Privacy Policy

OXPOT (DEANSGATE) LTD
Last Updated: April 2026

1. Who We Are

OXPOT (DEANSGATE) LTD (“we,” “us,” “our”) is the data controller responsible for your personal data.

Email: hello@oxpotcoffee.com
Address: 78 Chorley New Road, Bolton, England, BL1 4BY
ICO Registration Number: To be confirmed

2. What Personal Data We Collect

We collect and process the following categories of personal data:

2.1 Account and Order Data

  • Full name
  • Email address
  • Password (stored in encrypted form)
  • Billing and delivery address
  • Order history and transaction records

2.2 Payment Data

Payment card details are processed directly by our payment provider and are not stored on our systems.

We only receive transaction references and masked card details.

2.3 Usage and Technical Data

  • IP address
  • Browser type and version
  • Pages visited, time spent, and clickstream data
  • Device type and operating system
  • Referral source

2.4 Marketing and Communications Data

  • Marketing preferences (opt-in / opt-out status)
  • Email open and click data (where you have consented)

2.5 Contact Form Data

  • Name
  • Email address
  • Message content

3. How We Collect Your Data

We collect your data in the following ways:

Directly From You

When you create an account, place an order, subscribe to our mailing list, or contact us.

Automatically

Through cookies and analytics tools when you browse our website.

From Third Parties

Such as payment providers, delivery partners, and analytics services.

4. Legal Bases for Processing

We process your personal data only where we have a lawful basis to do so.

Performance of a Contract

  • Processing your order
  • Managing your account
  • Processing payment
  • Sending order confirmations and dispatch emails

Legitimate Interests

  • Preventing fraud
  • Maintaining website security
  • Website analytics and improving user experience

Consent

  • Sending marketing emails

Legal Obligation

  • Complying with VAT records and legal requirements

5. How We Use Your Data

We use your personal data to:

  • Create and manage your account
  • Process and fulfil your orders
  • Send order confirmations and dispatch notifications
  • Send marketing communications where you have opted in
  • Respond to contact form enquiries
  • Detect and prevent fraud
  • Comply with legal and regulatory obligations
  • Analyse and improve our website and services

6. Marketing Communications

We will only send you marketing emails if you have actively opted in.

You can withdraw your consent at any time by:

  • Clicking the unsubscribe link in any marketing email
  • Updating your preferences in your account settings
  • Contacting us directly at hello@oxpotcoffee.com

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

7. Sharing Your Data

We do not sell your personal data.

We may share your information with the following third parties where necessary:

  • Payment processors
  • Delivery partners
  • Email service providers
  • Analytics providers
  • IT and hosting providers
  • Legal and regulatory authorities where required by law

All third-party processors are required to handle your data securely and in accordance with applicable data protection laws.

8. International Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, including standard contractual clauses or equivalent legal protections.

9. Data Retention

We retain personal data only for as long as necessary.

Retention Periods

Account Data: For the life of your account, plus 2 years after closure
Order Records: 7 years
Contact Form Submissions: 2 years
Marketing Preferences: Until you unsubscribe
Technical / Analytics Data: Up to 26 months

10. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion of your data
  • Restrict processing
  • Request data portability
  • Object to certain types of processing
  • Withdraw consent for marketing communications

To exercise your rights, please contact us at:

hello@oxpotcoffee.com

We aim to respond within one calendar month.

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO).

11. Security

We use appropriate technical and organisational measures to protect your personal data, including:

  • Secure HTTPS connections
  • Encrypted data storage
  • Restricted access controls

While we take strong precautions, no internet transmission can be guaranteed to be completely secure.

12. Children

Our website is not intended for children under 13 years of age.

We do not knowingly collect personal data from children. If we become aware that such data has been provided, we will delete it promptly.

13. 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.

14. Contact

For privacy-related enquiries or to exercise your rights, please contact:

OXPOT (DEANSGATE) LTD
78 Chorley New Road
Bolton, England, BL1 4BY
hello@oxpotcoffee.com