Privacy policy.
Effective date: 18 January 2026
Southsea Coffee Co (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use and look after your personal data when you use our website, contact us, book with us, or buy from our online shop.
1) WHO WE ARE
Data controller: Southsea Coffee Co
Website: https://www.southseacoffee.co.uk
Contact email (privacy): admin@southseacoffee.co.uk
Address: 63 Osborne Road, Southsea, PO5 3LS
2) WHAT INFORMATION WE COLLECT
Depending on how you interact with us, we may collect:
• Identity & contact details: name, email address, phone number.
• Enquiry details: information you include in contact forms or messages.
• Booking details: date/time of booking, party size, notes you provide (including dietary/allergy notes if you choose to share them).
• Order details (online shop): items purchased, delivery address, billing address, phone number, and order notes.
• Payment information: payments are processed by our payment provider(s). We do not store full card details.
• Technical/usage data: IP address, device and browser type, pages visited and how you use our website (via cookies and similar technologies).
3) HOW WE USE YOUR INFORMATION (AND OUR LAWFUL BASES)
We only use your personal data when we have a lawful basis to do so. Common lawful bases include:
• Contract: to take steps you ask us to take or to fulfil a contract (e.g. processing an order or managing a booking).
• Consent: where you’ve opted in (e.g. marketing emails).
• Legitimate interests: to run and improve our business and website (e.g. security, preventing fraud, understanding what content people find useful), where those interests are not overridden by your rights.
• Legal obligation: where we must keep certain records.
We use your information to:
• respond to enquiries and customer service requests;
• manage bookings and reservations;
• process and fulfil online orders (including delivery and customer updates);
• send marketing emails if you have opted in (you can unsubscribe any time);
• keep our website secure, administer it, and improve performance/content;
• maintain business records for tax/accounting and operational purposes.
(ICO guidance explains you should decide and describe your lawful bases clearly in your privacy notice.)
4) MARKETING
If you subscribe to our newsletter, we’ll send you updates about Southsea Coffee (and occasionally offers/events). You can unsubscribe at any time using the link in any email or by contacting us at admin@southseacoffee.co.uk.
If you contact us about a booking or order, we’ll only use your details for that purpose unless you’ve separately opted in to marketing.
5) COOKIES AND ANALYTICS
Our website uses cookies and similar technologies. Some are essential to make the site work (for example, security and shopping basket features). Others help us understand how our website is used so we can improve it.
Where required by law, we will ask for your consent before placing non-essential cookies on your device, and you can change your cookie preferences at any time.
(ICO guidance explains you must give clear information about cookies and get consent for non-essential cookies.)
6) WHO WE SHARE YOUR INFORMATION WITH
We share personal data only when needed to run our website and services, for example with:
• Website hosting and site tools: Squarespace.
• Email marketing provider(s): Squarespace Email Campaigns
• Booking/reservations provider: simpleerb
• Payment provider(s): Stripe / PayPal
• Delivery/shipping partners: Royal Mail
• Professional advisers (accountants/bookkeepers) where necessary for business administration.
These providers process your data on our instructions (as “processors”) or as independent controllers where applicable (for example, payment providers).
7) INTERNATIONAL TRANSFERS
Some of our service providers may process personal data outside the UK. Where this happens, we use providers that apply appropriate safeguards to protect your data.
8) HOW LONG WE KEEP YOUR INFORMATION
We keep personal data only for as long as necessary for the purposes we collected it for, including to meet legal, accounting or reporting requirements.
Examples:
• Enquiries: kept for as long as needed to deal with your request, then deleted or anonymised within a reasonable period.
• Bookings: kept for a reasonable period to manage the booking and customer service, then deleted/anonymised unless we need it longer for legal/record-keeping reasons.
• Orders/invoices: kept for as long as required for tax/accounting purposes.
• Marketing subscriptions: kept until you unsubscribe
9) YOUR DATA PROTECTION RIGHTS
You have rights in relation to your personal data, including the right to:
• request access to your data;
• request correction of inaccurate data;
• request deletion of your data (in certain situations);
• request restriction of processing;
• object to processing;
• request data portability (in certain situations); and
• withdraw consent at any time where we rely on consent (e.g. marketing emails).
To exercise any of these rights, contact us at admin@southseacoffee.co.uk
10) COMPLAINTS
If you have concerns about how we use your personal data, please contact us first and we’ll do our best to resolve it.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.
11) CHILDREN
Our website and services are not intended for children and we do not knowingly collect personal data from children via our website.
12) CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time. The latest version will always be posted on this page with an updated effective date.