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Privacy Policy

Last updated: December 22, 2024

Hey there. We know privacy policies can be a slog to read, but we think yours is important. So we've done our best to make this clear, honest, and actually understandable.

Here's the deal: Coffee Pals is a platform that connects coffee lovers around the world to exchange beans. To make that happen, we need some information from you. This policy explains what we collect, why we need it, how we use it, and what rights you have over your data.

We're not here to sell your information or do anything sketchy with it. We just want to help you find great coffee matches and have a smooth experience on the platform.

If you have questions about any of this, reach out to us at hello@coffeepals.io.

What information we collect

To run Coffee Pals, we collect a few different types of information:

Information you give us directly

When you create an account and use Coffee Pals, you provide:

  • Your name - so your coffee match knows who they're exchanging with
  • Email address - to send you match notifications, reminders, and important updates
  • Physical mailing address - so you and your match can actually ship coffee to each other
  • Country - to help with matching and understand international shipping requirements
  • Coffee preferences - what you like to drink, brew methods, tasting notes you enjoy (this helps us match you well)
  • Instagram handle (optional) - if you want to connect with your matches beyond the platform
  • Feedback and ratings - your reviews of exchanges and ratings you give to other users
  • Profile information - any other details you choose to add to your profile

Information we collect automatically

When you use Coffee Pals, we also collect:

  • Usage data - which features you use, when you log in, how you interact with the platform
  • Device and browser information - your IP address, browser type, operating system (standard web stuff)
  • Cookies and similar technologies - small files that help us keep you logged in and understand how the platform is being used

We don't use invasive tracking or sell your browsing data to advertisers. This information just helps us improve Coffee Pals and fix things when they break.

Why we collect this information

We collect your information because we genuinely need it to provide the service you signed up for. Here's what we use it for:

To provide the Coffee Pals service

  • Matching you with other users - our algorithm uses your preferences and location to find you compatible coffee matches
  • Facilitating exchanges - sharing shipping addresses between matched users so you can send each other coffee
  • Sending notifications - emailing you when you get a match, reminding you to ship, and keeping you updated on your exchanges
  • Building your reputation - displaying ratings and badges on your profile so other users can see you're reliable
  • Preventing abuse - tracking behaviour to identify users who don't ship, send bad coffee, or violate our terms

To improve and develop Coffee Pals

  • Understanding how people use the platform so we can make it better
  • Fixing bugs and technical issues
  • Testing new features

To communicate with you

  • Responding to your questions and support requests
  • Sending important updates about the service
  • Letting you know about changes to these policies

Legal basis for processing (the official part)

For our friends in the EU and other places with data protection laws: we process your information based on legitimate interest. This means we need your data to provide the service you're using, and we believe processing it is reasonable and necessary for that purpose.

When we send you marketing emails (separate from service notifications), we'll get your consent first, and you can always opt out.

How we use and share your information

Let's be clear about what we do and don't do with your data.

What we DO

  • Share addresses with your matches - when we pair you with someone, we give them your shipping address so they can send you coffee. That's the whole point. They can also see your name, country, coffee preferences, and any other profile information you've added.
  • Display your profile information - other users can see your profile, including your ratings, badges, and feedback from previous exchanges (but not your email or full address until you're matched).
  • Use service providers - we work with trusted companies to help run Coffee Pals (email delivery, hosting, analytics). These providers only get access to the data they need to do their job, and they're not allowed to use it for anything else.
  • Comply with legal requirements - if we're legally required to hand over information (like a valid court order), we will. We'll try to notify you first unless we're prohibited from doing so.
  • Protect rights and safety - if we believe it's necessary to prevent fraud, abuse, or harm to Coffee Pals or our users, we may use or disclose information as needed.

What we DON'T do

  • We don't sell your data. Not to advertisers, data brokers, or anyone else. That's not our business model.
  • We don't share your information for marketing purposes. You won't get spam from third parties because of us.
  • We don't use invasive tracking. No shadowing you around the web or building creepy profiles.

International transfers

Coffee Pals is an international platform - that's the beauty of it. You might be in Tokyo matched with someone in Toronto.

This means your information may be transferred to and stored in countries other than where you live. Different countries have different data protection laws, and some may not be as strong as yours.

When we transfer data internationally, we take steps to protect it, including:

  • Using secure transfer methods
  • Working with service providers who comply with international privacy frameworks
  • Implementing appropriate safeguards as required by law

By using Coffee Pals, you understand and agree that your information may be transferred internationally as part of providing the service.

How long we keep your information

We keep your information for as long as you have an active Coffee Pals account. This includes all your profile data, exchange history, ratings, and badges.

If you delete your account, here's what happens:

  • Personal identifiers are anonymized - we remove your name, email, and address
  • Exchange history is preserved - your past exchanges, ratings, and feedback remain visible (but anonymized) so other users maintain their complete reputation history
  • Some data is retained for legal/operational reasons - we may keep anonymized data for analytics, or retain certain records to comply with legal obligations (like tax records or fraud prevention)

If you want us to delete specific information or have questions about what we've kept, email us at hello@coffeepals.io.

Your rights over your data

You have real rights when it comes to your data. Here's what you can do:

Access your data

You can request a copy of all the personal information we have about you. We'll send you a file with everything we've collected.

Export your data

You can download your data in a portable format (JSON) if you want to take it elsewhere.

Correct your data

If something's wrong or outdated, you can update most information directly in your profile settings. For things you can't change yourself, let us know and we'll fix it.

Delete your data

You can delete your account anytime. As mentioned above, we'll anonymize your personal information, though some anonymized records will remain.

Opt out of emails

You can unsubscribe from marketing emails anytime (there's a link at the bottom of each one). You'll still get essential service notifications (like when you're matched with someone), but we'll keep those to a minimum.

Object to processing

If you believe we're using your data in a way you're not comfortable with, you can object. We'll review your request and stop processing unless we have a legitimate reason to continue.

Lodge a complaint

If you're in the EU or another jurisdiction with a data protection authority, you have the right to file a complaint with them if you think we've violated your privacy rights.

How to exercise these rights

Email us at hello@coffeepals.io with your request. We'll respond within 30 days (or whatever timeframe is required by law in your jurisdiction).

Security

We take security seriously and use reasonable measures to protect your information from unauthorized access, loss, or misuse.

This includes:

  • Encryption of data in transit (HTTPS)
  • Secure storage practices
  • Limited access to personal data (only team members who need it to do their jobs)
  • Regular security reviews

That said, no system is perfectly secure. While we do our best, we can't guarantee that unauthorized access will never happen. If we experience a data breach that affects your information, we'll notify you as required by law.

Contact us

If you have questions, concerns, or requests about your privacy or this policy, we're here to help.

Email us at: hello@coffeepals.io

We'll do our best to respond quickly and address your concerns.

Thanks for taking the time to read this. We know it's long, but we wanted to be thorough and transparent about how we handle your information. Enjoy exchanging great coffee!