Privacy Policy
Last Updated: November 25, 2025
Our Commitment to Your Privacy
At Charcoal Ember, we take your privacy seriously. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website or engage with our services.
We believe in transparency about what data we gather and how we use it. This policy outlines our practices in straightforward terms, without legal jargon where possible.
Information We Collect
Information You Provide Directly
When you use our contact forms or communicate with us, you may provide:
- • Name and email address
- • Business information and contact preferences
- • Messages and inquiries you send to us
- • Any other information you choose to share
Automatically Collected Information
When you visit our website, certain information is collected automatically:
- • IP address and browser type
- • Device information and operating system
- • Pages visited and time spent on each page
- • Referring website and search terms used
Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your browsing experience. These small files help us:
- • Remember your preferences and settings
- • Analyze website traffic and usage patterns
- • Provide personalized content and advertisements
- • Improve website performance and security
For detailed information about cookies, please review our Cookie Policy.
How We Use Your Information
We collect and use your information for specific, legitimate purposes. Here's how we use the data we gather:
Providing and Improving Services
We use your information to respond to inquiries, provide requested services, and improve our website functionality. This includes processing your contact form submissions and maintaining communication about our coffee roasting services.
Communication and Marketing
With your consent, we may send you updates about our services, new offerings, or relevant information about coffee roasting. You can opt out of marketing communications at any time.
Website Analytics and Optimization
We analyze how visitors use our website to identify areas for improvement, fix technical issues, and enhance user experience. This helps us serve you better.
Legal Compliance and Protection
We may use your information to comply with legal obligations, enforce our terms, protect our rights and property, and ensure the safety of our users and business.
Legal Basis for Processing
We process your personal information based on the following legal grounds:
Consent
When you voluntarily provide information through forms or accept cookies, you give us consent to process that data for specified purposes.
Legitimate Interests
We process certain data based on legitimate business interests, such as improving our services and preventing fraud, while respecting your rights.
Contractual Necessity
When you engage our services, we process information necessary to fulfill our obligations and provide what you've requested.
Legal Compliance
We may process data when required by law or to comply with legal obligations, court orders, or regulatory requirements.
How We Share Your Information
We do not sell your personal information. We may share your data only in the following circumstances:
Service Providers
We work with trusted third-party service providers who help us operate our website and business. These providers have access only to information needed to perform their functions and are obligated to protect your data.
Analytics Partners
We use analytics services to understand website usage. These services may collect information about your visits to help us improve our site. They operate under their own privacy policies.
Legal Requirements
We may disclose information when required by law, to respond to legal processes, or to protect the rights, property, or safety of Charcoal Ember, our users, or others.
Business Transfers
If we undergo a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We'll notify you of any such change and the new privacy policy that will apply.
How We Protect Your Information
We take reasonable measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:
Secure Data Encryption
Information transmitted to and from our website is encrypted using industry-standard protocols.
Access Controls
We limit access to personal information to employees and contractors who need it to perform their duties.
Regular Security Monitoring
We monitor our systems for potential vulnerabilities and attacks to maintain data security.
Breach Notification
In the unlikely event of a data breach, we'll notify affected users and authorities as required by law.
Important Note: While we implement robust security measures, no system is completely secure. We cannot guarantee absolute security but commit to maintaining industry-standard protections for your data.
Data Retention
We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Retention periods vary depending on the type of information:
Contact Information: Retained while you maintain a relationship with us and for a reasonable period afterward in case you return.
Website Analytics: Typically retained for up to 26 months to identify long-term trends and patterns.
Transaction Records: Maintained for accounting and legal compliance purposes, typically for seven years.
Marketing Consent: Kept until you withdraw consent or we determine the information is no longer needed.
Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
Right to Access
You can request a copy of the personal information we hold about you. We'll provide this in a commonly used electronic format.
Right to Rectification
If your personal information is inaccurate or incomplete, you have the right to request corrections or updates.
Right to Erasure
You can request deletion of your personal information in certain circumstances, such as when it's no longer necessary for the purposes for which it was collected.
Right to Data Portability
You can request your personal information in a structured, machine-readable format to transfer to another service provider.
Right to Object
You can object to processing of your personal information based on legitimate interests or for direct marketing purposes.
Right to Restrict Processing
You can request that we limit how we use your personal information in certain situations, such as when you contest its accuracy.
How to Exercise Your Rights
To exercise any of these rights, please contact us using our contact form. We'll respond to your request within 30 days and may ask for verification of your identity to protect your information.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- • Avoid filling out contact forms, account registrations, or any data-submitting features
- • Disable cookies through your browser settings (see our Cookie Policy for more details)
- • Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us through our contact page. We will process your request promptly.
Children's Privacy
Our website is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we'll update the "Last Updated" date at the top of this page.
For significant changes that materially affect your rights, we'll provide prominent notice on our website or contact you directly. We encourage you to review this policy periodically to stay informed about how we protect your information.
Contact Us About Privacy
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out to us:
Email: [email protected]
Online: Contact Form
We typically respond to privacy inquiries within one business day. For data access or deletion requests, we'll process them within 30 days as required by applicable law.