Who is responsible?
Red Hill Coffee Limited is the data controller for information collected through this order-ahead service. You can contact us about privacy by writing to:
Red Hill Coffee Limited35 Furzeland Drive
Bryncoch, Neath SA10 7UG
What information do we use?
When you order, we use your first name, email address, mobile number, basket, choices and modifiers, order value, collection point and time, and order and payment status. We also keep the reference numbers needed to match our record to the Square order and payment.
Square sends us the payment and order updates needed to confirm and manage your collection. If you choose to collect a Red Hill Rewards stamp, our Rewards service tells us whether the email you entered matches a card so that we can add the stamp after collection.
When existing-customer linking is enabled for live checkout, we make a read-only search of Red Hill Coffee’s Square Customer Directory using the email address and mobile number entered for the order. We link only one profile whose email and normalised phone number both match exactly. We do not create or change a Square customer profile through this search.
If that strict match succeeds, we keep the resulting Square customer reference with our local order record. Square may also return that customer reference with its payment update. The reference is an internal identifier; we do not store a copy of the Customer Directory profile through this feature.
We need the checkout contact details to accept and fulfil an order. Red Hill Rewards is optional; you can place an order without asking us to match a card.
Why do we use it?
- To perform our contract with you: taking payment, preparing the order, sending it to the right café team and handling collection, cancellation or refund.
- For our legitimate interests: keeping the service secure, preventing duplicate or fraudulent orders, diagnosing faults and supporting customers. Same-browser order history is used only when you choose that feature.
- To meet legal obligations: including the transaction and accounting records we are required to keep.
Who receives it?
We share only what is needed with:
- Square, which hosts secure checkout, processes payment and sends the order to the chosen Square location. When existing-customer linking is enabled, Square also receives the exact email-and-phone directory search described above and may return an internal customer reference. Your card details are entered with Square and are not stored in Red Hill Coffee’s order database. Read Square’s buyer privacy notice.
- Cloudflare, which hosts this service and its D1 database. The D1 record contains the contact, collection, basket, status and reference information needed to operate the order, including the Square customer reference when one has been strictly matched or returned with payment. Read Cloudflare’s privacy policy.
- Our Red Hill Rewards service, only when you ask us to match your email and collect a stamp.
- Authorised Red Hill team members and operational service providers, where needed to prepare, notify, support or reconcile an order.
Some providers operate internationally, so information may be processed outside the UK. Their privacy notices explain their international processing and safeguards.
Previous orders on this device
Only if you choose “Remember my paid orders on this device”, this site can show summaries of paid orders placed through this order-ahead service on the same browser and use them to suggest previous orders and favourites. If you do not choose it, we will not set the order-history cookie or show those same-device suggestions.
This feature does not search by email to expose your wider Square purchase history, and it does not carry order history across different devices or browsers.
Anyone who can use this browser may be able to see those order summaries. Use “Forget this device” on the order page, or clear this site’s cookies, to remove those shortcuts from that browser. This does not erase the underlying business record; write to us if you want to make a privacy request.
Cookies and device storage
If you choose to remember your orders, we use a secure, first-party order-history cookie containing a random identifier. It can remain for up to 12 months unless you clear it sooner. The matching value held with an order is a one-way hash, rather than the cookie itself. We do not use this cookie for advertising or to follow you across other websites.
Checkout also uses temporary browser session storage to recover an interrupted payment attempt. It stores a random attempt ID and a SHA-256 fingerprint of the checkout payload, not your name, email, mobile number or basket in readable form. We clear it after confirmed payment or a completed preview; otherwise it ends with the browser session. This order-ahead site does not currently use advertising or analytics cookies.
How long do we keep it?
We keep different parts of an order record only for as long as reasonably needed to fulfil and support the order, handle refunds or disputes, keep the service secure, and meet our accounting and other legal obligations. We then delete or anonymise information when it is no longer needed for those purposes.
Your choices and rights
Depending on the circumstances, you can ask us for a copy of your personal information, ask us to correct or erase it, restrict how it is used, or receive information you supplied in a portable form. These rights can be subject to legal limits.
You have the right to object where we rely on legitimate interests. Write to the controller address above and give us enough information to identify the relevant order.
You can also complain to the Information Commissioner’s Office.
Marketing and automated decisions
Entering your email at checkout or selecting Red Hill Rewards does not give marketing consent. Any future marketing sign-up must be separate and optional.
We do not use order-ahead information to make decisions based solely on automated processing that have legal or similarly significant effects on you.