Privacy Notice

1. Who we are

Hot Coffee Books UK, trading as Hot Coffee Books, of Hot Coffee Books UK, 86-90 Paul Street, London EC2A 4NE, is the data controller for the personal data described in this notice. Contact us at ayo@hotcoffeebooks.co.uk or +44 7743 831396.

2. What we collect and why

• Contact details (name, email, phone) — to answer enquiries, confirm scope and manage your project. Legal basis: performance of a contract and legitimate interests.
• Enquiry and project content (your message, manuscript extracts, book concept, package of interest) — to assess and deliver your publishing project. Legal basis: performance of a contract.
• Project records (package of interest, quotations and invoices) — to deliver your project and keep accounting records. Legal basis: contract and legal obligation.
• Technical data (IP address, device and browser information, pages visited) — for site security, fraud prevention and improving the site. Legal basis: legitimate interests.
• Marketing preferences — to send you publishing news if you ask us to. Legal basis: consent, withdrawable at any time.

3. Who we share it with

• Service providers and subprocessors who host our website and database, and who provide email and support tooling.
• Editorial, design, narration and print partners engaged to deliver your book, under confidentiality obligations.
• Professional advisers (legal and accounting) and authorities where required by law.

We do not sell your personal data.

4. International transfers

Some of our providers process data outside the UK and EEA. Where that happens we rely on UK adequacy regulations or standard contractual clauses with appropriate safeguards.

5. Retention

We keep enquiry data for up to 24 months from your last contact, project and order records for seven years to satisfy accounting and tax obligations, and technical logs for up to 12 months. After that, data is deleted or anonymised.

6. Your rights

Under UK GDPR you have the right to access your data, correct it, have it erased, restrict or object to processing, receive it in a portable format, and withdraw consent where we rely on it. Email ayo@hotcoffeebooks.co.uk and we will respond within one month. You may also complain to the Information Commissioner's Office (ico.org.uk).

7. Security

We use appropriate technical and organisational measures, including encryption in transit, access controls and row-level database security, to protect your data. Payment card details are never handled or stored on our systems.

8. Cookies

We use essential cookies needed to run the site and to complete a secure checkout. We do not use advertising cookies. You can clear or block cookies in your browser settings, though the checkout may not work without the essential ones.