Privacy Policy

1. Who We Are

Olion Vending Ltd ("Olion", "we", "us", "our") is a smart vending company based in the United Kingdom. We are the data controller responsible for this website.

We take your privacy seriously and are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or wish to exercise your rights, please contact us at: privacy@olionvending.co.uk

You also have the right to make a complaint to the Information Commissioner's Office (ICO) at any time — www.ico.org.uk. We would appreciate the opportunity to address your concerns first, so please contact us in the first instance.

This website is not intended for children and we do not knowingly collect personal data from anyone under the age of 18.

2. What Data We Collect

We may collect the following categories of personal data:

• Identity Data — your first name and last name.
• Contact Data — your email address, telephone number, and the name of your business or organisation.
• Communications Data — the content of messages you send us through our contact form or by email.
• Technical Data — IP address, browser type and version, time zone, and other technology information collected automatically when you visit our website.
• Usage Data — information about how you navigate and use our website.

We do not collect financial data, payment card details, or any special categories of personal data (such as health information, ethnicity, or political opinions).

3. How We Collect Your Data

Direct interactions

You provide data to us when you fill in our contact form, send us an email, or call us. This includes when you request a quote, ask about our services, or enquire about a machine placement.

Automated technologies

As you browse our website, we may automatically collect Technical Data using cookies and similar technologies. Our website uses Google Fonts, which makes a request to Google's servers and may result in your IP address being logged by Google. Please refer to Google's privacy policy for details on how they handle this data.

4. How We Use Your Data

We will only use your personal data where we have a lawful basis to do so. We use your data for the following purposes:

• To respond to your enquiry or contact form submission.
• To provide you with information about our machines and services.
• To progress a business relationship or potential contract with you.
• To improve our website and services.
• To comply with any legal obligations.

We rely on the following lawful bases: legitimate interests (responding to business enquiries and operating our website), performance of a contract (where we are taking steps to enter into or fulfil an agreement with you), and legal obligation where required by law.

We do not use your personal data for automated decision-making or profiling.

Marketing

We may contact you about our products and services if you have previously made an enquiry with us and have not opted out of such communications. We will always give you a clear way to unsubscribe. We will never share your data with third parties for marketing purposes without your explicit consent.

5. Who We Share Your Data With

We do not sell your personal data. We may share it with:

• Machine suppliers — where you have purchased a machine or requested a handover to a supplier for ongoing support, we will share relevant contact details to facilitate that introduction. We will always make this clear before doing so.
• IT and technical service providers — companies that help us operate our website and communications infrastructure, acting as data processors under our instruction.
• Professional advisers — lawyers, accountants, or insurers where necessary.
• Regulatory authorities — such as HMRC or the ICO, where required by law.

All third parties we work with are required to handle your data securely and in accordance with UK GDPR.

6. International Transfers

We do not routinely transfer your personal data outside the United Kingdom. Where any transfer is necessary, we will ensure appropriate safeguards are in place.

7. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. Access to your data is limited to those with a genuine business need.

In the event of a personal data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by law.

8. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purpose it was collected. In practice:

• Enquiry and contact form data is typically retained for up to 3 years from last contact, to allow us to respond to any follow-up and for general business records.
• Data relating to an active business relationship is retained for the duration of that relationship and for up to 6 years afterwards, in line with standard legal and accounting requirements.

You can ask us to delete your data at any time — see Your Rights below.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can ask us to correct inaccurate or incomplete data.
• Right to erasure — you can ask us to delete your data where there is no longer a legitimate reason for us to hold it.
• Right to restrict processing — you can ask us to pause processing your data in certain circumstances.
• Right to object — you can object to processing based on legitimate interests, including direct marketing.
• Right to data portability — you can request your data in a structured, machine-readable format where applicable.
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at privacy@olionvending.co.uk. We will respond within one month. We may need to verify your identity before processing your request. There is no charge for exercising your rights unless a request is manifestly unfounded or excessive.

10. Cookies

Our website uses essential cookies to function correctly. We do not currently use tracking or advertising cookies. If this changes in future, we will update this policy and provide appropriate notice and consent mechanisms.

You can configure your browser to refuse or delete cookies at any time, though this may affect the functionality of certain parts of the website.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal data.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on this page, with the date of last update shown at the top. We encourage you to check back periodically.