Privacy Policy

Last updated 8 December 2025

This privacy policy applies to the website www.coffeewith.xyz and all services operated by Coffee With Ltd.

The term “you” in this privacy policy refers to any visitor, user, or customer of our website or services.

The terms “Coffee With”, “we”, “us”, and “our” refer to Coffee With Ltd.

1. Our commitments

We only use your data to provide and improve our services

  • We will never sell your personal data.
  • We only share data when it’s necessary to deliver our services or when the law requires it.
  • We may use anonymised data to understand usage and improve educational outcomes.

We respect your choices

  • We are transparent about how we use data and give you control where possible.
  • We communicate in clear, accessible language.

We keep your data safe

  • We use secure systems and encryption.
  • Access is limited to authorised team members and trusted service providers.

We minimise what we collect

  • We collect only what we need to operate our website and services.
  • We keep data only as long as necessary or required by law.

2. Collecting information

Information collected automatically

When you visit our website, we collect limited technical data such as your IP address, device type, browser, and pages viewed.

  • If you are signed in to a Coffee With account, this technical data is linked to your profile so we can provide personalised features and content recommendations.
  • If you are not signed in (or have not created an account), this technical data is linked only to a temporary, anonymous session ID. We do not use cookies or other technologies that could identify you or recognise you when you return.

We process this information on the basis of our legitimate interest in operating and improving our website and services. We do not combine anonymous session data with identifiable user data.

Information you provide

If you contact us, sign up for updates, or create a Coffee With account, we collect personal information such as your name, email address, and school or organisation (if applicable).

We process this information on the basis of our legitimate interest in responding to your queries, providing updates you request, and managing your account.

Analytics

We use privacy-compliant analytics tools to understand how people use Coffee With. Analytics are processed server-side and do not use browser cookies or similar tracking technologies.

3. Storing and protecting information

We store personal data on encrypted systems with strict access controls. We delete or anonymise personal data when it’s no longer required. Backups and audit logs are retained for security and legal compliance.

4. Sharing information

We share personal data only with trusted third-party providers that help us deliver our services, including:

  • Clerk (authentication)
  • Cloudflare (file storage)
  • Customer.io (emails)
  • Heroku (hosting)
  • Mixpanel (analytics)
  • Mux (video delivery)
  • Sentry (error monitoring)
  • Vercel (hosting)

All providers are bound by contracts that require GDPR-level security. We may also share anonymised data for research or reporting, and disclose personal data if required by law or to address safeguarding concerns.

5. Transfering information

Some of our service providers may store or process data outside the UK / EEA. We only use providers with appropriate safeguards (such as the UK International Data Transfer Agreement or UK Extension to the EU-US Data Privacy Framework) to protect your information.

6. Your rights

Under UK GDPR you have the right to:

  • access a copy of your personal data;
  • correct inaccurate data;
  • object to or restrict processing;
  • request deletion (“right to be forgotten”);
  • request transfer of your data to another provider;
  • withdraw consent at any time (for example, unsubscribe from updates).

To exercise any of these rights, please contact our Data Protection Officer using the details below. We may request proof of identity before responding.

7. Complaints

If you have concerns about how we handle your data, please contact us first.

If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk/concerns or by calling 0303 123 1113.

8. Changes to this privacy policy

We review this privacy policy regularly and may update it at any time. Please check this page regularly for updates. By continuing to use our website after any changes, you agree to the updated policy.

9. Contact

Questions? Contact our Data Protection Officer at dpo@coffeewith.xyz

Coffee With Ltd is a company registered in England and Wales (16478624).