Privacy Policy

1. General provisions

This Privacy Policy sets out the rules for the processing of personal data of users of the website and online store operated by QAHWA Group Poland sp. z o.o.

This Privacy Policy applies to the use of the website, placing orders, contacting the seller, handling inquiries, processing orders, complaints, returns and other activities related to the use of the service.

The Controller processes personal data in accordance with applicable law, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council, hereinafter referred to as the “GDPR”, the Polish Personal Data Protection Act and the Polish Electronic Communications Law.

2. Personal Data Controller

The Personal Data Controller is:

QAHWA Group Poland sp. z o.o.
KRS: 0001219789
NIP: 5253076214
Address: ul. Złota 7 lok. 1, 00-019 Warsaw, Poland
Contact e-mail: Sklep@Qahwa.pl

In matters concerning personal data, the Controller may be contacted by e-mail at: Sklep@Qahwa.pl.

3. Scope of processed data

The Controller may process personal data provided by the user in connection with using the website, placing an order, contacting the seller, submitting a complaint, making a return or using other customer service functions.

The processed data may include, in particular:

• first name and surname,

• company name,

• NIP / tax identification number,

• delivery address or billing address,

• e-mail address,

• telephone number,

• order details,

• payment details,

• data required to issue an invoice,

• the content of correspondence addressed to the Controller,

• technical data related to the use of the website, including IP address, browser data, device information and cookies.

The Controller processes only the data necessary to achieve specific purposes.

4. Purposes and legal bases of data processing

Users’ personal data may be processed for the following purposes:

Order processing

Data provided when placing an order is processed in order to accept the order, confirm its placement, complete the sale, deliver the products and handle payment.

The legal basis for processing is the performance of a contract or taking steps prior to entering into a contract.
 

Payment handling

Data related to payment is processed in order to enable payment for the order and record the payment.

The legal basis for processing is the performance of a contract and the legal obligations imposed on the Controller.

Issuing invoices and accounting obligations

Data necessary to issue an invoice and maintain accounting records is processed in order to fulfil tax and accounting obligations.

The legal basis for processing is the legal obligation imposed on the Controller.
 

Product delivery

Address and contact details are processed in order to provide the shipment to the carrier and deliver the order to the customer.

The legal basis for processing is the performance of the sales contract.
 

Handling complaints and returns

Personal data may be processed in order to accept, review and handle complaints, returns, withdrawal from the contract or other customer requests.

The legal basis for processing is the legal obligation imposed on the Controller and the Controller’s legitimate interest in protecting and pursuing claims.
 

Contact with the user

Data provided in an e-mail message, contact form or other form of communication is processed in order to respond, handle the inquiry and conduct correspondence.

The legal basis for processing is the Controller’s legitimate interest in handling communication with users.
 

Protection against claims

Data may be processed in order to establish, pursue or defend against claims.

The legal basis for processing is the Controller’s legitimate interest.
 

Ensuring the operation of the website

Technical data, including information about the device, browser, IP address and necessary cookies, may be processed in order to ensure the proper functioning of the website, its security and the basic functions of the service.

The legal basis for processing is the Controller’s legitimate interest and, in the case of cookies that are not necessary for the operation of the website, the user’s consent.

5. Voluntary provision of data

Providing personal data is voluntary, but may be necessary to place an order, receive an invoice, complete delivery, contact the seller, submit a complaint or use other website functions.

Failure to provide data required to perform a specific action may make it impossible to complete that action, in particular to place and process an order.

6. Recipients of personal data

Personal data may be transferred to entities that support the Controller in operating the website, the store and customer service.

Recipients of data may include, in particular:

• the provider of hosting and technical infrastructure for the website,

• the provider of the website builder,

• Autopay S.A. as the entity providing online payment processing services,

• courier companies, postal operators and delivery service providers, including InPost, if this delivery method has been selected by the Customer,

• entities providing accounting services,

• entities providing IT support,

• e-mail service providers,

• entities authorised to receive data under applicable law.

Data is transferred only to the extent necessary to perform a given activity.

7. Transfer of data outside the European Economic Area

The Controller does not intend to transfer personal data outside the European Economic Area unless this results from the use of specific technological tools or service providers whose infrastructure is located outside the EEA.

In such a case, the transfer of data will take place only with the use of appropriate safeguards provided for by the GDPR, in particular standard contractual clauses or other lawful mechanisms.

8. Data retention period

Personal data is stored for the period necessary to fulfil the purpose for which it was collected.

Data related to order processing is stored for the time required to perform the contract and then for the period required by law or the limitation period for possible claims.

Data contained in accounting and tax documents is stored for the period required by law.

Data processed for the purpose of handling complaints, returns or claims is stored for the period necessary to review the matter and secure possible claims.

Data processed on the basis of consent is stored until consent is withdrawn, unless further storage of the data results from legal provisions or the Controller’s legitimate interest.

Technical data and cookies are stored for the period resulting from the settings of a given cookie file or until they are deleted by the user.

9. User rights

The data subject has the right to:

• access their personal data,

• obtain a copy of the data,

• rectify incorrect data,

• complete incomplete data,

• delete data,

• restrict data processing,

• transfer data,

• object to data processing,

• withdraw consent at any time if the data is processed on the basis of consent,

• lodge a complaint with the President of the Personal Data Protection Office.

Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise rights concerning personal data, please contact the Controller by e-mail at: Sklep@Qahwa.pl.

10. Automated decision-making and profiling

Users’ personal data is not used for decisions made solely by automated means that would produce legal effects concerning them or similarly significantly affect them.

The Controller may analyse technical and statistical data related to the use of the website in order to improve the operation of the service, but this does not serve to make legally binding decisions concerning the user.

11. Cookies

The website may use cookies and similar technologies.

Cookies are small pieces of information stored on the user’s device while using the website. They may be used to ensure the proper operation of the website, remember user settings, operate the shopping cart, ensure service security, collect statistics and conduct marketing activities if the user gives consent.

The website may use the following types of cookies:

Necessary cookies

These are required for the proper operation of the website and online store. They may enable, among other things, the use of the shopping cart, placing orders, session handling, remembering basic settings and ensuring website security.

These cookies may be used without separate user consent if they are necessary to provide an electronic service.
 

Analytical cookies

These may be used to analyse how the website is used, the number of visits, the popularity of subpages and to improve the operation of the service.

Analytical cookies are used only when the user gives consent, if such consent is required by law.
 

Marketing cookies

These may be used for marketing activities, remarketing, measuring advertising effectiveness or tailoring advertising content to the user.

Marketing cookies are used only after obtaining the user’s consent.

12. Managing cookies

The user may manage cookies through the settings of their web browser.

The user may block or delete cookies at any time; however, this may affect the proper operation of the website, store or selected service functions.

If a cookie consent management panel is available on the website, the user may use it to change their cookie preferences.

13. Contact form and e-mail contact

When contacting the Controller via a contact form or e-mail, the user provides data necessary to handle the inquiry.

This data is processed solely to respond, conduct correspondence and, if necessary, further handle the matter.

14. Orders in the online store

When placing an order in the online store, the Controller processes data necessary to complete the sale, handle payment, prepare the shipment, deliver the order, issue an invoice and provide after-sales service.

Sales are carried out for consumers and entrepreneurs.

Sales may be carried out in Poland and other European countries.

The sales currencies may be PLN and EUR.

If online payment is selected, data necessary to process the payment may be transferred to Autopay S.A., which provides online payment processing services. Data is transferred only to the extent necessary to carry out, confirm, settle or refund the payment.

15. Food products and returns

The store offers, in particular, coffee, coffee accessories, barista equipment and coffee sets.

Due to the nature of food products, coffee does not qualify for return after the packaging has been opened if it is not possible to reseal the product and the product is not suitable for resale for hygiene, health or food safety reasons.

Data related to returns and complaints is processed in order to handle the request and fulfil the Controller’s legal obligations.

16. Complaints

Complaints may be submitted by e-mail to: Sklep@Qahwa.pl.

Data provided in a complaint request is processed in order to accept, review and handle the complaint, contact the customer and secure possible claims.

17. Social media

The website may contain links to the Controller’s social media profiles.

Clicking a link to an external social media service redirects the user to that service. From that moment, the user’s data may be processed by the operator of that social media service in accordance with its own privacy policy.

The Controller processes data of users visiting its social media profiles only to the extent resulting from the functionality of a given service, in particular for communication, responding to inquiries, and conducting informational and promotional activities.

18. Data security

The Controller applies appropriate organisational and technical measures to protect personal data against unauthorised access, loss, destruction, alteration or disclosure.

Access to personal data is granted only to persons and entities for whom it is necessary to perform specific activities related to the operation of the website, store, orders, payments, deliveries, complaints, accounting or customer contact.

19. Changes to the Privacy Policy

The Controller may amend this Privacy Policy in the event of changes in law, changes to website functions, changes in the way data is processed or changes in the technological tools used.

The current version of the Privacy Policy is published on the website.

20. Contact

In matters concerning this Privacy Policy and the processing of personal data, the Controller may be contacted at:

QAHWA Group Poland sp. z o.o.
KRS: 0001219789
NIP: 5253076214
Address: ul. Złota 7 lok. 1, 00-019 Warsaw, Poland
E-mail: Sklep@Qahwa.pl

Last updated: 02.07.2026

Privacy Policy

Terms and Conditions

sklep@Qahwa.pl - online shop

Royalcoffee@Qahwa.pl - wholesale

QAHWA Group Poland
7 Złota Street, Unit 1
00 - 019 Warsaw

Official distributor in Poland and other EU countries