Cogai Ltd
Effective Date: 01-10-2025

1. Introduction

Cogai Ltd (“Frostflow”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and protect personal information when you visit our website, communicate with us, or engage with our services.

We handle all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Cogai Ltd
Unit 5 St. Margarets Estate
St. Margarets Road
Dartford, Kent, DA4 9LB
United Kingdom
Email: hello@frostflow.co.uk

Frostflow supplies Afro-Caribbean frozen foods to shops, restaurants, and wholesale customers across the UK.

3. Information We Collect

We may collect and process the following types of information:

a. Information You Provide Directly

• Your name, company name, email address, and phone number (via contact forms or email communication)
• Business address or delivery information
• Any other details you voluntarily share with us when making inquiries or placing orders
  
  

b. Information Collected Automatically

• IP address and device information
• Browser type, operating system, and referring URLs
• Website usage data (pages visited, time spent)
  
  

We use cookies and analytics tools (e.g., Google Analytics) to help improve website performance and user experience.

4. How We Use Your Information

We use your information to:

• Respond to enquiries or requests submitted through our website
• Provide quotes, invoices, and product delivery updates
• Maintain internal records and supplier/customer relationships
• Improve our website’s functionality and user experience
• Comply with legal or regulatory obligations
  
  

We do not sell, rent, or trade your personal information with third parties for marketing purposes.

5. Legal Basis for Processing

Under the UK GDPR, we process your personal data based on one or more of the following legal grounds:

• Contractual necessity – to respond to your enquiry or fulfil a product order.
• Legitimate interests – to operate and improve our business.
• Legal obligation – to comply with UK laws or regulatory requirements.
• Consent – when you opt in to receive specific communications.
  
  

6. Sharing Your Information

We may share personal data with:

• Service providers supporting our website, email, or IT systems (under strict confidentiality).
• Delivery and logistics partners for product distribution.
• Professional advisors (accountants, auditors, legal representatives).
• Regulatory authorities, where required by law.
  
  

All third-party partners are required to handle your data securely and only for legitimate business purposes.

7. Data Retention

We retain personal data only for as long as necessary to:

• Fulfil the purpose it was collected for (e.g., handling enquiries, fulfilling orders).
• Comply with legal, tax, or accounting requirements.
  
  

Typically, business contact information is retained for up to 6 years in line with standard UK commercial recordkeeping practices.

8. Your Data Protection Rights

Under the UK GDPR, you have the following rights:

• Access – to request copies of your personal data.
• Rectification – to correct inaccurate or incomplete data.
• Erasure (“Right to be Forgotten”) – to request deletion of your data when no longer needed.
• Restriction – to limit processing under certain conditions.
• Data portability – to receive your data in a structured, machine-readable format.
• Objection – to object to certain types of processing, including direct marketing.
  
  

To exercise any of these rights, please email hello@frostflow.co.uk.
We may require verification of your identity before processing a request.

9. Data Security

We use appropriate technical and organisational measures to secure your personal data, including:

• Secure hosting and encryption (SSL)
• Access controls and authentication for internal systems
• Regular system updates and malware protection
  
  

However, while we strive to protect your data, no online transmission is completely secure, and users should take precautions when sending information electronically.

10. Cookies and Tracking

Our website uses cookies to:

• Improve functionality and navigation
• Measure website traffic and engagement (via Google Analytics)
• Enhance performance and load speed
  
  

You can control or delete cookies via your browser settings.
For more information, visit www.allaboutcookies.org.

11. Links to Other Websites

Our website may contain links to other sites (e.g., partner companies or suppliers).
Frostflow is not responsible for the content or privacy practices of those external websites.
We encourage users to review the privacy policies of any third-party sites they visit.

12. Children’s Privacy

Our website and services are intended for business use only and are not directed at children.
We do not knowingly collect personal data from individuals under 16 years of age.

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect legal changes or improvements to our business practices.
The most recent version will always be available at https://frostflow.co.uk/privacy-policy.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

Email: hello@frostflow.co.uk
Post: Data Protection Officer, Frostflow,
Unit 5 St. Margarets Estate, St. Margarets Road, Dartford, Kent, DA4 9LB, United Kingdom.

15. Supervisory Authority

If you are not satisfied with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk