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Privacy Policy

Last Updated: 01/02/2025

At Panda Pantry Vending , we are committed to protecting your privacy. As a non-profit, private company limited by guarantee, we handle your data with care, transparency, and respect. This policy outlines how we collect, use, and safeguard your information.

1. Information We Collect

We only collect data essential to our mission:

  • Voluntary Submissions:

    • Name, email, and message (e.g., via contact forms, internship applications).

    • Donation details (if applicable): Payment amount, date (processed securely via third-party gateways like Stripe/PayPal).

  • Automated Data:

    • Website usage (e.g., cookies, IP address, browser type) via tools like Google Analytics.

    • Vending machine transactions (non-personal data: product choice, time/date).

2. How We Use Your Data

  • To respond to inquiries, process internship applications, or acknowledge donations.

  • To improve our services and website functionality (e.g., analytics).

  • To comply with legal obligations (e.g., financial reporting).

  • We never sell, rent, or trade your data.

3. Legal Basis for Processing

  • Consent: When you voluntarily submit data (e.g., contact forms).

  • Legitimate Interest: For non-profit operations (e.g., improving vending services).

  • Legal Obligation: To meet regulatory requirements.

4. Data Sharing

  • Trusted Partners: Data may be shared with service providers (e.g., payment processors, IT support) under strict confidentiality agreements.

  • Anonymized Reports: Aggregated, non-identifiable data may be shared in impact reports (e.g., “500 meals subsidized this quarter”).

5. Data Retention

We retain data only as long as necessary:

  • Inquiries/Applications: 2 years (unless you request deletion).

  • Donation Records: 7 years (to comply with HMRC regulations).

  • Transaction Data: 1 year (non-personal, anonymized).

6. Your Rights

Under UK GDPR, you have the right to:

  • Access, correct, or delete your data.

  • Object to processing or withdraw consent (e.g., unsubscribe from emails).

  • Request a copy of your data in a portable format.
    To exercise these rights, contact us at [Your Email].

7. Security

We use industry-standard measures (e.g., encryption, access controls) to protect your data.

8. Changes to This Policy

Updates will be posted here. Continued use of our services implies acceptance.

9. Contact Us

For questions or data requests:
Email: [Your Email]
Address: [Your Registered Office Address]

Regulatory Authority:
If unsatisfied, you may contact the UK Information Commissioner’s Office (ICO).

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