How we use your information.

What personal information Finest Frozen Food Ltd collects when you use our trade website and app, why, who sees it, how long we keep it and what your rights are. Last updated 27 October 2026.

Who we are

Finest Frozen Food Ltd is the controller of the personal information described here. We are a frozen food wholesaler supplying restaurants, coffee shops and other food businesses.

Whose information this is

Our customers are businesses, but businesses are run by people. This notice covers the people who sign in to a trade account (account owners and the team members they add), the people named on orders and deliveries, the people who receive our deliveries, and anyone who visits the site.

What we collect

• Account details: name, email address, role on the account (owner or team member) and date of last sign-in. Passwords are stored only in a scrambled form that cannot be read back, not even by us.
• Business details from your trade account in our order system: business name, delivery and billing addresses, phone numbers, VAT number, payment terms and delivery days.
• Orders, invoices and payments: what was ordered and when, notes for the warehouse, invoices and balances. Card payments are taken by Stripe: we never see or keep your full card number.
• Deliveries: while your order is on its way, the position of the van and the estimated arrival time, shown to you on the tracking page; proof of delivery, which can include photos, the name and signature of the person who received the goods and the time and place; and, if a delivery cannot be completed, the reason and a photo.
• Searches made in our catalogue, with the trade account that made them, so we can see what customers look for and cannot find.
• Emails we send you: a copy of each automatic email (order updates, invoice reminders, account invitations) and whether it was delivered, and the notices shown in the app.
• Security information: the devices signed in to the app (device name, type, last used); for failed sign-in attempts, the email address and IP address used; and our web server's standard logs of requests (IP address, page, browser).

Why we use it, and our legal basis

• To run your trade account and handle orders, deliveries, invoices and payments: necessary for our contract with your business, and in our legitimate interest so that we deal with the right people there.
• To keep accounting and tax records: a legal obligation.
• To show you where your delivery is, and to keep proof of what was delivered and when: our legitimate interests in keeping customers informed and dealing fairly with claims.
• To keep accounts, the site and the app secure, and to stop password guessing: our legitimate interests.
• To improve our range, from what customers search for: our legitimate interests.
• To send service emails about your orders, deliveries, invoices and account: necessary for the contract and in our legitimate interest. We do not send marketing emails from this site.

We do not sell personal information, we do not use it for advertising, and we do not make automated decisions about you.

Who we share it with

• Stripe, who process card payments for us.
• Our hosting provider, whose servers in the European Union run this site, the app and our order system.
• Our email service, which delivers the emails described above.
• OpenStreetMap: the map on the delivery tracking page is made of OpenStreetMap map images, so your browser asks their servers for them and they see your IP address. No cookies are involved.
• Our delivery team, who see the details they need to bring your order.
• Our accountants and professional advisers, and authorities such as HM Revenue & Customs when the law requires it.

Where a provider handles personal information outside the UK, we rely on the UK's adequacy regulations (which cover the European Union) or on the safeguards UK law requires, such as the International Data Transfer Agreement.

How long we keep it

• Account details: while your business has a trade account with us. When it closes we switch its sign-ins off; names on past orders and invoices stay with those records.
• Orders, invoices and payment records: 6 years after the end of the financial year they belong to, as UK tax law requires.
• Proof of delivery and tracking information: as long as needed to deal with questions or claims about that delivery, and never longer than the order records.
• Catalogue searches: 12 months, then deleted automatically.
• Copies of emails we sent: 24 months, then deleted automatically.
• Failed sign-in attempts: 24 hours. Notices in the app: 60 days.
• Web server logs: about 6 weeks.

Your rights

You can ask us for a copy of the personal information we hold about you, ask us to correct it or delete it, ask us to limit how we use it or to give it to you in a portable format, and object to uses based on our legitimate interests. Some requests have limits: for example, we must keep invoices for as long as tax law says. Write to info@finestfrozenfood.co.uk and we will reply within one month.

If you are unhappy with how we have handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office: ico.org.uk, telephone 0303 123 1113.

Cookies

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Changes to this notice

If we change how we use personal information we will update this page and the date at the top.