Privacy Policy
This Privacy Policy describes how kodgav.co.uk, kodgav.com (the “Site” or “We”) collects, uses, and discloses your Personal Information when you visit or make a purchase from the Site.
Last updated: November 2026
1. Who we are
This policy explains how Kodgav collects and uses personal data when you visit kodgav.co.uk, use the Kodgav Digital Sourcing Hub at platform.kodgav.com (the "Platform"), or deal with us as a customer or business contact.
Kodgav UK Ltd is the controller of your personal data. It is registered in England and Wales under company number 12970766, at 60 Mill Mead Industrial Centre, Mill Mead Road, London N17 9QU.
Where a contract is made with Kodgav EU Ltd (Unit 2, 12a Lower Main Street, Lucan, Co. Dublin, K78 X5P8, Ireland, company number 805399), Kodgav EU Ltd is also a controller of the data used for that contract.
Questions about this policy or your data: privacy@kodgav.com, or write to us at the address above.
2. Who this policy is for
Kodgav sources ingredients from Africa for food businesses. We deal with businesses, so the personal data we hold is mostly about people at those businesses: buyers, their colleagues, and other business contacts. The Platform is not for consumers or for anyone under 18.
3. The data we collect
Account and contact details. Your name, business email address, job title, phone number, company name, registered company address, delivery addresses, country and preferred language. On the Platform, also your contact label (Admin, Finance, Quality, Delivery or Logistics)
Company details. Your company's name, website domain, logo, registered address, tax and registration details and your Kodgav customer code. Some of this comes from our customer records and from public sources such as your company's website.
Trading records. Quote requests, quotes, compliance responses and approvals, sample requests, contracts, pallet bookings on shared containers, forward contracts, shipments, payment records and trade documents such as invoices, bills of lading and certificates of analysis. We do not take card payments on the website or the Platform.
Communications. Emails, live chat messages, calls, and meeting notes.
Technical and usage data. Your IP address, browser and device type, the pages you visit and how you use them, and cookies (see section 9). We use your IP address to estimate your country, so the Platform shows prices for your market. This lookup runs on our own servers using the DB-IP database; your IP address is not sent to anyone for it. If something goes wrong on the Platform, an error report may include your browser details and IP address.
Marketing preferences. Whether you want our emails and which topics.
4. How we use your data and our legal bases
| What we do | Legal basis |
|---|---|
| Create and run your Platform account, and let your company's Admin manage the team | Contract, and our legitimate interest in running the Platform for your company |
| Check that a new account belongs to a real business, including checking that the email address works | Legitimate interests (preventing fraud and fake accounts) |
| Prepare quotes, run compliance reviews, make and perform contracts, arrange shipments and share trade documents | Contract |
| Keep accounting, tax, customs and food safety records | Legal obligation |
| Answer your questions and give support, including live chat | Contract and legitimate interests |
| Send you news and offers about our ingredients | Legitimate interests for business contacts, or your consent where the law requires it. You can opt out at any time |
| Measure and improve the website and the Platform with analytics cookies | Consent |
| Show and measure our adverts on Meta (Facebook and Instagram) and Google | Consent |
| Keep the website and the Platform secure, fix errors and prevent misuse | Legitimate interests |
Where we rely on legitimate interests, we have weighed them against your rights. You can ask us for details.
5. Who we share your data with
We share personal data only as needed for the purposes above.
Within your company. On the Platform, colleagues at your company see your company's quotes, orders and documents according to their team label. Your company's Admin sees all of them.
Our service providers, who process data for us under contract and only on our instructions. They fall into these categories:
| Category | What they do for us |
|---|---|
| Customer relationship, website and marketing tools | Customer records, our website, forms, live chat, marketing email and website analytics |
| Email, documents and productivity tools | Business email, calendars and document storage |
| Platform hosting and infrastructure | Hosting the Platform and its database, storing files such as trade documents, and protecting our websites |
| Email delivery and verification | Sending the Platform's emails and checking that an email address used to sign up is real |
| Address and mapping services | Address search on forms |
| Error monitoring and security | Finding and fixing faults on the Platform |
| Workflow and automation tools | Moving information between our business tools |
| Advertising platforms | Showing our adverts and measuring how many visits and sign ups they bring, only with your consent |
| AI assistants | Helping our team summarise and organise work, under terms that do not allow the provider to train its models on your data |
You can ask us for the names of the providers in any category.
Others we work with on your orders. Producers, shipping lines, freight forwarders, customs brokers, inspection agencies and insurers receive only the details needed to prepare shipping documents and to move, inspect and insure your goods. Our payment providers process payments.
Others. Our group companies, including Kodgav EU Ltd; our professional advisers; authorities when the law requires it; and a buyer of our business, if that ever happens.
We do not sell your personal data.
6. International transfers
Some of our service providers, including the host of the Platform, are in the United States or elsewhere outside the UK and the EU. When your data leaves the UK or the EU, we use the safeguards the law provides: the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses.
7. How long we keep your data
| Data | How long |
|---|---|
| Platform account | While the account is open, then up to 2 years |
| Contracts, invoices, shipment and payment records, trade documents | 6 years after the end of the financial year they relate to, as UK and Irish tax and company law require |
| Compliance approvals | Each approval covers repeat orders for 24 months; the record is kept with the trade records above |
| Marketing contacts | Until you opt out, or 2 years without any contact with us |
| Error reports | Up to 90 days |
| Website analytics | Up to 14 months |
8. Your rights
You have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable form. You can object to marketing at any time, and we will stop. Where we rely on consent, you can withdraw it at any time.
To use these rights, email privacy@kodgav.com. We reply within one month. We may need to confirm who you are first.
If you are unhappy with how we use your data, please tell us. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113) or, in the EU, to your local data protection authority, such as the Data Protection Commission in Ireland (dataprotection.ie).
We do not make decisions about you that have legal or similarly significant effects by automated means alone.
9. Cookies
Cookies are small files your browser stores. We use these:
| Set by | Purpose |
|---|---|
| Kodgav (Platform) | Keeps you signed in |
| Kodgav (Platform) | Protects sign in forms and returns you to the right page |
| Kodgav (Platform) | Remembers your language |
| HubSpot | Website analytics and recognising returning visitors |
| HubSpot | Remembers your live chat conversation |
| Google Analytics | Website analytics |
| Google Ads | Advertising: measures visits and sign ups from our Google adverts |
| Meta | Advertising: measures visits and sign ups from our Meta (Facebook and Instagram) adverts |
The Platform's own cookies are needed for it to work. In the UK, the EU and other countries where the law requires consent, analytics and advertising cookies (HubSpot, Google Analytics, Google Ads and Meta) are set only if you accept them in the cookie banner. Until you do, Google Analytics runs without cookies. You can change your choice at any time from the cookie banner, or block cookies in your browser.
When you are signed in to the Platform, HubSpot can link your visits to your contact record, so our team can help you better.
10. Security
We protect your data with encrypted connections and regular updates.
11. Links to other sites
Our pages link to other websites, such as shipping lines and certification bodies. Their own privacy policies apply there.
12. Changes to this policy
We will update this policy when how we use personal data changes. The date at the top shows the latest version. We will tell Platform users about important changes by email or on the Platform.
13. Credits
The IP country lookup uses the IP to Country Lite database by DB-IP (db-ip.com), licensed under CC BY 4.0.