Privacy Policy
Last updated: February 2026
VENDING SMART LTD ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
VENDING SMART LTD (Company No. 16616729) is the data controller responsible for your personal data.
Contact: bryan@vendingsmart.co.uk
Address: Leeds, West Yorkshire, UK
2. What Data We Collect
We may collect the following information:
- Contact Information: Name, email address, phone number, business name, and address when you enquire about our services or request a site survey.
- Transaction Data: All payment card transactions are processed securely by our vending machine provider's payment system. VENDING SMART LTD does not store, process, or have access to your payment card details.
- Machine Usage Data: Our smart vending machines collect anonymised data about product purchases and stock levels to ensure optimal service. This data is managed through our machine provider's platform.
- CCTV/Camera Data: Some machines use camera technology for grab-and-go functionality. This video data is processed and managed entirely through our machine provider's secure app and systems - VENDING SMART LTD does not store or have direct access to this footage.
- Website Data: When you visit our website, we may collect IP addresses and browsing data through cookies for analytics purposes.
3. How We Use Your Data
We use your personal data to:
- Respond to enquiries and arrange site surveys
- Provide and manage our vending services
- Process transactions and prevent fraud
- Maintain and restock machines efficiently
- Improve our products and services
- Comply with legal obligations
4. Legal Basis for Processing
We process your data based on:
- Contract: To fulfil our service agreement with you or your organisation
- Legitimate Interest: To operate our business, prevent fraud, and improve services
- Consent: Where you have opted in to marketing communications
- Legal Obligation: To comply with applicable laws and regulations
5. Data Sharing
We do not sell your personal data. We may share data with:
- Payment processors (for secure transaction handling)
- IT service providers (for system maintenance)
- Professional advisers (accountants, legal)
- Regulatory authorities (where legally required)
6. Data Retention
We retain personal data only as long as necessary:
- Enquiry data: 2 years from last contact
- Customer/contract data: 6 years after contract ends (legal requirement)
- Transaction records: 6 years (HMRC requirement)
- Camera/CCTV data: Managed by our machine provider per their retention policy (typically 30 days maximum)
7. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate data
- Erasure: Request deletion of your data ("right to be forgotten")
- Restrict Processing: Limit how we use your data
- Data Portability: Receive your data in a portable format
- Object: Object to processing based on legitimate interest
- Withdraw Consent: Where processing is based on consent
To exercise any of these rights, contact us at bryan@vendingsmart.co.uk.
8. Data Security
We implement appropriate technical and organisational measures to protect your data, including:
- Encrypted data transmission (HTTPS/TLS)
- Secure storage of contact and business information
- Access controls and authentication
- Regular security reviews
Payment processing and machine camera systems are managed by our vending machine provider, who maintains their own security certifications including PCI-DSS compliance for payments.
9. Cookies
Our website uses essential cookies for functionality. We may also use analytics cookies to understand how visitors use our site. You can control cookies through your browser settings.
10. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website with the "last updated" date shown above.
11. Complaints
If you have concerns about how we handle your data, please contact us first at bryan@vendingsmart.co.uk.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
ico.org.uk | Helpline: 0303 123 1113