Privacy policy

Introduction

Best at Matcha ("we", "us", "our") is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website (www.bestatmatcha.com), make a purchase, or interact with us.

By using our website or services, you agree to the collection and use of information in accordance with this policy.

Business Details:

Best at Matcha
Red Brick House
Back Lane
Brattleby
Lincoln
LN1 2SQ
United Kingdom

Email: sales@bestatmatcha.com
Phone: +44 7990 595491

1. Information We Collect

We collect and process the following types of personal information:

1.1 Information You Provide Directly

When you place an order, create an account, or contact us, you may provide:

  • Personal details: Name, email address, phone number
  • Delivery information: Shipping address, billing address
  • Payment information: Credit/debit card details (processed securely through our payment provider)
  • Account information: Username, password, order history
  • Communications: Emails, messages, reviews, or feedback you send us

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

  • Technical information: IP address, browser type, device information, operating system
  • Usage data: Pages visited, time spent on site, links clicked, referring website
  • Cookies and tracking technologies: See our Cookie Policy section below

1.3 Information from Third Parties

We may receive information about you from:

  • Payment processors: Shopify Payments, PayPal, Stripe
  • Delivery partners: Royal Mail, DPD, Evri
  • Marketing platforms: Social media advertising platforms (Facebook, Instagram, TikTok)
  • Analytics providers: Google Analytics

2. How We Use Your Information

We use your personal information for the following purposes:

2.1 Order Processing & Fulfilment

  • Process and deliver your orders
  • Send order confirmations and shipping updates
  • Handle returns, refunds, and customer service enquiries
  • Manage subscriptions (if applicable)

2.2 Communication

  • Respond to your enquiries and requests
  • Send important updates about your order or account
  • Provide customer support

2.3 Marketing

  • Send promotional emails, special offers, and newsletters
  • Personalise your shopping experience
  • Show you relevant advertisements on social media

You can opt out of marketing communications at any time by clicking "unsubscribe" in our emails or contacting us directly.

2.4 Website Improvement

  • Analyse website performance and user behaviour
  • Improve our products, services, and website functionality
  • Identify and fix technical issues

2.5 Legal & Security

  • Comply with legal obligations and regulations
  • Prevent fraud and protect against security threats
  • Enforce our Terms of Service and policies

3. Legal Basis for Processing (UK GDPR)

Under UK data protection law, we process your personal data based on:

  • Contract performance: Processing necessary to fulfil your order
  • Consent: When you opt in to marketing communications
  • Legitimate interests: Improving our services, fraud prevention, website analytics
  • Legal obligation: Complying with tax, accounting, and legal requirements

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. However, we may share your data with trusted service providers who help us operate our business:

4.1 Service Providers

  • E-commerce platform: Shopify (website hosting and order management)
  • Payment processors: Shopify Payments, PayPal, Stripe
  • Shipping carriers: Royal Mail, DPD, Evri
  • Email marketing: Klaviyo, Mailchimp (or similar)
  • Analytics: Google Analytics, Facebook Pixel
  • Customer support tools: As required

These providers are contractually obligated to protect your data and only use it for the purposes we specify.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or to protect our legal rights.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of our business, your data may be transferred to the new owner.

5. Data Retention

We retain your personal information only for as long as necessary:

  • Order information: 7 years (for tax and accounting purposes)
  • Account information: Until you request deletion or close your account
  • Marketing data: Until you unsubscribe or request deletion
  • Website analytics: Typically 26 months (Google Analytics default)

After the retention period, we will securely delete or anonymise your data.

6. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

6.1 Right to Access

Request a copy of the personal data we hold about you.

6.2 Right to Rectification

Request correction of inaccurate or incomplete data.

6.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data (subject to legal obligations).

6.4 Right to Restrict Processing

Request that we limit how we use your data.

6.5 Right to Data Portability

Request a copy of your data in a structured, commonly used format.

6.6 Right to Object

Object to processing based on legitimate interests or for marketing purposes.

6.7 Right to Withdraw Consent

Withdraw consent for marketing communications at any time.

To exercise any of these rights, please contact us at:

 sales@bestatmatcha.com

We will respond to your request within 30 days.

7. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help us remember your preferences and understand how you use our site.

Types of Cookies We Use

Essential Cookies (Required)

  • Enable core website functionality (shopping cart, checkout, login)
  • Cannot be disabled

Analytics Cookies (Optional)

  • Help us understand how visitors use our website
  • Examples: Google Analytics

Marketing Cookies (Optional)

  • Track your activity across websites to show relevant ads
  • Examples: Facebook Pixel, Instagram, TikTok

Preference Cookies (Optional)

  • Remember your settings and preferences

Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

To learn more or adjust your cookie preferences, please see our Cookie Policy [link to separate cookie policy if you create one].

8. Third-Party Links

Our website may contain links to third-party websites (e.g., social media, payment processors). We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

9. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it, including:

  • SSL encryption for secure data transmission
  • Secure payment processing through PCI-DSS compliant providers
  • Access controls to limit who can access your data
  • Regular security audits and updates

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

10. International Data Transfers

Some of our service providers (e.g., Shopify, payment processors) may be located outside the UK or European Economic Area (EEA).

When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses (SCCs)
  • Privacy Shield certification (where applicable)
  • Adequacy decisions by the UK Information Commissioner's Office (ICO)

11. Children's Privacy

Our website and products are not intended for children under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

When we make significant changes, we will notify you by:

  • Posting the updated policy on our website
  • Sending an email notification (if appropriate)
  • Updating the "Last Updated" date at the top of this page

We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

Best at Matcha
Red Brick House
Back Lane
Brattleby
Lincoln
LN1 2SQ
United Kingdom

Email: sales@bestatmatcha.com
Phone: +44 7990 595491

14. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the UK's data protection authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

Thank you for trusting Best at Matcha with your personal information.