with
We never sell your information. We share it only where it’s needed to do the job:
- Machine manufacturers and suppliers — for example when arranging supply, a warranty claim or a manufacturer repair.
- Leasing and finance companies — only when you ask us about leasing a machine, so they can prepare your agreement.
- Couriers and engineers — a name, address and phone number so deliveries and site visits can happen.
- Service providers we rely on — our website hosting, form handling and email systems, and the analytics providers below. They process data on our instructions and can’t use it for their own purposes.
Cookies and analytics
When you first visit the site you’ll see a cookie banner where you can accept or decline non-essential cookies, and you can change your mind at any time using the Manage Cookie Consent option at the bottom of this page. With your consent, we use:
- Google Analytics (GA4) — visitor and traffic statistics.
- Matomo — privacy-focused visitor statistics, hosted by Matomo Cloud in Europe.
- Microsoft Clarity — anonymised heatmaps and session replays that show us how pages are used.
Essential cookies that make the site work (for example remembering your cookie choices) don’t need consent and are always on.
How long we keep it
- Enquiries that don’t become orders — up to two years, then deleted.
- Customer and transaction records — six years, as required for tax and accounting.
- Newsletter subscriptions — until you unsubscribe.
Your rights
You can ask us at any time to see the information we hold about you, correct it, delete it, restrict how we use it, or send you a copy in a portable format. You can also object to us using it and withdraw any consent you’ve given. Just email jan@coffeelady.uk and we’ll act on it promptly — at most within one month.
If you’re not happy with how we’ve handled your information, you have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Security
The site is served over HTTPS, access to customer records is limited to the people who need it, and we use reputable UK/EU-based providers wherever possible. No system is ever completely immune, but if a breach were to put your data at risk we would tell you and the ICO as the law requires.
Changes to this policy
If we change how we handle personal information we’ll update this page and the date at the top. Significant changes will be flagged on the site.
Contact
Questions about this policy or your data: email jan@coffeelady.uk or call 01844 391222.