Privacy Policy

Last updated: September 2026

Bean To Cup respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how Bean To Cup collects, uses, stores, shares and protects personal information when you visit our website, purchase from us, contact us, visit one of our showrooms, request a quotation, subscribe to marketing communications or otherwise interact with our business.

This policy should be read in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African legislation.

1. Who We Are

Bean To Cup is a South African retailer and supplier of coffee machines, coffee equipment, coffee, consumables and related products and services.

For purposes of this Privacy Policy, references to “Bean To Cup”, “we”, “us” or “our” refer to the Bean To Cup business responsible for processing your personal information.

2. Personal Information We May Collect

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

• Your name and surname.
• Email address.
• Telephone or mobile number.
• Billing and delivery addresses.
• Company or business information.
• VAT or other information required for invoicing.
• Order and purchase history.
• Products you have enquired about.
• Quotations and correspondence.
• Warranty, repair and service information.
• Delivery and collection information.
• Payment and transaction information.
• Marketing preferences.
• Website account information.
• Reviews, survey responses or feedback you provide.
• IP address, browser, device and website usage information.
• Information collected through cookies and similar technologies.
• Any other information you voluntarily provide to us.

We only aim to collect personal information that is reasonably necessary for the purpose for which it is being processed.

3. Payment Information

Online payments may be processed through third-party payment service providers.

Depending on the payment method selected, payment information may be collected and processed directly by the relevant payment provider.

Bean To Cup does not necessarily receive or store your complete card details when payments are processed by an independent payment gateway.

Payment providers process information according to their own security standards, legal obligations and privacy policies.

4. How We Collect Personal Information

We may collect personal information when you:

• Place an order through our website.
• Create an account.
• Purchase from one of our physical locations.
• Request a quotation.
• Contact us by email, telephone, website form or other communication channel.
• Request product support.
• Submit a product for service, repair or warranty assessment.
• Subscribe to our newsletter or marketing communications.
• Enter a promotion or competition.
• Leave a review or provide feedback.
• Interact with our advertisements.
• Visit or browse our website.
• Communicate with our employees or representatives.

We may also receive relevant information from service providers involved in fulfilling transactions, such as payment providers, couriers and technology platforms.

5. How We Use Personal Information

We may process personal information for purposes including:

• Processing and fulfilling orders.
• Delivering products.
• Processing payments.
• Creating and managing customer accounts.
• Preparing quotations and invoices.
• Communicating about orders.
• Providing customer support.
• Managing returns and exchanges.
• Processing repairs, services and warranty claims.
• Maintaining service and purchase records.
• Responding to enquiries.
• Preventing fraud and protecting our business and customers.
• Meeting accounting, tax and legal requirements.
• Improving our products, services and website.
• Analysing website and marketing performance.
• Managing promotions and competitions.
• Requesting feedback or reviews.
• Sending marketing communications where permitted.
• Maintaining and improving our customer relationships.

We will process personal information only where we have an appropriate basis to do so under applicable law.

6. Marketing Communications

Where permitted by law, Bean To Cup may send customers and subscribers information about:

• Products.
• Promotions.
• Special offers.
• New product launches.
• Coffee-related content.
• Events.
• Other Bean To Cup news.

Where consent is required, we will obtain the appropriate consent before sending electronic direct marketing.

You can unsubscribe from marketing emails using the unsubscribe link contained in our marketing communications.

Unsubscribing from marketing does not prevent us from sending transactional or service-related communications that are necessary to administer an order, account, service or warranty matter.

7. Cookies and Website Technologies

Our website uses cookies and similar technologies.

Cookies are small files stored on your device which can help websites operate correctly and provide information about how they are used.

We may use cookies for purposes including:

• Website functionality.
• Shopping cart functionality.
• Remembering preferences.
• Security.
• Website analytics.
• Measuring advertising effectiveness.
• Improving website performance.
• Personalising relevant website or advertising experiences where permitted.

Some cookies may be provided by third-party services used on our website.

You may be able to manage cookies through your browser settings and, where provided, our website cookie controls.

Disabling certain cookies may affect the functionality of the website.

8. Analytics and Advertising

We may use analytics and advertising technologies to understand how customers use our website and how our marketing performs.

These services may process information such as:

• IP address.
• Device information.
• Browser information.
• Pages viewed.
• Products viewed.
• Website interactions.
• Referring websites.
• Approximate location derived from technical information.
• Advertising interactions.
• Purchase or conversion events.

Depending on our current technology configuration, these services may include platforms such as Google and Meta and other analytics, advertising or e-commerce service providers.

These providers may use cookies or similar technologies in accordance with their respective privacy practices.

9. Sharing Personal Information

Bean To Cup does not sell your personal information.

We may share information with trusted third parties where reasonably necessary to operate our business or provide our services.

These may include:

• Payment processors.
• Banks and financial institutions.
• Courier and logistics providers.
• Website and hosting providers.
• IT and security providers.
• Email and marketing platforms.
• Analytics and advertising providers.
• Accounting and professional advisers.
• Manufacturers, importers and distributors.
• Authorised repair and service centres.
• Warranty providers.
• Fraud-prevention services.
• Government authorities or regulators where required by law.

We endeavour to disclose only information reasonably necessary for the relevant purpose.

10. Manufacturers, Service Centres and Warranty Claims

Where you request technical assistance, servicing or make a warranty claim, it may be necessary for Bean To Cup to share relevant information with the applicable:

• Manufacturer.
• Importer.
• Distributor.
• Authorised service centre.
• Technician.
• Warranty provider.

This information may include your contact details, product details, serial number, proof of purchase and information relating to the reported problem.

We will only share information reasonably required to administer the applicable service or warranty process.

11. Courier and Delivery Providers

When Bean To Cup delivers an order, relevant personal information may be supplied to our courier or logistics providers.

This may include:

• Your name.
• Delivery address.
• Contact number.
• Email address where required.
• Order or delivery reference information.

This information is provided for purposes such as arranging, completing and communicating about delivery.

12. Google Customer Reviews and Customer Feedback

Bean To Cup may participate in customer-review programmes, including Google Customer Reviews.

Where you are offered the opportunity to participate, relevant order information may be provided to Google in accordance with the programme requirements.

Participation in a customer review survey is optional.

Where applicable, information shared for this purpose may include your email address, order information, delivery country and estimated delivery information.

Google processes information supplied to it according to its own applicable privacy terms.

13. Security

Bean To Cup takes reasonable technical and organisational measures to protect personal information against:

• Loss.
• Unauthorised access.
• Unauthorised disclosure.
• Alteration.
• Misuse.
• Destruction.

Measures may include access controls, password protection, website security measures, secure hosting practices and limiting employee access to information reasonably required for their duties.

No internet-based system can be guaranteed to be completely secure. However, we take reasonable steps appropriate to the nature of the information we process.

14. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or where retention is:

• Required or permitted by law.
• Required for accounting or tax purposes.
• Necessary for warranties or service histories.
• Necessary for resolving disputes.
• Necessary for legitimate business records.
• Required to establish, exercise or defend legal rights.

When personal information is no longer reasonably required, we may delete, destroy or de-identify it as appropriate.

15. Information Processed Outside South Africa

Some technology and service providers used by Bean To Cup may process or store information outside South Africa.

Where personal information is transferred outside South Africa, we will handle such transfers in accordance with applicable requirements under POPIA.

We will take reasonable steps to ensure that appropriate safeguards apply where required.

16. Your Rights

Subject to applicable law, you may have the right to:

• Ask whether Bean To Cup holds personal information about you.
• Request access to your personal information.
• Request correction or updating of inaccurate personal information.
• Request deletion or destruction of personal information where legally applicable.
• Object to certain processing of your personal information.
• Withdraw consent where processing is based on consent.
• Object to or unsubscribe from direct marketing.
• Lodge a complaint regarding the processing of your personal information.

Certain information may need to be retained despite a deletion request where retention is required or permitted by law.

17. Accessing or Correcting Your Information

If you would like to request access to, correction of or deletion of personal information held by Bean To Cup, please contact us.

We may need to verify your identity before providing access to or changing personal information.

This helps protect personal information from unauthorised access.

Requests will be handled in accordance with applicable South African law.

18. Information Regulator

If you believe that your personal information has been processed in contravention of POPIA, you have the right to lodge a complaint with the Information Regulator of South Africa.

Information about the Information Regulator and its current complaint procedures is available through the Regulator’s official channels.

19. Children’s Personal Information

Our products and online store are not specifically directed at children.

We do not knowingly intend to collect personal information from children without the appropriate consent or other lawful basis required under applicable law.

20. Third-Party Websites

Our website may contain links to websites or services operated by third parties.

Bean To Cup does not control the privacy practices of independent third-party websites.

Customers should review the applicable privacy policies when using those services.

21. Changes to This Privacy Policy

Bean To Cup may update this Privacy Policy from time to time to reflect changes in our business, technology, legal requirements or privacy practices.

The latest version will be published on our website with an updated revision date where appropriate.

22. Contact Us

If you have questions about this Privacy Policy or would like to exercise a privacy right, please contact:

Bean To Cup
Email: info@beantocup.co.za

Please include sufficient information for us to understand and respond to your request.