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Privacy Policy

Privacy Policy Last Updated: 11/06/2026

1. Introduction
Roastmaster Solutions Ltd ("we", "our", or "us") is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website, contact us, or engage our services.
We comply with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller
Roastmaster Solutions Ltd is the data controller responsible for your personal information.
Address:
73 Lydden Grove
Wandsworth
London
SW18 4LY
Email: hello@roastmastersolutions.co.uk

3. Information We Collect
Our website does not currently contain enquiry forms, account registration facilities, or online payment functionality.
We may collect personal information when you:

  • Contact us by email

  • Contact us by telephone

  • Contact us via WhatsApp

  • Correspond with us regarding products or services

  • Request quotations, proposals, technical advice, or support

  • Become a customer

The information we may collect includes:

  • Name

  • Company name

  • Email address

  • Telephone number

  • Business address

  • Information relating to your roastery, equipment, project requirements, or services requested

  • Correspondence and communication records

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4. How We Use Your Information
We use personal information to:

  • Respond to enquirie

  • Provide quotations and proposals

  • Supply products and services

  • Deliver installation, commissioning, servicing, relocation, maintenance, and consultancy services

  • Manage customer relationships

  • Maintain service histories and equipment records

  • Meet legal, regulatory, accounting, and contractual obligations

We process personal data on the basis of legitimate business interests, contractual necessity, legal obligations, and, where applicable, consent.


5. Customer Relationship Management and Business Systems
Information provided to us may be stored and processed using trusted third-party business systems, including:

  • Microsoft 365 for email communications

  • HubSpot CRM for customer relationship management

  • QuickBooks for accounting and financial records

Where customers choose to communicate with us via WhatsApp, those communications will also be processed through WhatsApp's platform in accordance with WhatsApp's own privacy practices.
These providers process data on our behalf and are required to maintain appropriate security measures.


6. Data Retention
We retain personal information only for as long as necessary for legitimate business purposes.
As a business supporting long-life capital equipment, customer records may be retained for extended periods to facilitate ongoing servicing, maintenance, technical support, warranty enquiries, equipment history tracking, and future business relationships.
Generally:

  • Enquiry records may be retained for up to seven years after the last meaningful contact.

  • Customer records may be retained for the duration of the customer relationship and for as long as reasonably necessary to support equipment supplied, installed, commissioned, relocated, serviced, or maintained by Roastmaster Solutions Ltd. As coffee roasting equipment often remains in operation for many years, records may be retained for extended periods where there is a legitimate business need to do so.

  • Accounting records are retained in accordance with applicable legal requirements.

7. Sharing Your Information
We do not sell personal information.
We may share information where reasonably necessary with:

  • Professional advisers

  • Service providers acting on our behalf

  • Equipment manufacturers or suppliers involved in a project

  • Regulatory authorities where required by law

Any sharing will be limited to what is necessary for the relevant purpose.


8. International Data Transfers
As we work with customers and suppliers in the UK and internationally, some personal information may be processed outside the UK.
Where international transfers occur, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection laws.


9. Website Cookies and Analytics
Our website is hosted on the Wix platform, which may use cookies and similar technologies to operate the website, improve functionality, enhance security, and provide analytics.
Additional third-party content, including embedded YouTube videos or Google Maps content, may also place cookies on your device when used.


9. Website Cookies and Similar Technologies
Our website is hosted on the Wix platform, which uses essential cookies and similar technologies to ensure the website functions correctly, provide security, and support basic website performance and usage statistics.
We do not currently use third-party analytics, marketing, or advertising tracking technologies such as Google Analytics, Meta Pixel, or similar tools.
From time to time, we may embed third-party content such as YouTube videos. Where this occurs, those third-party services may set their own cookies or collect usage data in accordance with their own privacy policies.
Visitors can manage or disable cookies through their browser settings at any time.


10. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.
However, no method of internet transmission or electronic storage can be guaranteed to be completely secure.

 

11. Your Rights
Subject to applicable law, you may have the right to:

  • Access your personal information

  • Correct inaccurate information

  • Request deletion of personal information

  • Restrict or object to processing

  • Request transfer of your information

  • Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us using the details above.


12. Complaints
If you are unhappy with how we handle your personal information, please contact us first so that we can attempt to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Website: https://www.ico.org.uk
13. Changes to This Policy
We may update this Privacy Policy from time to time.
Any changes will be posted on this page and will take effect from the date of publication.

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