Who we are

Oakleaf Coffee Co is a mobile coffee trailer based in Northern Ireland, operated by Chris McCloskey trading as Oakleaf Coffee Co (Est. 2025). When you use this website, Chris McCloskey is the data controller for your personal information under UK GDPR.

If you have any questions about how we handle your data, email us at contact@oakleafcoffeeco.co.uk.

What information we collect and why

When you place an order

Whether you order as a guest or through an account, we collect:

• Your name — so we know whose order is whose at the collection point.
• Your email address — to send you an order confirmation.
• Your phone number— so we can reach you quickly if there's a problem with your order.
• Order details — the items, modifiers, collection slot, and any order notes you choose to add.

We do not collect your card details. Payments are handled directly by SumUp — we only receive a notification that your payment was successful.

If you create an account

Accounts are entirely optional. If you choose to create one, we also store:

• Your email address and password — your password is hashed and never stored in plain text. Alternatively, you can sign in with Google, in which case no password is stored with us.
• Your name and phone number— saved to your profile so you don't have to retype them at checkout.
• Your marketing preference— whether you've opted in to receive occasional news and offers from us. You can change this at any time in your account settings.
• Your order history — so you can view past orders and reorder easily.

If you sign in with Google

If you choose “Continue with Google,” Google shares your name and email address with us to create or sign in to your account. We don't receive your Google password or any other Google account data.

If you opt in to push notifications

When you tap “Notify me when it's ready,” your browser generates a push subscription token and we store it linked to your order. We use it only to send the single “your order is ready” notification. The token is deleted once your order is complete.

Analytics and error monitoring

We use a small number of tools to understand how the site is used and to catch technical errors — these are described in the cookies section and third-party list below.

Why we're allowed to use it

Under UK GDPR, we must have a lawful basis for processing your data:

• Contractual necessity— your name, contact details, and order information are needed to fulfil your order. We can't make your coffee without them.
• Your consent — analytics cookies (PostHog) are only activated if you accept them via the cookie banner. Marketing emails are only sent if you have opted in, and you can withdraw consent at any time.
• Legitimate interests — we use Sentry for error monitoring so we can fix bugs and keep the service reliable. This may involve limited technical data such as your IP address in error reports.

How long we keep your data

• Guest order data — name, email, phone, items, and collection slot are kept for 12 months from your order date, then permanently deleted.
• Account data — kept until you delete your account. When you delete your account, your personal details are removed immediately. Your order history is retained for up to 12 months for our records, but is no longer linked to you.
• Push notification tokens — deleted once your order is marked complete.

We keep order data for 12 months in case you have a query or there's a payment dispute.

Cookies and browser storage

Essential cookies — always on

When you sign in to your account, Supabase sets a session cookie in your browser to keep you signed in. This cookie is strictly necessary — without it the account features cannot work. It is automatically cleared when you sign out.

Analytics cookies — your choice

If you accept cookies via the banner, we enable PostHog analytics. PostHog sets a cookie in your browser to understand how visitors navigate the site (for example, which menu items are viewed most). No personally identifiable information is sent to PostHog from this cookie — person profiles are only created if you are a signed-in account holder. You can decline this at any time; it won't affect your ability to order.

Browser localStorage — stays on your device

Your cart, your chosen collection slot, and your cookie consent choice are saved in your browser's localStorage. This data never leaves your device and is cleared once your order is complete.

Anonymised analytics — no consent required

Our hosting provider Vercel collects aggregated, anonymised page-view data through Vercel Analytics and Speed Insights. This uses no cookies and no personal data — it tells us things like “50 people visited the menu page today.”

Third-party services we use

The following trusted services process some of your data on our behalf. Each has its own privacy policy:

• SumUp — takes your payment and handles all card data securely. Your card details go directly to SumUp and never pass through our servers. sumup.com/en-gb/privacy
• Supabase — stores your account and order details in a database hosted in Ireland (EU West). Supabase also handles authentication, including the Google OAuth flow. supabase.com/privacy
• Resend— sends your order confirmation and, if you've opted in, occasional marketing emails. resend.com/legal/privacy-policy
• PostHog — provides analytics if you accept cookies. Data is processed on EU servers. posthog.com/privacy
• Sentry — monitors the site for technical errors. Error reports may include your IP address and, if you are signed in, your user ID. This data is used solely to diagnose and fix bugs. sentry.io/privacy
• Vercel — hosts this website and provides anonymised analytics (no personal data, no cookies). vercel.com/legal/privacy-policy
• Google— if you sign in using “Continue with Google,” Google shares your name and email address with us as part of the OAuth sign-in flow. policies.google.com/privacy

We use no advertising platforms and no social media tracking of any kind.

Your rights

Under UK GDPR you have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct anything that's inaccurate. Account holders can update their name, email, and phone number directly in account settings.
• Erasure — ask us to delete your data. If you have an account, you can delete it yourself from the Danger Zone in account settings — this removes all personal data immediately. Guests can email us.
• Withdraw consent — opt out of marketing emails at any time using the Communications toggle in account settings, or decline analytics cookies via the cookie banner.
• Restriction — ask us to limit how we use your data.
• Portability — receive your data in a machine-readable format.
• Object — object to our processing of your data.

To exercise any of these rights (except where noted above), email contact@oakleafcoffeeco.co.uk. We'll respond within one month.

If you feel we haven't handled your data properly, you have the right to complain to the Information Commissioner's Office (ICO).

Changes to this policy

We may update this page from time to time. The “last updated” date at the top will always reflect the most recent version.

About Oakleaf Coffee Co

Oakleaf Coffee Co is a mobile coffee trailer operated by Chris McCloskey trading as Oakleaf Coffee Co, based in Northern Ireland. All orders placed through this website are for click-and-collect only— we don't offer delivery. You collect your order in person at the trailer during the time slot you chose.

By placing an order you agree to these terms. If you have any questions, email us at contact@oakleafcoffeeco.co.uk.

How ordering works

1. 1.Browse the menu and add items to your cart.
2. 2.Pick a collection slot on the pre-order page.
3. 3.Enter your name, email address, and phone number at checkout (signed-in account holders will have these pre-filled).
4. 4.Pay securely by card through SumUp.
5. 5.A confirmation email will be sent to the address you provided.
6. 6.Collect your order at the trailer during your chosen slot — your name is all you need.

You can order as a guest without creating an account. Accounts are optional — they let you save your details, view past orders, and check out more quickly next time.

Payment

All prices are in British pounds (GBP). Payment is taken in full when you place your order. Card payments are processed by SumUp — your card details go directly to SumUp and never pass through our servers.

Slot availability

Each collection slot has a limited number of places. Slot availability is shown in real time, but on rare occasions a slot may fill in the gap between you selecting it and your payment completing.

If that happens, your order will be automatically cancelled and you'll receive a full refund to your original payment method. Refunds typically appear within 5–10 business days, depending on your bank. You're welcome to place a new order for a different slot.

Cancellations and refunds

Because your order is prepared specifically for you, we ask that you only order if you're able to collect at the time you've chosen.

• You need to cancel before we start preparing your order — contact us as soon as possible at contact@oakleafcoffeeco.co.uk. We'll do our best, but once preparation has started a refund isn't guaranteed.
• Your slot filled after you paid— you'll receive an automatic full refund. No action needed from you.
• You don't collect your order— unfortunately we can't offer a refund for no-shows, as your items will have been made.
• Something is wrong with your order— please tell us at the trailer or email us. We'll make it right.

Allergen information

If you have any allergies or dietary requirements, please include them in the order notes and speak to us at the trailer before collecting your order. We work in a small, busy environment and cannot guarantee that any item is completely free from a particular allergen.

Our liability

We're a small independent business and we do our best to get every order right. To the fullest extent permitted by law, our liability for any claim arising from an order is limited to the value of that order. Nothing in these terms affects your statutory rights as a consumer under UK law.

Changes to these terms

We may update this page from time to time. The “last updated” date at the top will always reflect the most recent version.

Governing law

These terms are governed by the laws of Northern Ireland. Any disputes will be subject to the jurisdiction of the courts of Northern Ireland.

Get in touch

For questions about your order, a refund, or your personal data:

contact@oakleafcoffeeco.co.uk