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Privacy Policy

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1. About this policy

YD SELECTS is a trading name of Yun Coffee Bean Co Limited (“YD SELECTS”, “we”, “us” or “our”).

This Privacy Policy explains how we collect, use, store and share personal information when you:

  • Visit www.ydselects.com;

  • Register for or use our Wholesale Hub;

  • Request samples, quotations or product information;

  • Purchase coffee or use our services;

  • Subscribe to marketing communications; or

  • Contact or otherwise interact with us.

Yun Coffee Bean Co Limited is registered in England and Wales under company number 15412435. It is the controller responsible for the personal information described in this policy.

Our services are principally intended for businesses and their representatives. They are not directed at children, and we do not knowingly collect personal information from children under 16.

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2. Information we may collect

The personal information we collect depends on how you interact with us and may include:

Account and identity information

  • Your name;

  • Your company name;

  • Your job title or business role;

  • Your Wholesale Hub username and account details; and

  • Information used to verify or approve a wholesale account.

Contact information

  • Your business or personal email address;

  • Your telephone number;

  • Your billing and delivery addresses; and

  • Your communication preferences.

Order and transaction information

  • Sample and quotation requests;

  • Coffee selections and YD Codes;

  • Order quantities and order history;

  • Contracts, invoices and payment records;

  • Payment currency;

  • Warehouse-release instructions;

  • Delivery and transportation details; and

  • Communications concerning an order.

We do not normally receive or retain complete payment-card information where payment is processed by a bank or third-party payment provider.

 

Website and technical information

When you use our website, we or our service providers may collect:

  • Your IP address;

  • Browser and device information;

  • Operating system;

  • Approximate location derived from your IP address;

  • Pages viewed and features used;

  • Dates, times and duration of visits;

  • Referral source;

  • Account and login activity; and

  • Cookie identifiers and similar technical information

 

Communications

We may retain messages and information that you send to us by email, telephone, website form, social media or another communication channel.

 

3. How we collect personal information

We may collect personal information:

  • Directly from you when you complete a form, create an account, contact us, request a sample or quotation, or place an order;

  • From your employer, colleague or another representative of your organisation;

  • Automatically through cookies and similar technologies when you use our website;

  • From payment, warehousing, transport and other service providers involved in fulfilling your request or order; and

  • From publicly available business sources where appropriate.

If you provide personal information relating to another person, you should ensure that you are authorised to do so and that the person understands how their information may be used.

 

4. Why we use personal information

We may use personal information for the following purposes:

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Managing Wholesale Hub accounts

We use account and contact information to assess registrations, create accounts, provide access to wholesale information, maintain account security and provide customer support.

Our lawful bases are taking steps at your request before entering into a contract, performing a contract and our legitimate interest in operating a secure wholesale service.

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Responding to enquiries and sample requests

We use contact details and information about your requirements to answer questions, recommend coffees, arrange samples and prepare quotations.

Our lawful bases are taking steps at your request before entering into a contract and our legitimate interest in responding to customers and developing business relationships.

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Processing and fulfilling orders

We use information to confirm stock, prepare contracts, process orders, arrange payment, release coffee from storage and organise transportation.

Our lawful bases are performing a contract and taking steps before entering into a contract.

 

Invoicing and accounting

We use transaction information to issue invoices, receive and reconcile payments, maintain financial records and meet tax and accounting requirements.

Our lawful bases are performing a contract, complying with legal obligations and our legitimate interest in maintaining accurate business records.

 

Operating and improving our website

We use technical and usage information to operate the website, diagnose problems, maintain security, understand how visitors use our services and improve the customer experience.

Our lawful bases are our legitimate interests in operating, securing and improving our website. Where consent is legally required for a cookie or similar technology, we rely on your consent.

 

Marketing

Where permitted, we may use your contact details to send information about available coffees, new arrivals, events, services and company news.

We rely on consent where required. In appropriate business-to-business circumstances, we may rely on our legitimate interest in promoting relevant products and services, subject to your right to object.

You may unsubscribe at any time by using the unsubscribe option included in a marketing email or by contacting info@ydselects.com.

 

Legal and business administration

We may process information to establish or defend legal claims, prevent fraud, protect our business, comply with regulatory obligations and respond to lawful requests from public authorities.

Our lawful bases are compliance with legal obligations and our legitimate interests in protecting and administering our business.

 

5. When information is required

Certain information is needed to create an account, provide a quotation, enter into a contract or fulfil an order.

If required information is not supplied, we may be unable to approve an account, provide requested services, process an order or arrange delivery.

 

6. Who we share information with

We only share personal information where reasonably necessary for our operations, to provide requested services or to comply with the law.

Recipients may include:

  • Wix and other website, hosting and technical-service providers;

  • Payment processors, banks and accounting-service providers;

  • Vollers UK and relevant UK warehousing providers;

  • Vollers in the Netherlands and relevant EU warehousing providers;

  • Transport companies, freight forwarders, couriers and customs agents;

  • Email, customer-communication and marketing-service providers;

  • IT, cloud-storage, security and analytics providers;

  • Accountants, lawyers, insurers and other professional advisers;

  • Government departments, regulators, courts or law-enforcement bodies where disclosure is legally required; and

  • A prospective buyer, investor or adviser in connection with a restructuring, investment or sale of all or part of our business.

Service providers acting on our behalf are expected to protect personal information and use it only for the agreed purpose.

We do not sell personal information.

 

7. International data transfers

Some organisations that support our website or business may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take steps intended to ensure that the transfer is lawful. Depending on the destination and circumstances, these measures may include:

  • Relying on UK adequacy regulations;

  • Using approved contractual safeguards;

  • Completing an appropriate transfer-risk assessment; or

  • Applying another transfer mechanism permitted by data-protection law.

You may contact us for further information about the safeguards relevant to your personal information.

 

8. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, regulatory and dispute-resolution requirements.

Retention periods vary according to the type of information. For example:

  • Account information is generally retained while the account remains active and for a reasonable period afterwards;

  • Enquiry and sample-request records are retained for as long as needed to manage the enquiry and relevant business relationship;

  • Contracts, invoices, payment records and order information may be retained for the period required by tax, accounting and legal rules; and

  • Marketing information is retained until you unsubscribe or we determine that it is no longer appropriate to retain it.

We may keep limited information where necessary to record an objection, unsubscribe request or legal requirement.

 

9. Cookies and similar technologies

Our website uses cookies and related technologies. These are small files or identifiers placed on or accessed from your device.

We may use:

  • Essential cookies required for security, account login and core website functions;

  • Preference cookies that remember selected settings;

  • Analytics cookies that help us understand how the website is used; and

  • Marketing cookies used to measure or personalise advertising, where enabled.

Essential cookies may operate without consent where permitted by law. We will request consent before using non-essential cookies where consent is required.

You can accept, reject or adjust non-essential cookies through the cookie controls provided on our website. You may also control cookies through your browser, although blocking essential cookies may prevent parts of the website or Wholesale Hub from working correctly.

Our cookie banner or cookie settings should be consulted for current details about the cookies in use.

 

10. Data security

We use reasonable technical and organisational measures intended to protect personal information against:

  • Unauthorised access;

  • Accidental loss;

  • Improper use or disclosure;

  • Unauthorised alteration; and

  • Destruction.

Access to personal information is limited to people and service providers who require it for an authorised business purpose.

Despite these precautions, no website, communication system or electronic storage method can be guaranteed to be completely secure.

 

11. Your data-protection rights

Depending on the circumstances and applicable law, you may have the right to:

  • Request access to the personal information we hold about you;

  • Ask us to correct inaccurate or incomplete information;

  • Ask us to erase your information;

  • Ask us to restrict how your information is used;

  • Object to processing based on legitimate interests;

  • Object to direct marketing at any time;

  • Request certain information in a portable format;

  • Withdraw consent where processing relies on consent; and

  • Complain to a data-protection regulator.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact info@ydselects.com. We may ask for information needed to confirm your identity and understand your request.

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

 

12. Complaints

Please contact us first if you have a question or concern about how your personal information has been handled. We will try to resolve the matter promptly.

You also have the right to complain to the Information Commissioner’s Office, the United Kingdom’s data-protection regulator:

Website: www.ico.org.uk
Telephone: 0303 123 1113

If you are located outside the United Kingdom, you may also be entitled to contact the data-protection authority in your country.

 

13. Links to other websites

Our website may contain links to websites operated by other organisations.

We do not control those websites and are not responsible for their content, security or privacy practices. You should review the privacy information provided by a third-party website before supplying personal information to it.

 

14. Changes to this policy

We may update this Privacy Policy when our services, technology, legal obligations or data-handling practices change.

The latest version will be published on www.ydselects.com. The date at the beginning of the policy shows when it was most recently updated.

Material changes may also be communicated through the website, Wholesale Hub or another appropriate channel.

 

15. Contact us

For questions about this Privacy Policy, requests concerning your personal information or concerns about our data practices, contact:

Yun Coffee Bean Co Limited
Trading as YD SELECTS
Registered in England and Wales under company number 15412435
Email: info@ydselects.com
Website: www.ydselects.com

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