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I. Who We Are

This Privacy Policy explains how Aquacoffeeshop Ltd (“Aquacoffeeshop”, “we”, “us”, “our”) collects and uses personal data when you visit legendmydna.com (the “Website”), apply for or use a trade account, place an order, or otherwise contact us.

Aquacoffeeshop Ltd is the controller of your personal data for the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, and, where it applies, the EU General Data Protection Regulation.

Aquacoffeeshop Ltd, 15 Hatfield Walk, Crawley, RH11 6EH, United Kingdom. Company No. 13850565. Email: sales@aquacoffeeshop.com. Telephone: +44 7587 075734.

II. Information We Collect

Information you give us

• Trade account applications: your name, job role, business name, business type, Company Number, VAT number, business address, telephone number, email address and login details.
• Orders: billing and delivery details, products ordered, order history and any notes you add.
• Payments: payments are processed by our payment providers. We do not see or store your full card details; we receive confirmation of payment and limited information such as the card type and last four digits.
• Communications: the content of emails, contact form messages, chat messages and phone calls, including claims and returns.

Information collected automatically

• technical information such as your IP address, browser and device type, pages visited and the website that referred you;
• information stored in cookies and similar technologies, described in section VI.

Information from others

We may check information about your business on public registers, such as Companies House and HMRC’s VAT number checker, to verify a trade account application. Payment providers may share fraud-prevention information with us.

III. How We Use Your Information and Our Legal Basis

Purpose	Legal basis
Assessing trade account applications and verifying businesses	Steps taken at your request before entering into a contract; our legitimate interest in selling only to genuine businesses
Processing and delivering orders, payments, returns and claims	Performance of a contract
Keeping accounting and tax records, and meeting other legal obligations	Legal obligation
Responding to enquiries and providing product support	Legitimate interests (running and supporting our business); performance of a contract
Running, securing and improving the Website, and preventing fraud	Legitimate interests
Sending trade news, new product information and offers	Legitimate interests for business contacts; consent where required by law (see section IV)
Non-essential cookies (statistics and marketing)	Consent

IV. Marketing

We may send business customers information about our products and trade offers. Where you are a sole trader or partnership, or where the law otherwise requires it, we will only do so with your consent or where you have bought similar products from us and have been given a simple way to opt out. Every marketing email contains an unsubscribe link, and you can also opt out at any time by emailing sales@aquacoffeeshop.com. We never sell your personal data.

V. Who We Share Your Information With

We share personal data only where necessary, with:

• Hosting and website services: our hosting provider and the providers of the software that runs the Website and its security and anti-spam features;
• Payment providers: such as WooPayments (powered by Stripe) and PayPal, which act as independent controllers for some purposes, including fraud prevention;
• Delivery partners: couriers and shipping platforms, which receive the delivery details needed to deliver your order and, for international orders, customs information;
• Email and communication services that we use to send and receive messages;
• Professional advisers such as accountants and lawyers;
• Authorities such as HMRC, customs authorities, courts or the police, where we are required or permitted by law;
• a buyer or successor in the event of a sale, merger or restructuring of our business, subject to equivalent protection.

Our service providers may only use your data on our instructions and must keep it secure.

VI. Cookies and Similar Technologies

• Strictly necessary cookies keep you logged in, remember your basket, protect the Website and process payments securely. These do not require consent.
• Preference cookies remember choices such as your selected language or currency.
• Statistics and marketing cookies, including order-attribution cookies that record how you found our Website, are used only with your consent.

Some features load content from third parties, such as web fonts from Google, payment components from Stripe, and the Google Translate service when you use the language selector. These providers receive your IP address in order to deliver the content. You can control cookies through our cookie settings and through your browser; blocking strictly necessary cookies may stop parts of the Website, such as checkout, from working.

VII. International Transfers

Some of our service providers process personal data outside the United Kingdom, including in the European Economic Area and the United States. Where this happens, we make sure that the transfer is protected by UK adequacy regulations or by appropriate safeguards, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

VIII. How Long We Keep Your Information

• Trade account data: while your account is active and for 2 years after your last order or login;
• Rejected applications: 12 months;
• Orders, invoices and accounting records: 6 years after the end of the financial year to which they relate, as required by law;
• Enquiries and correspondence: up to 2 years after the matter is closed;
• Marketing preferences: until you unsubscribe; we keep a record of the opt-out so that we do not contact you again.

IX. How We Protect Your Information

The Website uses encrypted (HTTPS) connections, and access to personal data is limited to those who need it. We apply appropriate technical and organisational measures to protect your data. No system is completely secure; if we become aware of a personal data breach that is likely to affect you, we will notify you and the Information Commissioner’s Office where required by law.

X. Your Rights

Under data protection law you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased in certain circumstances;
• restrict or object to our use of your data, including objecting at any time to direct marketing;
• receive your data in a portable format in certain circumstances;
• withdraw your consent at any time, where we rely on consent, without affecting processing carried out before withdrawal.

To exercise these rights, email sales@aquacoffeeshop.com. We may need to verify your identity, and we will respond within one month. There is normally no charge.

If you are unhappy with how we handle your data, please contact us first so that we can try to resolve the matter. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113. If you are located in the European Economic Area, you may also contact the data protection authority in your country.

XI. Children

The Website is intended for businesses and is not directed at children. We do not knowingly collect personal data from anyone under the age of 18.

XII. Links to Other Websites

The Website may contain links to other websites and social media platforms. We are not responsible for their privacy practices, and we encourage you to read their privacy policies.

XIII. Changes to this Policy

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last updated. Where changes are significant, we will let account holders know by email.

XIV. Contact Us

For any questions about this Privacy Policy or your personal data, please contact us at sales@aquacoffeeshop.com, by telephone on +44 7587 075734, or by post at Aquacoffeeshop Ltd, 15 Hatfield Walk, Crawley, RH11 6EH, United Kingdom.