Privacy Policy

1. Terms

By accessing the website at https://www.olympicfoods.co.uk, you are agreeing to be bound by these terms of service, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this website are protected by applicable copyright and trademark law.

2. Use License

Permission is granted to temporarily download one copy of the materials (information or software) on Olympic Foods' website for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license you may not:

modify or copy the materials;
use the materials for any commercial purpose, or for any public display (commercial or non-commercial);
attempt to decompile or reverse engineer any software contained on Olympic Foods' website;
remove any copyright or other proprietary notations from the materials; or
transfer the materials to another person or "mirror" the materials on any other server.

This license shall automatically terminate if you violate any of these restrictions and may be terminated by Olympic Foods at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

3. Disclaimer

The materials on Olympic Foods' website are provided on an 'as is' basis. Olympic Foods makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.

Further, Olympic Foods does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.

4. Limitations

In no event shall Olympic Foods or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials on Olympic Foods' website, even if Olympic Foods or an Olympic Foods authorised representative has been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. Accuracy of Materials

The materials appearing on Olympic Foods' website could include technical, typographical, or photographic errors. Olympic Foods does not warrant that any of the materials on its website are accurate, complete or current. Olympic Foods may make changes to the materials contained on its website at any time without notice. However Olympic Foods does not make any commitment to update the materials.

6. Links

Olympic Foods has not reviewed all of the sites linked to its website and is not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by Olympic Foods of the site. Use of any such linked website is at the user's own risk.

7. Modifications

Olympic Foods may revise these terms of service for its website at any time without notice. By using this website you are agreeing to be bound by the then current version of these terms of service.

8. Governing Law

These terms and conditions are governed by and construed in accordance with the laws of the United Kingdom and you irrevocably submit to the exclusive jurisdiction of the courts in that location.

This Privacy Policy explains how Olympic Oils Ltd (trading as Olympic Foods) collects, uses, stores and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect personal information when we genuinely need it to provide a service, respond to an enquiry, or fulfil a contractual obligation. We collect it fairly, with your awareness, and we will always tell you why we are collecting it and how it will be used.

Data Controller

The data controller for personal information collected through this website is:

Olympic Oils Ltd (trading as Olympic Foods)
Fallows Way, Whiston, Merseyside, L35 1RZ
Email: sales@olympicfoods.co.uk
Telephone: 0151 449 4930

What We Collect

We may collect the following categories of personal data:

Enquiry & contact form submissions — name, company name, email address, telephone number and the content of your message. Submitted when you complete a form on our website; the submission is processed on our own server and delivered to us by email.
AI chat (Olivia) — conversation text entered during a session with our AI assistant, together with an anonymised IP-based session identifier used solely for rate limiting and session continuity. No name or email is collected unless you choose to share it within the conversation.
Trade account & order records — company name, account number, contact email addresses, order history and delivery addresses. Collected and held by our sales team when your trade account is set up and when you place orders.
Server access logs — IP address, browser type, pages visited and timestamps, recorded automatically by our web server for security and operational monitoring.
Email correspondence — emails you send to us, including any personal information contained within them.
Analytics data (Google Analytics 4) — aggregated, anonymised information about pages visited, session duration and approximate geographic region. Collected only when you accept analytics cookies via the cookie consent banner. No name, email or personally identifiable information is included in analytics reports.

We do not use advertising cookies, behavioural tracking or fingerprinting.

Legal Basis for Processing

Legitimate interests (UK GDPR Art. 6(1)(f)) — responding to enquiries, operating the Olivia chat assistant, monitoring server security.
Contract performance (UK GDPR Art. 6(1)(b)) — administering trade accounts, processing and fulfilling orders.
Legal obligation (UK GDPR Art. 6(1)(c)) — retaining business records as required by UK tax and company law.
Consent (UK GDPR Art. 6(1)(a)) — placing analytics cookies (Google Analytics 4) on your device. You may withdraw consent at any time via the cookie banner or our Cookie Policy page.

Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected. The table below sets out our standard retention periods:

Data category	Retention period	Basis
Enquiry form submissions	24 months from submission	Legitimate interests (B2B follow-up)
AI chat data	Session context deleted after ~2 hours; chat leads (where you provide contact details) 24 months	Legitimate interests (service quality & safety)
Trade account & order records	Duration of trading relationship + 6 years	Contract & legal obligation (HMRC, Companies Act)
Server access logs	90 days rolling	Legitimate interests (security monitoring)
Email correspondence	6 years	Legal obligation (UK business records)

After the applicable retention period, data is securely deleted or anonymised. You may request earlier deletion — see Your Rights below.

Data Sharing

We do not sell or rent personal data to any third party. We share data only in the following limited circumstances:

Website form submissions — enquiry, brochure-download and newsletter forms are processed on our own web server and delivered to our sales inbox by email. We do not use a third-party form-processing service. A backup copy of each submission is stored on the server so that no enquiry is lost if email delivery fails (see Data Retention).
Groq, Inc. (Olivia AI chat) — text you enter into the Olivia chat widget is transmitted to Groq's API, which runs the AI model that generates the replies. Groq acts as our data processor. We have Zero Data Retention (ZDR) enabled on our Groq account, so Groq does not store your messages or the AI's responses once the reply has been generated. Please do not enter personal or confidential information into the chat. If you choose to provide contact details in the chat, your message and those details may be emailed to our sales team so that we can respond.
Hosting & email (IONOS SE) — our website and email are provided by IONOS SE. Website data, server logs and form/email backups are stored on their infrastructure within the UK/EEA.
TradingView — our Market Intelligence page embeds a live commodity-price ticker supplied by TradingView. When that page loads, your browser requests the widget directly from TradingView, which may receive your IP address and set its own cookies in accordance with its privacy policy.
Google Analytics (Google LLC) — when you accept analytics cookies, anonymised usage data is transmitted to Google's servers. Google acts as a data processor under our terms and processes data in accordance with its privacy policy. IP anonymisation is enabled. You can opt out at any time via our cookie banner or by installing the Google Analytics Opt-out Browser Add-on.
Legal requirement — we may disclose personal data if required by law, regulation or court order.

Our website may link to external sites not operated by us. We are not responsible for the privacy practices of those sites.

Cookies & Tracking

Our fonts, stylesheets and core scripts are self-hosted. Some pages do make requests to third-party services: Google Analytics (only if you accept analytics cookies) across the site, and a TradingView price-ticker widget on our Market Intelligence page.

Consent storage: Your cookie-consent choice is stored locally in your browser (using browser localStorage, not a cookie) so the banner is not shown on every page. It is strictly functional, contains no personally identifiable information, and does not track you across other websites.

Analytics cookies (optional): With your consent, we use Google Analytics 4 to collect anonymised statistics about how visitors use the website (pages viewed, session duration, approximate country). These cookies are only placed if you click Accept analytics in the cookie banner. You can withdraw consent at any time using the banner or via our Cookie Policy page.

We do not use advertising, remarketing or behavioural tracking cookies. Full details of every cookie we set are listed in our Cookie Policy.

Your Rights Under UK GDPR

If you are a UK resident, you have the following rights regarding your personal data:

Right of access — request a copy of the personal data we hold about you.
Right to rectification — ask us to correct inaccurate or incomplete data.
Right to erasure — request deletion of your data where there is no compelling reason for us to continue holding it.
Right to restriction — ask us to pause processing of your data in certain circumstances.
Right to data portability — receive your data in a structured, machine-readable format.
Right to object — object to processing based on legitimate interests.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting prior processing.

To exercise any of these rights, please contact us using the details in the Contact & Complaints section. We will respond within one calendar month.

Data Security

This website is served exclusively over HTTPS (TLS 1.2+). All form submissions are encrypted in transit. Server access is restricted by firewall and authentication controls.

While we implement commercially appropriate technical and organisational measures, no internet transmission is completely secure. In the unlikely event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay.

Contact & Complaints

For any privacy-related enquiry, or to exercise your data rights, please contact us:

Olympic Oils Ltd
Email: sales@olympicfoods.co.uk
Post: Fallows Way, Whiston, Merseyside, L35 1RZ
Telephone: 0151 449 4930

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk (opens in new tab)
Telephone: 0303 123 1113