Privacy policy

Privacy Policy

This Privacy Policy explains how Surface Coffee collects, uses, stores and protects your personal information when you visit our website, make a purchase, create an account, start or manage a subscription, contact us or otherwise interact with us.

We are committed to handling your personal information responsibly, transparently and in accordance with applicable UK data protection law.

1. Who We Are

Surface Coffee is operated by:

SOUTH BRENT COFFEE ROASTERS LTD
Registered Address: 5 Godalming Business Centre, Woolsack Way, Godalming, Surrey, United Kingdom, GU7 1XW
Trading Address: Surface Coffee, Unit 14, Lanteague Studios, Scotland Rd, Zelah, Truro TR4 9JG
Company Number: 16047496
VAT Number: 516122919

For the purposes of UK data protection law, South Brent Coffee Roasters Ltd is the controller of the personal information described in this Privacy Policy.

If you have any questions about this Privacy Policy or how we use your personal information, please contact:

Email: info@surfacecoffee.com

2. Information We Collect

The personal information we collect depends on how you interact with us.

We may collect:

  • your name;
  • billing and delivery addresses;
  • email address;
  • telephone number;
  • account information;
  • order and purchase history;
  • subscription information;
  • delivery preferences;
  • communications you send to us;
  • marketing preferences;
  • information relating to returns, refunds or customer service enquiries;
  • payment-related information processed through our payment providers; and
  • technical information about how you access and use our website.

When you use our website, certain information may also be collected automatically, including your IP address, browser type, device information, operating system, pages viewed, referring website and information collected through cookies or similar technologies.

We do not normally receive or store your complete payment card details ourselves. Payments are processed through the payment providers available through our website.

3. How We Collect Your Information

We may collect personal information directly from you when you:

  • place an order;
  • create an account;
  • start or manage a subscription;
  • update your subscription or account details;
  • contact us;
  • request a return or refund;
  • sign up to receive marketing communications;
  • participate in a promotion, survey or competition; or
  • otherwise provide information to us.

We may also receive information automatically when you use our website through cookies and similar technologies.

In some circumstances, we may receive information from third parties that help us provide our services, such as ecommerce, subscription, payment, delivery, marketing or technology providers.

4. How We Use Your Information

We may use your personal information to:

  • process and fulfil your orders;
  • take and manage payments;
  • deliver products to you;
  • create and manage your customer account;
  • create and manage your coffee subscription;
  • process recurring subscription orders and payments;
  • manage changes, pauses, skips, delays, rescheduling or cancellation of subscriptions;
  • communicate with you about your orders or subscriptions;
  • provide customer service;
  • process returns, refunds and complaints;
  • prevent and detect fraud or misuse;
  • operate, maintain and improve our website;
  • understand how customers use our website and services;
  • maintain the security of our website and systems;
  • comply with our legal and regulatory obligations; and
  • send marketing communications where permitted by law.

We will not use your personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

5. Our Lawful Bases for Using Your Information

UK data protection law requires us to have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on the following lawful bases:

Contract

We process certain personal information where it is necessary to enter into or perform our contract with you.

For example, we need your name, delivery address and order information to fulfil an order, and we need relevant account and payment information to operate a subscription.

Legal Obligation

We may process information where necessary to comply with legal obligations, including accounting, tax, consumer protection and other regulatory requirements.

Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

This may include:

  • operating and improving our business;
  • improving our website and customer experience;
  • preventing fraud and misuse;
  • protecting our systems and business;
  • understanding the performance of our website, products and services; and
  • dealing with customer enquiries and maintaining appropriate business records.

Consent

Where we rely on your consent, for example for certain forms of electronic marketing or non-essential cookies, you may withdraw your consent at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

6. Orders & Payments

When you place an order, we use the information you provide to process payment, prepare your order, arrange delivery, communicate with you and provide customer service.

Our online store is hosted using Shopify, which provides the ecommerce technology used to operate our website and process orders.

Payments may be handled by Shopify and/or other payment providers made available through our website.

Payment providers may process payment information directly. Their processing of your personal information may also be governed by their own privacy policies.

7. Coffee Subscriptions

Where you start a Surface Coffee subscription, we collect and process information necessary to operate that subscription.

This may include:

  • your contact information;
  • delivery address;
  • subscription products;
  • delivery frequency;
  • subscription history;
  • payment status;
  • subscription preferences; and
  • changes you make through your subscription portal.

We use third-party subscription technology to help us administer recurring subscriptions, process subscription orders and provide subscription management features.

Information required to operate your subscription may therefore be shared with our subscription technology and payment providers.

8. Marketing Communications

If you sign up to receive marketing from Surface Coffee, we may send you information about our coffee, products, subscriptions, offers, news and other updates.

Where required, we will ask for your consent before sending marketing communications.

You can unsubscribe from marketing emails at any time by using the unsubscribe link contained in our emails or by contacting us at:

info@surfacecoffee.com

Unsubscribing from marketing communications will not prevent us from sending service communications that are necessary in connection with an order, subscription or customer account.

For example, we may still send order confirmations, dispatch notifications, subscription notifications, payment information or important service messages.

9. Cookies & Similar Technologies

Our website uses cookies and similar technologies.

Cookies are small files stored on your device that allow websites to recognise your browser and remember certain information.

Some cookies are necessary for our website to function correctly. These may be used for functions such as:

  • keeping items in your shopping basket;
  • maintaining secure sessions;
  • remembering preferences;
  • processing checkout;
  • account functionality; and
  • fraud prevention and security.

We may also use optional cookies and similar technologies for analytics, website improvement, advertising or marketing purposes.

Where required by law, optional cookies will only be used after you have given your consent.

You can manage your cookie preferences through the cookie controls available on our website.

Your browser may also allow you to block or delete cookies. Blocking certain cookies may affect the functionality of our website.

10. Sharing Your Personal Information

We do not sell your personal information.

We may share personal information with trusted third parties where necessary to operate our business and provide our services.

These may include:

  • Shopify and other ecommerce technology providers;
  • subscription management providers;
  • payment processors;
  • banks and financial service providers;
  • delivery companies and couriers;
  • email and communications providers;
  • website hosting and technology providers;
  • analytics providers;
  • marketing and advertising service providers;
  • professional advisers, including accountants, legal advisers and insurers; and
  • regulators, law enforcement agencies or other authorities where required by law.

We only provide third parties with information that is reasonably necessary for the relevant purpose.

Some third parties act as processors on our behalf, while others may act as independent controllers of the information they receive.

11. International Transfers

Some of the companies that provide services to us may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer is made in accordance with applicable UK data protection law.

This may include transferring information to countries recognised as providing an adequate level of data protection or using appropriate contractual safeguards or other legally recognised transfer mechanisms.

12. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet our legal, accounting, tax and regulatory obligations.

Different types of information may therefore be retained for different periods.

For example, we may need to retain records relating to orders, payments and transactions after your relationship with us has ended in order to comply with legal and accounting requirements.

When personal information is no longer required, we will delete, anonymise or securely dispose of it where appropriate.

13. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

We also use reputable third-party providers to operate parts of our ecommerce, payment, subscription and technology infrastructure.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information.

These may include the right to:

  • request access to the personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete your personal information in certain circumstances;
  • ask us to restrict how your information is used in certain circumstances;
  • object to certain processing;
  • receive certain personal information in a portable format;
  • withdraw consent where we rely on consent; and
  • object to certain direct marketing.

These rights are not absolute and may not apply in every circumstance.

If you would like to exercise any of these rights, please contact:

info@surfacecoffee.com

We may need to verify your identity before completing a request.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and resolve the issue.

You also have the right to complain to the UK supervisory authority for data protection:

Information Commissioner's Office (ICO)

Information about making a complaint is available through the ICO's website.

16. Third-Party Websites

Our website may contain links to websites operated by third parties.

If you follow a link to another website, that website will have its own privacy practices and may have its own privacy policy.

We are not responsible for the privacy practices or content of websites that we do not operate.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, services, technology or legal obligations.

Where appropriate, we may notify you of material changes.

The latest version will always be made available on our website.

18. Contact Us

If you have questions about this Privacy Policy, would like to exercise your data protection rights or have a concern about how we use your personal information, please contact:

Surface Coffee
South Brent Coffee Roasters Ltd
Surface Coffee, Unit 14, Lanteague Studios, Scotland Rd, Zelah, Truro TR4 9JG
Email: info@surfacecoffee.com

 

Last updated: September 2026