Privacy Policy

Last updated: July 2026

Barista.Bot ("we", "us", "our") operates robotic coffee kiosks and the websites at baristabotcoffee.com and support.baristabotcoffee.com. This policy explains what personal data we collect, why, and your rights under the UK GDPR and the Data Protection Act 2018.

1. Who we are

Barista.Bot is the data controller for the information described in this policy. For any privacy question or request, contact us at customer.service@baristabotcoffee.com.

2. Information we collect

When you contact our customer service or submit a refund query, we collect:

• Your name and email address.
• Machine ID and kiosk location relating to your query.
• Details of the transaction: amount queried, drink selected, date and time of the incident.
• Card type and the last four digits of your card only. We never collect or store full card numbers, expiry dates or security codes.
• The description of your issue and your consent to us processing this information.

We also collect limited technical data (such as anti-spam signals from Google reCAPTCHA) to protect our forms from abuse.

3. How we use your information

• To investigate and respond to your customer service or refund query.
• To process refunds where appropriate, via our payment provider.
• To send you updates about your ticket by email.
• To protect our systems against fraud and abuse.

Our lawful bases are your consent (which you give when submitting the form), the performance of our obligations to you, and our legitimate interests in running a secure service.

4. Sharing your information

We share data only with the service providers that help us operate, under appropriate safeguards:

• SendGrid (Twilio), to send you email updates.
• Twilio, to alert our team of new tickets.
• Nayax, our payment and machine platform, to process eligible refunds.
• Google reCAPTCHA, for spam and fraud protection.

We do not sell your personal data.

5. How long we keep it

We keep support tickets and related records only as long as necessary to handle your query, meet legal and accounting obligations, and resolve disputes, after which they are deleted or anonymised.

6. Your rights

Under UK data protection law you have the right to access, correct, delete, restrict or object to our processing of your personal data, and the right to data portability. To exercise any of these, email customer.service@baristabotcoffee.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

7. Cookies and embedded content

This site loads fonts from Google Fonts, map tiles from CARTO and OpenStreetMap, and, only when you choose to play a reel, video embeds from Instagram. Those providers may set their own cookies once their content loads. We do not set advertising or tracking cookies of our own.

8. Security

We use encryption in transit (HTTPS with HSTS), store credentials and sensitive settings outside public web directories, and limit access to your data to those who need it to help you.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page.

10. Contact

Questions about this policy or your data: customer.service@baristabotcoffee.com