Privacy Policy

Last updated: 16 August 2026

1. Who we are

VENA Coffee & Fuel is a trading name of Peak Performance Exeter Limited.

Peak Performance Exeter Limited is the data controller responsible for the personal information described in this Privacy Policy.

You can contact us at:

Peak Performance Exeter Limited trading as VENA Coffee & Fuel
Lustleigh Close
Marsh Barton
Exeter
EX2 8PW

Email: hello@venacoffee.co.uk

This policy explains how we collect, use, store and share personal information when you visit our website, contact us, join our mailing list, apply to work with us, place an order or make a purchase.

2. Information we collect

Depending on how you interact with us, we may collect:

  • your name, email address, telephone number and the contents of messages you send us;

  • your email address and marketing preferences when you join our mailing list;

  • order and transaction information, including the products purchased, amount paid, payment method and transaction date;

  • billing, collection or delivery information where this is required for an order;

  • information included in a job application, such as your contact details, employment history, qualifications, availability and CV;

  • technical information, including your IP address, browser, device and network information;

  • information about how you use our website, including pages visited, links selected, referring pages and visit times; and

  • your cookie and privacy preferences.

We do not normally receive or store your complete payment card details. Card payments are processed securely by Square.

Please do not send sensitive personal information through our general email address or contact form unless it is necessary.

3. How we collect information

We collect personal information:

  • directly from you when you contact us, subscribe to marketing, place an order, make a purchase or apply for a role;

  • automatically when you visit our website, through cookies and similar technologies;

  • from Square when it processes a payment or order;

  • from Indeed when you apply for a vacancy advertised by VENA; and

  • from service providers that help us operate our website and business.

4. How and why we use your information

We use personal information only where we have a lawful basis under UK data protection law.

Enquiries and customer service

We use your name, contact details and message to respond to questions, feedback or complaints.

Our lawful basis is our legitimate interest in communicating with customers and operating our business. Where your enquiry relates to a possible purchase or order, we may also process the information to take steps at your request before entering into a contract.

Mailing list and marketing

If you choose to join our mailing list, we use your email address to send news, opening information, events, products and offers from VENA Coffee & Fuel.

Our lawful basis is your consent. You may withdraw your consent at any time by selecting the unsubscribe link in an email or contacting us.

Purchases, payments and orders

We use transaction and order information to:

  • accept and process payments;

  • prepare and fulfil orders;

  • communicate with you about a purchase;

  • issue refunds and resolve payment queries;

  • prevent fraud; and

  • maintain tax and accounting records.

Our lawful bases are performing a contract with you, complying with our legal obligations and our legitimate interests in protecting and administering our business.

If you do not provide information required to process an order or payment, we may be unable to complete the transaction.

Recruitment

If you apply to work with VENA, we use your application information to:

  • assess your suitability for a role;

  • communicate with you about the recruitment process;

  • arrange and conduct interviews;

  • check your right to work and meet other legal obligations; and

  • make recruitment decisions.

Our lawful bases are taking steps at your request before entering into an employment contract, complying with our legal obligations and our legitimate interest in recruiting suitable members of staff.

We will provide additional information if we need to process sensitive information or conduct checks requiring specific consent or another legal condition.

Website operation, security and analytics

We use technical and website-use information to:

  • operate and secure the website;

  • identify and resolve technical problems;

  • understand general website traffic and activity; and

  • improve the website and our communications.

Necessary processing is based on our legitimate interests in maintaining a secure and effective website. Where UK law requires consent for analytics, advertising cookies or similar technologies, our lawful basis is consent.

5. Squarespace

Our website is hosted by Squarespace.

Squarespace may process information about your browser, device, network, IP address and use of the website so that it can securely host the site, provide website forms and supply analytics services.

Squarespace processes some information on our behalf and may process certain information for its own purposes. You can read the Squarespace Privacy Policy.

6. Cookies and analytics

Our website uses necessary Squarespace cookies to operate securely and remember visitors’ privacy choices.

With your consent, we use Squarespace Analytics to understand website traffic and activity. This may involve information such as your IP address, browser, device, pages visited, referring website and visit times.

We may also use analytics or advertising services identified in our Cookie Policy. These services will be activated only after consent where required.

You can accept, reject or manage non-essential cookies through our cookie banner. For more information, including the cookies currently in use, please read our Cookie Policy.

7. Square payments and ordering

We use Square to process card payments and, where available, orders.

Square may process information including transaction details, payment information and, where relevant, your name, email address, telephone number and order details.

Square processes some information as a service provider to us and may process certain information for its own legal, security and fraud-prevention purposes. You can read Square’s privacy information.

8. Recruitment through Indeed

We may advertise vacancies through Indeed.

When you follow a link from our website to Indeed, you leave the VENA website. Indeed collects information under its own privacy terms. If you submit an application for a VENA role, Indeed will provide the application information to us so that we can manage the recruitment process.

You should review Indeed’s Privacy Policy.

9. Links to other websites

Our website may link to Instagram, Google Maps, Indeed and other websites operated by third parties.

We do not receive personal information merely because you follow an ordinary external link. Once you visit another website, that organisation may collect and use information under its own privacy policy. We are not responsible for the privacy practices of third-party websites.

10. Who we share information with

Where necessary, we may share personal information with:

  • Squarespace, which hosts our website, stores website form submissions and currently stores our mailing list;

  • Square, which processes payments and, where available, customer orders;

  • analytics or advertising providers identified in our Cookie Policy, but only where the relevant tools are enabled and any required consent has been obtained;

  • Indeed and other recruitment providers where you apply for a role with VENA;

  • accountants, insurers, solicitors and other professional advisers supporting our business;

  • IT and other service providers where necessary to operate and protect our business; and

  • regulators, courts, law-enforcement bodies or other parties where disclosure is required by law.

Our mailing list is currently stored securely through Squarespace. We will update this policy before using another provider to send marketing emails.

We require service providers acting on our behalf to use personal information only for the agreed purpose and to protect it appropriately.

We do not sell your personal information.

11. International transfers

Some of our service providers are based outside the United Kingdom or may process information in other countries.

Where personal information is transferred outside the UK, we take steps to ensure that the transfer is protected as required by UK data protection law. These protections may include UK adequacy regulations, the UK International Data Transfer Agreement or an approved UK addendum to standard contractual clauses.

You may contact us if you would like further information about the safeguards used for a particular transfer.

12. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our normal retention periods are:

  • general enquiries: up to 12 months after the enquiry has been resolved;

  • mailing-list information: until you unsubscribe or we stop operating the mailing list;

  • marketing suppression records: for as long as necessary to ensure we respect your opt-out;

  • order, payment, tax and accounting records: normally six years;

  • unsuccessful job applications: normally six months after the recruitment process ends; and

  • website analytics information: in accordance with our selected provider settings and the periods described in our Cookie Policy.

We may retain information for longer where necessary to resolve a dispute, establish or defend a legal claim, prevent fraud or comply with the law.

13. How we protect information

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

However, no website, email service or online system can be guaranteed to be completely secure. Please avoid sending confidential or sensitive information through an ordinary email or contact form unless necessary.

14. Your rights

Depending on the circumstances, UK data protection law may give you the right to:

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

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to processing based on legitimate interests;

  • object at any time to the use of your information for direct marketing;

  • receive certain information in a portable format;

  • withdraw your consent at any time; and

  • complain to the Information Commissioner’s Office.

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

To exercise a right, contact hello@venacoffee.co.uk. We may need to confirm your identity before responding. You will not normally have to pay a fee.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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

16. Automated decision-making

We do not currently make decisions about customers or website visitors using solely automated processing where those decisions would have legal or similarly significant effects.

17. Children

Our website is not directed specifically at children, and we do not knowingly collect personal information from children through the website.

If you believe a child has provided personal information to us, please contact us so that we can review and, where appropriate, delete it.

18. Changes to this policy

We may update this policy if our website, services, suppliers or legal obligations change.

The latest version will be published on this page and the “Last updated” date will be amended.