PRIVACY POLICY

---

Privacy Policy

Last updated 22.09.2026

This policy explains how The Fresh Pasta Company Limited collects and uses personal data about the people we deal with: our trade customers and logistics clients and their staff, the trade references they name, our suppliers, consumers who contact us about our products, and visitors to this website. It also explains your rights and how to exercise them.

1. Who we are

The Fresh Pasta Company Limited ("we", "us", "TFPC") makes fresh pasta, imports Italian, Spanish and French speciality foods, and provides chilled storage and distribution for other food producers. We are registered in England and Wales under company number 07224479, with our registered office at 17-19 Armstrong Way, Southall UB2 4SD.

For any question about this policy or your data, email pasta@thefreshpastacompany.co.uk with "Data protection" in the subject line, or write to Data Protection, The Fresh Pasta Company Limited, 17-19 Armstrong Way, Southall UB2 4SD.

2. Whose data we collect, and what

Trade customers and applicants for a trade account (their owners, directors and staff): Names, job titles, work email addresses and phone numbers, business, invoice and delivery addresses, order and payment history, and correspondence. When you accept our Terms of Business, the name and position of the person accepting them and, where given, their signature.

Logistics (3PL) clients and applicants (their owners, directors and staff): The same contact and account details as trade customers, plus the names of day-to-day, out-of-hours and accounts contacts, and any personal details that appear on the food safety certificates and insurance documents you send us.

Trade references named in an application: Name, company, business contact details and the reference given.

Directors, sole traders and partners applying for credit: Information from public registers such as Companies House and from credit reference agencies.

Suppliers and their staff: Business contact details and correspondence.

Drivers and visitors at our site: Name, company, vehicle registration and time of arrival and departure.

Consumers who contact us, directly or through a retailer such as Ocado: Name, contact details, the product, batch and date code concerned, details of your complaint or question, and any information about your health that you choose to give us, for example about an allergic reaction.

Website visitors: The name, email address and message you send through our contact form, and, if you accept analytics cookies, your IP address, device and browser details and the pages you visit (see section 9).

Our trade and logistics services are for businesses only. We do not knowingly collect personal data from children.

3. Where we get it

Most of the data we hold comes from you directly: through our account application and 3PL onboarding forms, orders, emails, phone calls, delivery paperwork and our website contact form. We also receive data from the business you work for, from retailers who pass on consumer complaints, from the trade references you name, and from public sources such as Companies House and from credit reference agencies.

4. Why we use it, and our lawful basis

For each purpose, the lawful basis under UK GDPR is shown after the colon.

Assessing trade account, credit and 3PL applications, including contacting trade references and from credit reference agencies. Our legitimate interest in managing credit risk and knowing who we trade with. For sole traders and partnerships, taking steps before entering into a contract.

Supplying goods; receiving, storing and dispatching logistics clients' stock; invoicing and collecting payment: Performance of our contract with you. Where the contract is with your employer, our legitimate interest in running that contract.

Keeping evidence of who accepted our Terms, and when: Our legitimate interest in being able to show the terms each customer agreed to.

Recovering overdue debts: Our legitimate interest in being paid.

Product traceability, withdrawals and recalls: Legal obligation under food law.

Handling complaints and product questions: Our legitimate interest in responding and improving our products. For health information: your explicit consent, or where needed to establish, exercise or defend legal claims.

Managing site safety and security at our premises: Our legitimate interest in keeping our site, staff and stock safe; legal obligation under health and safety law.

Keeping accounting and tax records: Legal obligation.

Sending price lists, product news and service updates to business contacts: Our legitimate interest in promoting our business. You can opt out at any time.

Answering website enquiries and protecting our contact form from spam: Our legitimate interest in responding to you and keeping the form secure.

Website analytics: Your consent, given through our cookie banner.

We do not make decisions about you based solely on automated processing.

5. Who we share it with

We share personal data only where needed, and only with:

•  our delivery partners and carriers, and the retailers and other customers to whom we deliver on a logistics client's instructions;

•  the trade references you name and from credit reference agencies;

•  the suppliers or producers of a product, where a consumer complaint needs investigating (we share only what they need, and not your contact details unless you agree);

•  our IT and software providers, who process data for us under contract, including Google Workspace (email), Airtable (account records and online forms), Unleashed (orders and stock), QuickBooks (accounts), Slack (internal messaging) and GoDaddy (website hosting), with Google reCAPTCHA protecting our contact form;

•  our bank, insurers, debt collection agents and professional advisers; and

•  the Food Standards Agency, local authorities, HMRC, the police or other authorities, where the law requires.

We never sell personal data.

6. International transfers

Some of our service providers store data outside the UK, including in the United States and New Zealand. Where they do, we rely on UK adequacy regulations (including those covering New Zealand and the UK Extension to the EU-US Data Privacy Framework), or on the International Data Transfer Agreement or Addendum approved by the ICO.

7. How long we keep it

We keep personal data only for as long as we need it:

Customer and 3PL client account, order, stock and invoice records: 6 years after the end of the financial year in which the account closes

Evidence of acceptance of our Terms, including signatures: For as long as the account is open and 6 years after it closes

Applications that are declined or withdrawn, and trade references: 12 months

Traceability records: At least 2 years, or longer where a product's shelf life or the law requires

Consumer complaint records: 3 years after the complaint is closed

Site visitor and driver records: 12 months

Website enquiries: 12 months after our last reply, unless they lead to an account

Marketing contact details: Until you opt out, or 2 years without contact

8. Your rights

You have the right to ask for a copy of your personal data, to have it corrected or erased, to restrict or object to our use of it, and to receive it in a portable format. You can object to direct marketing at any time, and we will stop. Where we rely on your consent, you can withdraw it at any time. Some rights are limited, for example where we must keep records by law.

To exercise any right, contact us using the details in section 1. We will reply within one month, and will not charge you unless a request is manifestly unfounded or excessive.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

9. Cookies

Our website uses cookies that are strictly necessary for it to work and, only if you accept them in our cookie banner, analytics cookies that tell us how visitors use the site. You can accept or decline analytics cookies when you first visit, and change your choice at any time through the cookie settings link at the foot of each page, or by clearing cookies in your browser. Our contact form uses Google reCAPTCHA, which collects device and usage data to detect spam; Google's privacy policy applies to that data.

10. Security

We protect personal data with access controls, strong passwords and two-factor authentication on our systems, and by limiting access to the staff who need it. Our service providers are bound by contract to keep it secure.

11. Changes to this policy

We will post any changes on this page with a new "last updated" date. If a change materially affects how we use data about our trade customers or logistics clients, we will also tell them by email.