Last Updated: 01.06.26
At Powder Bowl Trading Ltd, trading as BOL Foods ("BOL Foods", "we", "our" or "us"), we are committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your personal information when you interact with us, including through our website, social media channels, customer service team, promotions, events, recruitment processes and business relationships.
Please read this notice carefully to understand how we handle your personal information.
1. Who We Are
Powder Bowl Trading Ltd, trading as BOL Foods is the data controller responsible for your personal information.
Contact Details
Powder Bowl Trading Ltd t/a BOL Foods
Registered Office: BOL Foods, The Veg Pad, WeWork, 5 Merchant Square, W2 1AY
If you have any questions about this Privacy Notice or wish to exercise your data protection rights, please contact:
Privacy Contact: Sarah Corrodus-Patterson
Email: sarah@bolfoods.com
2. Personal Information We Collect
We may collect and process the following categories of personal information:
Information You Provide to Us
- Name
- Email address
- Telephone number
- Postal address
- Job title and company details (where relevant)
- CVs, application forms and recruitment information
- Customer service enquiries and correspondence
- Survey responses, competition entries and feedback
Meeting Recordings and Communications
Where applicable, we may collect:
- Voice recordings
- Video recordings
- Meeting transcripts
- AI-generated meeting summaries and notes
- Meeting action items and records
- Information shared by participants during meetings
Information Collected Automatically
When you visit our website, we may automatically collect:
- IP address
- Browser type and version
- Device information
- Website usage information
- Cookie and tracking data
Please see our Cookie Notice for further information.
Information From Third Parties
We may receive personal information from:
- Recruitment agencies
- Social media platforms
- Analytics providers
- Retail partners or distributors
- Suppliers and service providers
- Publicly available sources
3. How We Use Your Personal Information
We use personal information for the following purposes:
To Provide Our Services and Manage Relationships
- Responding to enquiries and customer service requests
- Managing relationships with customers, suppliers and business partners
- Administering promotions and competitions
- Delivering our products and services
Marketing Communications
Where permitted by law, we may use your contact details to send information about:
- New products
- Promotions
- Events
- News and updates relating to BOL Foods
You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.
Recruitment
We process applicant information to:
- Assess job applications
- Communicate with candidates
- Manage recruitment processes
- Comply with legal obligations
Website Improvement and Analytics
We use analytics and performance data to:
- Improve website functionality
- Understand user behaviour
- Enhance user experience
- Maintain website security
Meeting Recordings and AI-Assisted Note Taking
We may use meeting recording, transcription and AI-assisted note-taking tools during certain virtual meetings conducted via platforms such as Microsoft Teams and Zoom.
The decision to record or transcribe a meeting is made by the meeting organiser based on the purpose and nature of the meeting. Not all meetings are recorded.
Where used, we may process:
- Audio recordings
- Video recordings
- Meeting transcripts
- AI-generated meeting summaries
- Notes, action items and meeting records
- Information shared by participants during the meeting
We use this information for legitimate business purposes, including:
- Creating accurate records of discussions and decisions
- Capturing actions and responsibilities
- Supporting collaboration and knowledge sharing
- Reducing administrative burden associated with note taking
- Maintaining business records
- Supporting recruitment, supplier management, customer engagement and other business activities
We may use third-party providers of meeting recording, transcription, collaboration and AI-assisted note-taking services acting on our behalf.
Participants will normally be informed when a meeting is being recorded or transcribed through meeting invitations, platform notifications or other appropriate means.
Legal and Regulatory Compliance
We may process personal information to:
- Comply with legal obligations
- Protect our rights and interests
- Prevent fraud or misuse
- Establish, exercise or defend legal claims
4. Lawful Bases for Processing
Under UK data protection law, we rely on one or more of the following lawful bases:
- Consent – where you have given clear consent.
- Contract – where processing is necessary to fulfil a contract with you.
- Legal Obligation – where we are required to comply with the law.
- Legitimate Interests – where processing is necessary for our legitimate business interests and does not override your rights and freedoms.
5. Sharing Your Personal Information
We may share your personal information with:
- Professional advisers, including legal, financial and insurance advisers
- IT service providers and website hosting providers
- Marketing and communications service providers
- Recruitment service providers
- Providers of meeting recording, transcription and AI-assisted note-taking services
- Regulatory authorities and law enforcement agencies where required
- Other third parties where required by law or with your consent
We require all third parties to respect the security of your personal information and process it in accordance with applicable data protection laws.
6. International Transfers
Some of our service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we ensure appropriate safeguards are in place, including the use of approved contractual protections and other lawful transfer mechanisms.
7. Data Security
We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
While we take reasonable steps to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.
8. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and reporting requirements.
Retention periods vary depending on the nature of the information and the purpose for which it is processed.
Meeting recordings, transcripts and AI-generated summaries are generally retained for 90 days from the date of creation. In certain circumstances, they may be retained for a longer period where there is a legitimate business need to do so, including for ongoing projects, legal or regulatory requirements, dispute resolution, recruitment processes or business record-keeping purposes.
When no longer required, recordings and related materials will be securely deleted in accordance with our data retention practices.
9. Your Rights
Under UK data protection law, you may have the right to:
- Access your personal information
- Request correction of inaccurate information
- Request deletion of your information
- Object to certain processing activities
- Restrict processing in certain circumstances
- Request transfer of your information to another organisation
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us using the details provided above.
10. Complaints
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
11. Children's Privacy
Our website and services are not directed at children under the age of 16. We do not knowingly collect personal information from children without appropriate consent.
12. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our business practices, legal requirements or regulatory guidance.
Any updates will be posted on this page and, where appropriate, notified through other communication channels.
13. Contact Us
If you have any questions regarding this Privacy Notice or our data protection practices, please contact:
Privacy Contact: Sarah Corrodus-Patterson
Email: sarah@bolfoods.com
Address: BOL Foods, The Veg Pad, WeWork, 5 Merchant Square, W2 1AY
