Privacy Policy

1. Who we are

E.P.A. FOODS LIMITED (trading as Abbey Foods)
Registered office: Unit 15, 53 Lewisher Road, Leicester, England, LE4 9LR
Email: info@abbey-foods.co.uk · Phone/WhatsApp: +44 7508 023509

2. What personal data we collect

• Trade account applications: business name, owner/contact name, email, phone, business address, business type and any message you send us.
• Account and login data: login email, account status, account status, credit terms and agreed pricing.
• Quotes and orders: products and quantities requested, delivery or collection preference, delivery notes, order values, invoices and payment status.
• Communications: emails and WhatsApp messages you exchange with us, and our notes about your account.
• Technical data: IP address, device and browser type, and essential cookie data needed to keep the site working and secure.

We do not knowingly collect special category data, and this is a business-to-business site not intended for children.

3. Why we use it and our lawful basis

• Contract: to assess trade applications, operate your trade account and agreed pricing, prepare quotes, fulfil orders, arrange delivery or collection, and issue invoices.
• Legitimate interests: to run and secure our wholesale business, prevent fraud and abuse of trade pricing, keep account records, and improve our catalogue and website.
• Legal obligation: to keep accounting, VAT and food-supply traceability records.
• Consent: for non-essential cookies/analytics and for any marketing emails or messages. You can withdraw consent at any time.

4. Who we share it with

We use trusted service providers who process data on our instructions:

• Shopify — customer accounts, product catalogue, draft orders, invoices and checkout.
• Our website and database hosting provider — hosting the site and storing applications, quotes and admin records.
• Email provider (Google) — sending application, approval, quote and invoice emails.
• WhatsApp (Meta) — only where you choose to contact us or receive confirmations by WhatsApp.
• Payment, delivery and accounting partners — where needed to take payment, deliver goods or meet legal duties.

We do not sell your personal data. Some providers may process data outside the UK; where they do, transfers are protected by UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

5. How long we keep it

• Unsuccessful trade applications: up to 12 months after the decision.
• Active trade accounts: for the life of the account, then up to 6 years.
• Quotes, orders, invoices and accounting records: 6 years after the end of the relevant financial year.
• Website/security logs: normally up to 12 months.

6. Your rights

Under UK GDPR you can ask us to: give you access to your data; correct inaccurate data; erase data we no longer need; restrict or object to processing (including profiling for pricing); provide your data in a portable format; and withdraw consent. To exercise any right, email info@abbey-foods.co.uk. We respond within one month.

If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office (ICO), ico.org.uk, helpline 0303 123 1113.

7. Security

Access to trade applications, pricing and quotes is restricted to authorised Abbey Foods staff accounts, protected by individual logins and role-based permissions. Data is transmitted over encrypted connections and stored with access controls at our hosting providers.

8. Cookies

See our Cookie Policy for details of the cookies we use and how to change your choices.

9. Changes

We may update this notice; the current version is always shown on this page with its last-updated date.