Privacy Policy

Information we collect

Depending on how you interact with us, we may collect:

Your name
Email address
Telephone number
Reservation details, including date, time and number of guests
Information you provide in connection with a reservation or enquiry
Messages or other information you send to us
Payment and transaction information where relevant
Information about how you use our website, including technical information such as IP address, browser type, device information and pages visited
Cookie and similar technology information, as described in our Cookie Policy

We only collect information that is reasonably necessary for the purposes described below.

How we collect your information

We may collect personal information when you:

Make a reservation through our website or booking system
Contact us through our website, email or other communication channels
Visit or use our website
Make a transaction with us
Choose to provide information to us for a particular purpose

We may also receive limited information from service providers that help us operate our website, booking systems, payment services and other business systems.

How we use your information

We use personal information to:

Manage and confirm restaurant reservations
Contact you about your reservation or respond to enquiries
Provide our services and manage customer relationships
Process payments and maintain appropriate financial records
Respond to questions, feedback and complaints
Operate, maintain and improve our website and services
Understand how our website is used and improve its performance
Maintain the security of our website, systems and restaurant operations
Comply with legal, accounting, tax and regulatory requirements
Send marketing communications in the future where permitted by law and where any required consent has been obtained

We will not use your personal information for unrelated purposes without an appropriate lawful basis or, where required, your consent.

Our lawful basis for using your information

Under UK data protection law, we need a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

Performance of a contract – for example, when we need your information to make and manage a restaurant reservation or provide a service you have requested.

Legitimate interests – for example, to operate and improve our restaurant and website, respond to enquiries, maintain security, prevent fraud and manage our business, where these interests are not overridden by your rights and freedoms.

Legal obligation – where we are required to process information to comply with applicable laws, regulations, tax requirements or other legal obligations.

Consent – where we ask for your consent, such as for certain marketing communications or non-essential cookies. Where we rely on consent, you can withdraw it at any time.

Reservations

When you make a reservation, we may collect your name, email address, telephone number, booking date and time, number of guests and any information you choose to provide in connection with your booking.

We use this information to manage your reservation, communicate with you about your booking and provide our services.

Our booking system may be provided by a third-party service provider. We may change booking or technology providers from time to time. Where we use third-party providers, we expect them to process personal information in accordance with applicable data protection requirements.

Payments

Payments made at the restaurant may be processed through third-party payment providers.

Payment providers may collect and process payment and transaction information in accordance with their own privacy policies. We do not generally receive or store full payment card details.

Marketing

We do not currently operate a regular email or SMS marketing programme.

If we introduce marketing communications in the future, we will use personal information for marketing only where permitted by applicable law. Where consent is required, we will obtain it before sending marketing communications.

You will be able to opt out of marketing communications at any time, for example by using an unsubscribe link in an email or by contacting us at hello@tripots.uk.

Sharing your information

We may share personal information with trusted third parties where reasonably necessary to operate our business and provide our services.

These may include:

Website and hosting providers
Reservation and booking system providers
Payment service providers
Website analytics and technology providers
IT and software providers
Professional advisers such as accountants, lawyers and insurers
Government bodies, regulators or law enforcement authorities where we are legally required to do so

We do not sell your personal information.

Where third parties process personal information on our behalf, we take reasonable steps to ensure that appropriate contractual and security measures are in place.

Cookies and analytics

Our website uses cookies and similar technologies to make the website work, remember preferences and, where enabled, understand how visitors use the website.

These may include cookies provided by third-party services used on our website.

Some cookies are necessary for the website to function, while others may be used for analytics or other purposes. Where required by law, we will ask for your consent before using non-essential cookies.

For more information about the cookies used on our website and how you can manage your preferences, please see our Cookie Policy.

Third-party websites

Our website may contain links to third-party websites, including social media platforms, booking services or other websites.

We are not responsible for the privacy practices or content of third-party websites. We recommend checking the privacy policy of any third-party website you visit.

How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The length of time we retain information depends on factors including the nature of the information, why we need it, whether we have an ongoing relationship with you, and any legal, accounting, tax or regulatory requirements that apply.

When personal information is no longer required, we will take reasonable steps to securely delete or anonymise it.

Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

Your rights

Under UK data protection law, you may have the right to:

Request access to the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to delete your personal information in certain circumstances
Ask us to restrict how we use your information in certain circumstances
Object to certain types of processing, including direct marketing
Request transfer of certain personal information to you or another organisation
Withdraw consent where we rely on consent as our lawful basis

These rights are subject to certain legal conditions and exceptions.

To exercise your rights, please contact us at hello@tripots.uk.

We may need to verify your identity before responding to a request. We will normally respond within one month, although this may be extended where permitted by law for particularly complex or multiple requests.

Complaints

If you have concerns about how we have handled your personal information, please contact us first at hello@tripots.uk so that we can try to resolve the issue.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, technology, services or legal requirements.

The latest version will always be published on this website. We recommend checking this page periodically for any updates.