1) Information on the Collection of Personal Data and Contact Details of the Controller

1.1

We are pleased that you are visiting our website and thank you for your interest in our products and services. On the following pages, we inform you about the handling of your personal data when using our website. Personal data refers to all information that can be used to personally identify you.

1.2

The controller responsible for data processing on this website within the meaning of the UK General Data Protection Regulation (UK GDPR) and, where applicable, the General Data Protection Regulation (GDPR), is:

AQUACOFFEESHOP LTD
Hatfield Walk, Crawley, West Sussex, RH11 6EH, United Kingdom
E-mail: support@aquacoffeeshop.com

The controller responsible for the processing of personal data is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data.

1.3

For security reasons and to protect the transmission of personal data and other confidential content, such as orders or enquiries, this website uses SSL or TLS encryption. You can recognise an encrypted connection by the “https://” prefix and the padlock symbol in your browser address bar.

2) Data Collection When You Visit Our Website

2.1

When using our website for informational purposes only, meaning if you do not register, place an order or otherwise transmit information to us, we only collect data that your browser automatically transmits to our server (“server log files”).

When you visit our website, we may collect the following data which is technically necessary for us to display the website correctly and ensure stability and security:

• The visited website or page
• Date and time of access
• Amount of data transmitted
• Referrer URL
• Browser type and version
• Operating system used
• IP address used
• Internet service provider

The processing is carried out in accordance with Art. 6 (1) point f GDPR based on our legitimate interest in improving the stability, functionality and security of our website.

2.2

We reserve the right to review server log files retrospectively if there are concrete indications of unlawful use, fraud, abuse or security-related incidents.

3) Cookies

3.1

In order to make your visit to our website more attractive and to enable the use of certain functions, we use cookies. Cookies are small text files stored on your device.

Some cookies are deleted automatically after the browser session ends (“session cookies”), while others remain stored on your device and allow us or our partners to recognise your browser on your next visit (“persistent cookies”).

3.2

Cookies may be used for:

• Ensuring website functionality
• Saving shopping cart contents
• Remembering user preferences
• Improving user experience
• Analysing website traffic and performance
• Supporting marketing and advertising activities

3.3

Where cookies process personal data, processing is carried out:

• pursuant to Art. 6 (1) point b GDPR where cookies are required for contractual performance,
• pursuant to Art. 6 (1) point a GDPR where consent has been granted,
• or pursuant to Art. 6 (1) point f GDPR based on our legitimate interests in website optimisation and functionality.

3.4

You may configure your browser settings to inform you about cookie placement and decide individually whether to accept cookies or exclude cookies generally or in specific cases.

Please note that disabling cookies may limit certain functions of our website.

4) Contacting Us

4.1

When you contact us by e-mail, contact form, live chat or other communication methods, personal data is collected. The data collected can include:

• Name
• E-mail address
• Telephone number
• Order information
• Message content
• Any additional information voluntarily provided

This data is stored and processed exclusively for the purpose of handling your enquiry, customer support, technical administration and related correspondence.

4.2

The legal basis for processing your data is our legitimate interest in responding to enquiries pursuant to Art. 6 (1) point f GDPR. If your contact is aimed at concluding or fulfilling a contract, the additional legal basis is Art. 6 (1) point b GDPR.

4.3

Your data will be deleted once your enquiry has been fully resolved, provided that no statutory retention obligations apply and no overriding legitimate interests require continued storage.

5) Data Processing When Opening a Customer Account and for Contract Processing

5.1

Pursuant to Art. 6 (1) point b GDPR, personal data is collected and processed when you provide such data for the purpose of opening a customer account or placing an order.

The required information can be seen from the corresponding input forms on our website.

5.2

We process your personal data for purposes including:

• Processing orders
• Delivering goods
• Managing payments
• Customer support
• Handling returns and refunds
• Preventing fraud
• Compliance with legal obligations

5.3

Your customer account may be deleted at any time upon request. After deletion, your data will be removed unless statutory retention periods or legitimate business interests require continued storage.

6) Use of Customer Data for Direct Advertising

6.1 Newsletter Subscription

If you subscribe to our newsletter, we will use your e-mail address to send you information about products, offers, updates and promotions related to our aquarium and aquascaping products and services.

We use a double opt-in procedure. This means that after registration, you will receive an e-mail requesting confirmation of your subscription.

The legal basis for newsletter processing is your consent pursuant to Art. 6 (1) point a GDPR.

6.2

You may unsubscribe from the newsletter at any time via the unsubscribe link included in each newsletter or by contacting us directly.

6.3

We may use newsletter and marketing service providers to distribute newsletters and analyse campaign performance. In such cases, appropriate data processing agreements are concluded to ensure protection of your personal data.

7) Processing of Data for the Purpose of Order Handling

7.1

To fulfil contracts for delivery and payment purposes, personal data collected by us may be shared with shipping companies, payment providers and technical service providers insofar as necessary for order processing pursuant to Art. 6 (1) point b GDPR.

7.2 Shipping Providers

Depending on the selected delivery method, your data may be shared with logistics and shipping providers such as:

• Royal Mail
• DPD
• Evri
• UPS

The transmitted data may include:

• Name
• Delivery address
• E-mail address
• Telephone number
• Order reference details

Where consent has been provided, your e-mail address or telephone number may be transmitted to the shipping provider for delivery notifications or delivery coordination.

7.3 Payment Service Providers

Depending on the selected payment method, payment data may be transmitted to payment providers such as:

• PayPal
• Stripe
• Mollie

The transmission takes place exclusively for payment processing and only to the extent necessary.

7.4 Fraud Prevention

To protect against fraud, abuse and unauthorised transactions, we may process certain order and device information based on our legitimate interests pursuant to Art. 6 (1) point f GDPR.

8) Web Analysis Services

8.1 Google Analytics

This website may use Google Analytics 4, a web analytics service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Google Analytics uses cookies that allow analysis of your use of our website. Information generated by cookies may include:

• IP address
• Device information
• Browser information
• Website interactions
• Session duration
• Referring websites

IP anonymisation may be enabled to reduce direct personal identification.

8.2

The processing of analytics data only takes place where consent has been granted pursuant to Art. 6 (1) point a GDPR.

8.3

You can revoke your consent at any time through the cookie settings available on our website.

9) Social Media and External Platforms

9.1

We may maintain publicly accessible profiles on social media platforms and marketplaces including:

• Facebook
• Instagram
• eBay
• Amazon

When interacting with our profiles on these platforms, the respective platform operators may process personal data according to their own privacy policies.

9.2

Please note that data may also be processed outside the United Kingdom or European Economic Area.

10) Rights of the Data Subject

10.1

Under applicable data protection laws, you have the following rights regarding your personal data:

• Right of access pursuant to Art. 15 GDPR
• Right to rectification pursuant to Art. 16 GDPR
• Right to erasure pursuant to Art. 17 GDPR
• Right to restriction of processing pursuant to Art. 18 GDPR
• Right to data portability pursuant to Art. 20 GDPR
• Right to withdraw consent pursuant to Art. 7 (3) GDPR
• Right to object pursuant to Art. 21 GDPR
• Right to lodge a complaint with a supervisory authority pursuant to Art. 77 GDPR

10.2 Right to Object

If we process your personal data on the basis of legitimate interests pursuant to Art. 6 (1) point f GDPR, you have the right to object to such processing at any time for reasons arising from your particular situation.

If you object, we will cease processing the affected personal data unless compelling legitimate grounds exist for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

If personal data is processed for direct marketing purposes, you may object to such processing at any time.

11) Duration of Storage of Personal Data

11.1

The duration of storage of personal data depends on:

• The purpose of processing
• The applicable legal basis
• Applicable statutory retention periods
• Legitimate business requirements

11.2

Personal data processed on the basis of consent pursuant to Art. 6 (1) point a GDPR will be stored until consent is withdrawn.

11.3

Data processed for contractual purposes pursuant to Art. 6 (1) point b GDPR will be retained for the duration required for contractual fulfilment and applicable statutory retention obligations.

11.4

Data processed on the basis of legitimate interests pursuant to Art. 6 (1) point f GDPR will be retained until a valid objection is exercised unless overriding legitimate grounds require continued processing.

11.5

Once the purpose of storage no longer applies and statutory retention obligations expire, personal data will be routinely deleted or anonymised.

12) Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time in order to reflect changes in legal requirements, technical developments, services offered or data processing practices.

The latest version of the Privacy Policy published on our website shall apply.