Catering privacy
& cookies.

Who we are

BEAN’S TO COFFEE LTD is responsible for your catering enquiry information. You can contact us at info@beanstocoffee.co.uk or at Beans to Coffee, Llanrumney Hall, Ball Road, Cardiff CF3 4JJ.

This notice covers catering enquiries, callback requests and the catering pages’ analytics. It does not describe separate booking or payment services.

Your enquiry

The catering form asks for your name, email, phone number, occasion, date and time, guest numbers and venue or postcode. Business enquiries also ask for a business name. You can add an optional message. The callback form asks only for your phone number.

Please keep dietary notes to meal preferences and guest numbers. Avoid medical history, identifiable health details or sensitive information about guests. Discuss essential allergy arrangements directly with Beans to Coffee.

We use these details to answer you, discuss your plans and take steps at your request towards a possible booking. For enquiries on behalf of a business, we rely on our legitimate interest in responding to relevant business catering requests. Security checks protect the forms against misuse, based on our legitimate interest in keeping the service secure.

You choose whether to enquire. We need the required fields to handle an online enquiry or callback; optional notes are not required. You can call the café instead. An enquiry does not confirm availability or a booking. Beans to Coffee reviews requests manually, and we do not make automated booking or pricing decisions.

Enquiring does not sign you up for marketing.

If you check an event location, we send the postcode to Postcodes.io to look up its approximate area and compare it with our enquiry coverage. It is not sent to Google Analytics or kept in browser storage by the checker. Continuing to the enquiry form can copy it into the venue field; it is sent with your enquiry only if you submit the form.

Maps load only when you select Show map. Your browser then connects to OpenStreetMap to request map tiles, sharing your IP address and browser request information. A checked postcode marker is drawn in your browser; the postcode itself is not sent to the map service. Map tiles may be cached by your browser.

Who receives your details

Jupiter Solutions Ltd provides technical support and website management on our behalf. Catering enquiries and privacy requests are sent directly to info@beanstocoffee.co.uk. Our team reviews catering enquiries and responds to customers. Jupiter Solutions Ltd assists with technical support, data protection requests and secure data management when instructed by BEAN’S TO COFFEE LTD.

• Cloudflare hosts and secures the website and supplies Turnstile spam checks.
• Resend delivers enquiry notifications and, for detailed enquiries, acknowledgement emails.
• Google Workspace handles incoming mail for our business address.
• Google Analytics receives optional usage information only when you allow analytics.

Website and security providers receive technical information such as your IP address, browser details and request metadata. Turnstile evaluates browser and device signals to detect bots. Cloudflare also uses those signals to improve its detection service as an independent controller. Read Cloudflare’s Turnstile privacy notice for its handling and contact details.

Processing outside the UK

Our providers may process information outside the UK, including in the United States. Resend stores email content and delivery logs in the US; its published transfer terms include Standard Contractual Clauses and the UK Addendum. Cloudflare and Google also operate international services. Contact us to ask where your information is processed or to request details and copies of the safeguards that apply.

How long we keep it

We delete enquiries that do not become bookings 90 days after the last contact. This is a manual inbox routine and includes related correspondence and copies under our control. If you book, any further use and retention for booking or payment records will be explained separately. Records needed for a legal obligation or dispute may need to be kept longer.

Resend’s standard email and delivery-log retention is 30 days, with a separate backup period. Deletion there does not remove inbox copies. Hosting and security providers have separate technical retention policies; you can ask us for details.

Official food hygiene badge

Our café and catering pages display a badge provided by the Food Standards Agency. It loads as you approach it on the page and requests the current rating. Your browser contacts ratings.food.gov.uk and api.ratings.food.gov.uk, which receive connection information such as your IP address and may receive this website’s origin. We do not send enquiry details to these services. This is separate from optional Google Analytics.

Cookies & optional analytics

You can use both forms without allowing analytics. Google Analytics is loaded on the catering overview, business and private pages only after you opt in. We use consent for this optional measurement, which helps us understand campaign sources, private and business journeys, form steps, errors and successful enquiries.

With consent, campaign tags (UTMs), the referring website’s origin and a random session reference help distinguish the initial and latest source during your browser session. Campaign information may accompany your enquiry. Successful requests use a random enquiry reference to count conversions. These references are pseudonymous, not anonymous. We do not send names, emails, phone numbers, dietary notes or other form text to Google Analytics. We do not use this setup for advertising or personalised ads.

Google Analytics event-level retention is set to two months; aggregate reports may remain for longer. Google explains its handling in How Google uses information from sites that use its services.

Declining stops future collection through this website and clears our analytics cookies and session attribution. It does not automatically delete information Google already received. Contact us about a deletion request. Browser settings can also clear stored data, although this may reset your saved choice.

You can change your choice at any time.

Your privacy rights

You can ask for access, correction, deletion, restriction or a portable copy of your information where applicable. These rights depend on the circumstances. You can withdraw analytics consent at any time without affecting earlier lawful processing.

Your right to object

You can object to processing based on legitimate interests, including handling business enquiries or security processing. Tell us your circumstances so we can consider your request.

Email info@beanstocoffee.co.uk with your request. We may need to confirm your identity. You can also complain directly to the Information Commissioner’s Office.