Privacy Policy

Gaia Coffee Origins — United Kingdom

These Terms & Conditions govern your use of our website and the purchase of products from Gaia Coffee Origins Ltd. By placing an order or using our website, you agree to be bound by these terms.

1. Who We Are

Gaia Coffee Origins Ltd
Company number: 16435476
Registered office: 56a Haverstock Hill, London, England, NW3 2BH
ICO Registration Number: 00014191681

For any questions about this policy or how we handle your data, contact us at:
contact@gaiacoffeeorigins.co.uk

2. Information We Collect

Information you provide directly

Name
Email address
Postal address
Phone number (if provided)
Payment information (processed securely by our payment providers; we do not store card details)
Order details
Any information you send us via email or contact forms

Wholesale & B2B information

If you purchase wholesale, we may also collect:

Company name
Trading address
VAT number
Corporate email addresses
Staff contact details
Purchase history

If you request payment terms (e.g., 30‑day invoicing), we may request standard business contact and billing information. We do not carry out credit checks.

Information collected automatically

When you browse our website, we may collect:

IP address
Device and browser information
Pages viewed
Cookies and similar technologies

This helps us improve website performance and understand how visitors use our site.

For full details on how we use cookies, please see our Cookie Policy.

3. How We Use Your Information

We use your information to:

Process and fulfil your orders
Communicate with you about your purchase
Manage wholesale accounts
Provide upfront payment options or, where agreed, payment terms
Respond to enquiries
Improve our website and customer experience
Send marketing emails (only if you have opted in)
Meet legal, tax, and accounting obligations
Prevent fraud and protect our business

We do not sell your data.

4. Automated Decision‑Making

Our website platform and payment providers (such as Wix, Stripe, or PayPal) may use automated systems to detect and prevent fraudulent or high‑risk transactions. This may result in an order being:

Flagged for review
Delayed
Or automatically cancelled

You may request a human review of any automated decision and you may contest the decision.

5. Lawful Bases For Processing

We process your data under the following lawful bases:

Contract — to fulfil your order or manage your wholesale account
Consent — for marketing communications and analytics cookies
Legitimate interests — to improve our website, prevent fraud, and operate our business
Legal obligation — for tax, accounting, and regulatory requirements
Legitimate Interests or Contract — for automated decision‑making regarding fraud prevention and high‑risk transaction filtering

Analytics cookies are processed only with your consent.

6. Sharing Your Information

We only share your data with trusted third parties who help us operate our business, such as:

Payment processors (e.g., Stripe, PayPal)
Delivery and courier services
Website hosting and analytics providers (e.g., Wix, Google Analytics)
Email marketing platforms (only if you opt in)

We do not share your data with credit‑checking agencies, as we do not offer credit accounts or carry out credit checks.

We do not sell or rent your personal information.

7. International Data Transfers

Some of our service providers (such as Wix, Google Analytics, or email marketing tools) may store or process data outside the UK/EEA, including in the United States.

When this happens, your data is protected using Standard Contractual Clauses (SCCs) or other legally recognised safeguards to ensure an equivalent level of protection.

8. How We Protect Your Data

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

SSL encryption on our website
Encrypted storage on Wix servers
Secure, PCI‑compliant payment processing
Password‑protected admin access
Limited access to customer data
Regular platform‑level security updates

While no system is completely secure, we work to ensure your information is handled safely and responsibly.

9. Cookies

Our website uses cookies to:

Enable essential site functionality
Improve performance
Analyse website traffic
Personalise your experience

You can manage your cookie preferences at any time using the “Cookie Settings” link in our footer.

For full details, please see our Cookie Policy.

10. How Long We Keep Your Information

We keep your information only for as long as necessary for the purposes described in this policy.

Specific retention periods:

Order and tax records: 6 years (legal requirement in the UK)
Customer service enquiries: up to 12 months
Marketing data: until you unsubscribe
Wholesale account information: retained while the account is active, then archived for 6 years for legal purposes

11. Your Rights Under UK GDPR

You have the right to:

Access the personal data we hold about you
Request corrections to inaccurate information
Request deletion of your data (in certain circumstances)
Object to processing
Withdraw consent for marketing at any time
Request a copy of your data (data portability)
Request a human review of automated decisions
Contest automated decisions

We will respond to all requests within one month, as required by law.

To exercise any of these rights, email us at contact@gaiacoffeeorigins.co.uk.

Right to complain
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk

12. Children’s Privacy

Our website is not intended for children under 16, and we do not knowingly collect data from minors.
We do not offer services requiring consent to children under 13.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:
contact@gaiacoffeeorigins.co.uk