Legal
Privacy notice
Last updated 29 July 2026
Who we are
Filter Notes operates this coffee guide and is the controller of the personal information described in this notice. Questions and data-rights requests can be sent to hello@filternotes.com.
Information we collect
- Account information: email address, encrypted password, optional display name and avatar choice, account settings, sign-in times, and current and previous sign-in IP addresses.
- Saved cafes and visits: saved cafes, visits, visit dates, ratings, tags, and a public Filter Notes Passport link if you choose to create or share one.
- Contributions: field notes, reviews, comments, suggestions, photos, moderation choices, and the name or attribution you choose to show publicly.
- Search and location information: searches, planning inputs, an address or place you enter, and approximate coordinates when you choose location-based features. Browser location is requested only after you take an action that needs it.
- Communications: messages you send us and records needed to send security, password-reset, moderation, or other service emails.
- Technical and usage information: browser and device type, screen size, language, page visited, referring site, general location, request and security logs, cookies, and events showing how the service is used. We configure analytics not to collect URL search parameters or fragments.
Newsletter and alert subscriptions are separate from a Filter Notes account. Creating an account does not place your email on a marketing list.
How and why we use it
| Purpose | Why we may use it |
|---|---|
| Create and secure your account; provide your Filter Notes Passport, saved cafes, contributions, and requested searches | Performance of our contract with you |
| Moderate contributions, prevent abuse, diagnose faults, and improve the reliability and usefulness of Filter Notes | Our legitimate interests in operating and improving a safe editorial service |
| Produce aggregate statistics about visits so we can improve Filter Notes | Our legitimate interests in understanding and improving the service; the statistical-purpose exception for device access |
| Load optional third-party media | Your consent, which you can change at any time |
| Send essential account, security, recovery, or moderation messages | Performance of our contract and our legitimate interests in securing the service |
| Meet legal duties and respond to lawful requests | Compliance with a legal obligation |
We do not sell personal information. We do not use account creation as consent for marketing.
What may be public
Approved contributions may appear publicly. Your email address is not published. A display name appears only where the feature says it will; otherwise contributions use an anonymous label. Your Filter Notes Passport is private unless you use its sharing feature, and anyone with its share link may be able to view it. Do not submit personal information about other people or material you do not have permission to share.
Who we share information with
We share only what is needed with:
- service providers that support hosting, databases, object storage, email delivery, requested search or planning features, security, and technical operations;
- Umami Cloud, which provides privacy-focused website statistics solely to help us understand and improve Filter Notes;
- mapping and geocoding services, including OpenStreetMap-based services and CARTO, when map or location features are used;
- third-party media providers such as Instagram, only when optional services are allowed; and
- regulators, courts, or law-enforcement bodies where disclosure is legally required or is necessary and proportionate to prevent or investigate crime.
Some providers process information outside the UK. Where required, we use an approved transfer mechanism or rely on another lawful safeguard for international transfers. Third-party sites reached through links operate under their own notices.
How long we keep information
Account information and account activity are generally kept while your account is open. You can delete your account from the account page; associated saved cafes, visit history, and member contributions are then deleted unless we need to retain limited records for security, legal claims, compliance, or suppression of unwanted contact. Operational logs, backups, moderation records, and correspondence are kept only for as long as reasonably needed for their purpose, taking account of security, dispute, and legal requirements. Public guest submissions and separate newsletter subscriptions are not automatically removed when an account is deleted; contact us to request deletion or change those records.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability, or objection to our use of your personal information. Where processing is based on consent, you may withdraw it at any time without affecting earlier lawful processing. You also have an absolute right to object to direct marketing.
Email hello@filternotes.com to exercise a right. We may need to verify your identity. You may complain to the UK Information Commissioner’s Office or, where applicable, your local data-protection authority.
Security and changes
We use reasonable technical and organisational measures intended to protect personal information, but no internet service can guarantee absolute security. We may update this notice when the service or law changes. The date at the top shows the latest revision, and material changes will be highlighted where appropriate.