Privacy Policy

Last updated November 12, 2026

Café O Roaster & Bakery and Roasted Coffee Beans (“Café O”, “we”, “us”) run cafeo.ca, roastedcoffeebeans.ca, the wholesale portal and the delivery app for our drivers. This policy explains what personal information we collect, why we collect it, who we share it with and the choices you have. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL).

What We Collect

When you order or create an account

Your name, email address and phone number.
Delivery and shipping addresses.
What you order, when, and how it was picked up, delivered or shipped.
Your password, stored only in a scrambled (hashed) form that we cannot read.
Saved favourites, loyalty points and Subscribe & Save subscriptions.
For gift subscriptions: the recipient’s name, email address and the message you write.
Whether you agreed to receive news and offers by email, and when.

When you contact us

What you send through our contact, catering and event forms: your name, contact details and the details of your request.

Wholesale customers

Business details: business name, delivery address, delivery instructions, accounts payable contacts, purchase order numbers and payment terms.
The people who use the wholesale portal for your business: name, email address, role and notification choices.
Orders, invoices and payments.
Proof of delivery: the name and signature of the person who received the order, and a photo of the delivery.
Equipment we place at your location and its service history.

Payment cards

Card payments are handled by Square. Your card number goes directly to Square and is never stored on our systems. For Subscribe & Save and wholesale accounts that keep a card on file, Square stores the card and we keep only a reference to it.

Our drivers

Driver name, phone number and sign-in PIN (stored in scrambled form), and which deliveries each driver completed.

How We Use It

To take, prepare, deliver and ship your orders, and to send order confirmations and updates.
To run your account, subscriptions, gift subscriptions and loyalty points.
For wholesale accounts: to plan delivery routes, produce packing slips and invoices, record payments and send statements and payment reminders.
To answer your questions and requests.
To send news and offers, only if you agreed. Every such email has an unsubscribe link.
To keep our sites secure, for example by limiting repeated failed sign-in attempts.
To keep the business and tax records the law requires.

We do not sell or rent your personal information.

Who We Share It With

We share only what each service needs to do its job for us:

Square: payments, cards on file and refunds.
Resend: sending our emails. It tells us whether an email was delivered, opened or a link was clicked.
Vercel: hosting our websites.
Supabase: our database.
Shippo and Canada Post: shipping labels and tracking for shipped orders.
Google Maps and OpenRouteService: delivery addresses, to plan and navigate delivery routes.
Intuit QuickBooks: wholesale invoices, payments and customer accounting records.

Some of these services store information outside Canada, including in the United States and the European Union, where it may be accessible to authorities under local law. We may also share information when the law requires it.

Cookies

We use only the cookies needed to keep you signed in to your account, the wholesale portal, the delivery app and our staff dashboard. Your cart is saved in your browser. We do not use advertising or tracking cookies.

How Long We Keep It

We keep account information while your account is open. Orders, invoices and payment records are kept for at least six years, as Canadian tax law requires. Delivery photos and signatures are kept with the order they belong to. Email records are kept so we can answer questions about what we sent.

Your Choices and Rights

You can see and update your details in your account at any time.
You can delete your account from the Profile tab of your account. Records we must keep for tax purposes stay with us.
You can unsubscribe from news and offers with the link in any such email, or by asking us.
You can ask us for a copy of the personal information we hold about you, or ask us to correct it.

How We Protect It

Our sites use encrypted connections, passwords and PINs are stored in scrambled form, staff access is limited to the people who need it, and connection keys to outside services are encrypted. No system is perfectly secure; if a breach puts you at risk, we will tell you as PIPEDA requires.

Children

Our sites are not meant for children under 13, and we do not knowingly collect their information.

Changes to This Policy

When we change this policy we update the date at the top. Important changes are announced on the site or by email.

Contact Us

For privacy questions or requests, contact us at order@roastedcoffeebeans.ca, (519) 807-0421, or Café O Roaster & Bakery, Unit 9, 901 Victoria Street North, Kitchener, Ontario. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.