Privacy Policy

1. Who we are

Our legal name is RICO’S SLUSHIES LTD, company number 14086296, registered in England and Wales. Our registered office is 20-22 Wenlock Road, London, England, N1 7GU.

Contact us at info@ricoslushies.co.uk or on 07842 674718. Our main website is www.ricoslushies.co.uk and our separate Order Now website is ricoslushies-ordernow.ricoslushies.co.uk.

We are the data controller for personal data where we decide why and how it is used. Other organisations, including payment service providers, may act as independent controllers for their own processing. This policy does not represent our registered office as a public retail store or collection point.

2. Our websites and services

2.3 Data across platforms

Both websites operate under Rico’s Slushies Ltd. Information may be used across our authorised systems where necessary for administration, customer support, accounting, security and lawful business operations. A purchase on one platform does not automatically provide marketing consent on the other. Where we combine records, we apply a documented purpose and lawful basis, data minimisation and any relevant marketing choices.

3. Personal information we collect

3.1 Contact and identity data

We may collect your name, email address, phone number, billing address, delivery or event address, postcode, business or organisation name and contact preferences.

3.2 Machine hire and event details

We may collect booking references, package and equipment selections, event type and date, setup and collection times, event address, guest numbers, flavour preferences, selected accessories and attendants, parking or access instructions, special notes, changes and correspondence.

3.3 Online food and drink orders

The Order Now platform may collect items and quantities, customisations, dietary and allergen instructions, order totals, fulfilment choices, delivery or collection details, transaction references and support correspondence.

3.4 Commercial leasing, stockists and partnerships

We may collect business and contact details, an authorised representative’s name and role, premises and equipment requirements, quotations, agreements, billing details and, only where justified and explained, information needed for commercial checks.

3.5 Servicing and repairs

We may collect machine manufacturer, model, serial number, refrigerant type, fault descriptions, uploaded photographs or videos, service location, inspection findings, parts quotations, approvals, repairs, invoices and service history. Please avoid uploading unnecessary pictures of people, documents or personal details.

3.6 Payments and finance records

We may receive transaction identifiers, amount paid, payment status, invoices, limited payment method details and refund records. Payment details are handled by payment providers. We do not need to store your complete payment card number for ordinary transactions.

3.7 Technical, account and security data

We may process IP address, browser and device characteristics, operating system, page interactions, login information, session IDs, consent preferences, error logs and fraud or security events. Cookies and similar technologies are described in section 14.

3.8 Preferences, communications and images

We may retain enquiries, reviews, customer-service messages, optional marketing selections, the terms version accepted, and images or recordings where processed lawfully for an identified purpose.

4. How we collect personal information

We collect data when you submit a form, enquire, book or pay for machine hire, order food or drinks, create an account, request a quote or repair, apply for leasing or stockist arrangements, contact us by phone, email or WhatsApp, submit a review, choose marketing preferences or use either website.

We may also receive information from payment providers, delivery partners, authorised event organisers, commercial representatives and other service partners. Where we obtain data from another source, we will provide the relevant privacy information as required by law.

You should provide accurate information needed to fulfil your request. Certain information is necessary to process a booking or delivery. Optional information is clearly indicated where appropriate.

5. How and why we use your information

5.1 Bookings, orders and fulfilment

We use contact, transaction and booking information to provide quotations, confirm bookings, process payment, reserve equipment, arrange deliveries and collections, fulfil food orders, issue receipts, handle date changes and provide customer support. Lawful basis: contract or pre-contract steps at your request.

5.2 Repairs and servicing

We use equipment descriptions, photographs and contact data to assess faults, provide quotations, seek approval for chargeable work, undertake authorised servicing and issue reports. Lawful basis: contract/pre-contract steps or legitimate interests in responding to service enquiries.

5.3 Business enquiries and partnerships

We assess leasing, wholesale, stockist and corporate requests, prepare proposals and manage contractual relationships. Where an individual is acting for a business, the basis may be our legitimate interests in managing business relationships; where appropriate it may instead be contract or legal obligation.

5.4 Accounting and compliance

We maintain invoices, transactions, tax and accounting records, and respond to lawful requests or legal claims. Lawful basis: legal obligation or legitimate interests where appropriate.

5.5 Service operation and security

We use relevant technical information to maintain accounts, detect abuse, protect systems, troubleshoot and prevent fraud. Lawful basis: legitimate interests, contract or legal obligation, with separate consent for any technology requiring it under PECR.

5.6 Service quality and analysis

We may analyse appropriate customer feedback and information to improve products, user journeys and service delivery. Lawful basis: legitimate interests where a balancing assessment supports this, or consent where legally required.

5.7 Marketing

Where you give valid channel-specific consent, we use your contact details for relevant promotional communications. The products-and-services soft opt-in may be available in limited circumstances if all PECR requirements are met, but our intended checkout design requests positive consent and does not treat an unticked box as consent. Lawful basis: consent where relied upon, or legitimate interests for eligible soft-opt-in processing with the required PECR safeguards.

6. Marketing communications and your choices

We may offer updates on machine hire, event packages, seasonal offers, new products and flavours, corporate hire and other Rico’s Slushies services. These are promotional messages, distinct from necessary booking notices.

6.1 Separate active opt-in options

The checkout presents three independent, optional, unticked checkboxes, where the relevant channel is offered:

• Email: “Yes, I would like to receive marketing emails from Rico’s Slushies Ltd.”
• Text message: “Yes, I would like to receive promotional text messages from Rico’s Slushies Ltd.”
• WhatsApp: “Yes, I would like to receive offers and updates via WhatsApp from Rico’s Slushies Ltd.”

You can complete the booking without ticking any marketing box. Ticking one box does not authorise other channels. We will not rely on a pre-ticked box, silence or inactivity as proof of consent.

6.2 Withdrawing consent and objecting

You may unsubscribe or withdraw consent at any time through a link or reply mechanism where provided, on our Manage marketing preferences page, or by contacting info@ricoslushies.co.uk. We will stop marketing through the affected channel and retain minimum suppression information where necessary to respect your choice. Withdrawal does not affect lawful processing before withdrawal. You also have an absolute right to object to processing for direct marketing.

6.3 Service messages

We may continue to send essential booking confirmations, payment receipts, collection instructions, safety notices and other service-related communications even if you decline marketing. These messages will not include unrelated promotional content merely because they are transactional.

6.4 Other brands and other bases

Consent to Rico’s Slushies Ltd promotions does not automatically authorise marketing from another Rico’s Group business or trading brand. Any permitted use of a PECR soft opt-in must meet its own conditions, including direct collection in a sale or negotiation, similar own products/services and clear opportunity to refuse at collection and in every message.

7. Marketing consent records

Where marketing consent is sought or recorded, we may retain customer ID, source page, channel, selected state, date/time, privacy-notice version, exact consent wording or ID, consent method and a history of withdrawals or suppression requests. This helps us honour preferences and demonstrate compliance.

A blank checkbox on a new checkout does not necessarily revoke a separate, previously valid permission. We must not overwrite historic consent merely because no new checkbox was selected; separate preference-management or explicit withdrawal processes apply.

We treat opted in, not consented, withdrawn and objected/suppressed as distinct statuses. Access to consent records is restricted to appropriate staff.

8. Booking Terms & Conditions acceptance

For machine hire and relevant checkout journeys, we record acceptance of the Booking Terms & Conditions, including booking ID, time of acceptance, terms document/version, wording shown and appropriate audit data. These records support contract administration and dispute resolution. Lawful basis: contract and legitimate interests in maintaining reliable evidence of agreements.

Acceptance of booking terms is mandatory only where necessary to complete the booking; marketing permission remains separate and optional. The record of a customer’s agreement does not replace the requirement to supply applicable contractual information in a durable form where required.

9. Food allergies and sensitive personal information

A customer may voluntarily provide dietary or allergy information to help us safely fulfil a food or event order. Where information identifies an individual and reveals health, it may be special category personal data.

We will minimise collection, restrict access and use the information only for a relevant service and safety purpose. We must identify both an Article 6 lawful basis and an Article 9 condition before processing special category data. If explicit consent is the relevant Article 9 condition, we will obtain it separately, clearly and demonstrably, and explain withdrawal and its practical consequences.

We do not use allergy or health information for profiling or promotional marketing. Data relating to children is handled with particular care.

10. Photography, video and social media

We may take photographs or videos of equipment, set-ups, products and our staff for operational or promotional purposes. Identifiable images are personal data. We identify a suitable lawful basis and provide appropriate notice before using them. Where consent is the basis, we obtain valid consent.

Attending an event or hiring a machine does not automatically grant permission for identifiable promotional photography. We apply additional safeguards concerning children’s images, including permissions where required by law and the circumstances. You may contact us about images in which you are identifiable.

We may process messages, reviews and enquiries received through our social media channels. Social-media platforms also have their own processing practices and privacy information.

11. Who we share information with

We do not sell customer personal data to third parties for their independent marketing. We may share relevant data with payment processors, hosting and website suppliers, ordering and booking services, couriers, repair contractors, communications and marketing service providers, accountants, professional advisers, insurers and public authorities where legally required.

We disclose only what is reasonably necessary. Where a supplier processes data on our instructions, we use appropriate contractual arrangements and security protections. Some suppliers act independently as controllers and provide their own privacy information. We review supplier arrangements and access rights.

12. International data transfers

Some hosting, payment, communications or software providers may store or access data outside the UK. Where this constitutes a restricted transfer, we use a valid mechanism such as adequacy regulations, an approved UK International Data Transfer Agreement (IDTA), the UK Addendum or another applicable legal route, with any required assessment and safeguards.

You may ask us for information about safeguards relevant to your information. We will not claim that a particular country or safeguard applies unless our supplier assessment confirms it.

13. How long we keep personal information

We keep data only while there is a defined business, legal or evidential reason. Relevant retention periods and criteria include:

• Accounting and transaction records: generally for the period required by UK company/tax law, commonly around six years for relevant records, unless another period applies.
• Bookings, leases and contracts: while active and afterwards for an appropriate limitation or claims period, typically up to six years where justified.
• General enquiries: while being handled and for a limited follow-up period defined in our retention schedule.
• Repair records and photographs: as necessary for service, warranty, safety and potential claims, then securely deleted or anonymised.
• Customer accounts: while needed for the account and any ongoing statutory or contractual records.
• Marketing consent and suppression: as necessary to prove permissions and prevent unwanted marketing.
• Technical logs and cookies: according to their documented purpose and the Cookie Policy.
• Complaints and legal matters: for as long as reasonably necessary for investigation, resolution and legal requirements.

Our operational retention schedule specifies actual periods, owners and deletion triggers. We periodically review and securely delete or anonymise information that is no longer required.

14. Cookies and tracking technologies

Our websites may use storage and access technologies for authentication, security, baskets, checkout, remembering preferences, analytics or advertising. Each website has its own technology inventory and must provide appropriate controls.

Where an applicable exception permits a strictly necessary technology, we may use it without consent. Certain statistical-purpose and appearance/functionality technologies may be exempt if all statutory conditions are satisfied, including a simple and free means of objection where required. Technologies used for non-exempt analytics, advertising or tracking require valid consent before they operate.

Our separate Cookie Policy identifies the technologies actually used, their purposes, providers and applicable retention details. A generic instruction to change browser settings is not a replacement for required controls.

15. Keeping personal information secure

We use appropriate technical and organisational safeguards proportionate to the risks, including access controls, authentication, secure communication, system maintenance, suitable supplier agreements and controls for uploaded files and customer records.

No online service is entirely risk-free. If a personal data breach occurs, we assess it, keep appropriate records and notify the ICO and affected individuals when the legal thresholds require it.

16. Your data protection rights

Subject to legal conditions and exemptions, you may request access, correction, deletion, restriction, portability or object to certain uses of personal information. You may withdraw consent where consent is relied upon and exercise rights concerning qualifying solely automated decisions.

You have the right to object at any time to the use of your personal data for direct marketing. We will stop such processing when that right is exercised.

To exercise a right, contact info@ricoslushies.co.uk. We may need appropriate evidence of identity or authority. We normally respond without undue delay and within one calendar month, subject to applicable permitted extensions or clarification procedures. Requests are usually free of charge.

17. Data protection complaints

If you believe we have not handled your personal information properly, contact info@ricoslushies.co.uk, call 07842 674718, or write to Rico’s Slushies Ltd, 20-22 Wenlock Road, London, N1 7GU. Explain your concern and provide sufficient information for us to investigate.

We will acknowledge your complaint within 30 days of receipt, take appropriate steps to investigate without undue delay, keep you appropriately informed and communicate our outcome without undue delay. You may also complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/ or by calling 0303 123 1113. Your rights are not dependent on complaining to us first.

18. Children’s personal information

Our bookings, equipment hire, commercial services and online purchases are intended to be arranged by adults or appropriately authorised representatives. We do not intentionally use children’s personal details for unrelated marketing.

Where information about a child is necessary for a school or family event, dietary/safety arrangements, or photography, we collect the minimum necessary and apply appropriate safeguards and permissions. We consider age, context, fair processing and relevant parental involvement.

19. Automated processing

Our systems may calculate prices, identify availability, process routine payment statuses, send booking confirmations and support security checks. These routine automated processes do not necessarily amount to solely automated decisions with legal or similarly significant effects.

If we introduce qualifying solely automated decisions, we will assess the applicable UK GDPR safeguards and provide additional information, rights and review mechanisms as required. We will not claim that no automated decisions occur without checking our actual systems.

20. External websites and services

Our websites may link to third-party payment pages, social networks and independent services. Those organisations may process personal data under their own privacy notices. We remain responsible for our own data processing and for meeting our obligations when providers process personal information on our behalf.

21. Changes to this policy

We may update this policy as our services, suppliers, systems or legal requirements change. The revised version will display its effective date. Where we materially change how data is used and additional notice or consent is required, we will provide it before the new activity. Changes cannot retrospectively authorise unlawful processing.

22. Contact information

RICO’S SLUSHIES LTD | Company number 14086296 | Registered in England and Wales.

Registered office: 20-22 Wenlock Road, London, England, N1 7GU.

Email: info@ricoslushies.co.uk | Telephone / WhatsApp: 07842 674718.

Main website: https://www.ricoslushies.co.uk/ | Online food and drink ordering: https://ricoslushies-ordernow.ricoslushies.co.uk/.

Last updated: 8 November 2026.