This privacy notice tells you what to expect us to do with your personal information. 

•     Contact details 

•     What information we collect, use, and why 

•     Lawful bases and data protection rights 

•     Where we get personal information from 

•     How long we keep information 

•     Who we share information with 

•     How to complain 

 

Contact details 

Telephone 

07535245101 

Email 

contact@wildhouseplaycafe.co.uk 

 

What information we collect, use, and why 

 

We collect or use the following information to provide services and goods, including delivery: 

•     Names and contact details 

•     Addresses 

•     Date of birth 

•     Purchase or account history 

•     Payment details (including card or bank information for transfers and direct debits) 

•     Health information (including dietary requirements, allergies and health conditions) 

•     Health and safety information 

•     Account information 

•     Information relating to loyalty programmes 

•     Website user information (including user journeys and cookie tracking) 

•     Photographs or video recordings 

•     Information relating to compliments or complaints 

•     Information relating to sponsorship 

 

We collect or use the following information for the operation of customer accounts and guarantees: 

•     Names and contact details 

•     Addresses 

•     Payment details (including card or bank information for transfers and direct debits) 

•     Purchase history 

•     Account information, including registration details 

•     Information used for security purposes 

•     Marketing preferences 

 

We collect or use the following information to prevent, detect, investigate or prosecute crimes: 

•     Names and contact information 

•     Customer or client accounts and records 

•     Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

•     Video and CCTV recordings of public areas (including indoor and outdoor spaces) 

•     Audio recordings of public areas (including indoor and outdoor spaces) 

•     Video and CCTV recordings of private or staff only areas 

•     Financial transaction information 

•     Information relating to health and safety 

 

We collect or use the following information for service updates or marketing purposes: 

•     Names and contact details 

•     Addresses 

•     Marketing preferences 

•     Location data 

•     Purchase or viewing history 

•     IP addresses 

•     Website and app user journey information 

•     Records of consent, where appropriate 

 

We collect or use the following information to comply with legal requirements: 

•     Name 

•     Contact information 

•     Identification documents 

•     Financial transaction information 

•     Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

•     Health and safety information 

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We collect or use the following information for recruitment purposes: 

•     Contact details (eg name, address, telephone number or personal email address) 

•     Date of birth 

•     National Insurance number 

•     Copies of passports or other photo ID 

•     Employment history (eg job application, employment references or secondary employment) 

•     Education history (eg qualifications) 

•     Right to work information 

•     Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

•     Security clearance details (eg basic checks and higher security clearance) 

 

We also collect or use the following information for recruitment purposes: 

•     Health information 

 

We collect or use the following personal information for dealing with queries, complaints or claims: 

•     Names and contact details 

•     Address 

•     Payment details 

•     Account information 

•     Purchase or service history 

•     Video recordings of public areas 

•     Video recordings of private or staff only areas 

•     Witness statements and contact details 

•     Relevant information from previous investigations 

•     Customer or client accounts and records 

•     Financial transaction information 

•     Information relating to health and safety 

•     Correspondence 

 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

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• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. 

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here. 

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. 
   

If you make a request, we must respond to you without undue delay and in any event within one month. 
 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide services and goods are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • Customer Service and Experience: Collecting customer information allows you to personalize and enhance the customer experience. For example, knowing customer preferences can help you tailor services, offer relevant promotions, and ensure a more enjoyable visit. Marketing and Promotions: Gathering customer data enables you to conduct targeted marketing campaigns. This can include sending newsletters, special offers, and event invitations to customers who have shown interest in your services. Safety and Security: Collecting information such as emergency contact details and any relevant health information (e.g., allergies) ensures the safety and well-being of children and other patrons while they are at your cafe. Operational Efficiency: Understanding customer demographics and preferences can help you make informed decisions about staffing, inventory, and event planning, ultimately improving the efficiency and profitability of your business. Feedback and Improvement: Customer feedback is crucial for continuous improvement. Collecting contact information allows you to follow up with customers for reviews and suggestions, helping you to enhance your services. 

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. 

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lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • Customer Service and Experience: Collecting customer information allows you to personalize and enhance the customer experience. For example, knowing customer preferences can help you tailor services, offer relevant promotions, and ensure a more enjoyable visit. Marketing and Promotions: Gathering customer data enables you to conduct targeted marketing campaigns. This can include sending newsletters, special offers, and event invitations to customers who have shown interest in your services. Safety and Security: Collecting information such as emergency contact details and any relevant health information (e.g., allergies) ensures the safety and well-being of children and other patrons while they are at your cafe. Operational Efficiency: Understanding customer demographics and preferences can help you make informed decisions about staffing, inventory, and event planning, ultimately improving the efficiency and profitability of your business. Feedback and Improvement: Customer feedback is crucial for continuous improvement. Collecting contact information allows you to follow up with customers for reviews and suggestions, helping you to enhance your services. 

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Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are: 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. 

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Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • Customer Service and Experience: Collecting customer information allows you to personalize and enhance the customer experience. For example, knowing customer preferences can help you tailor services, offer relevant promotions, and ensure a more enjoyable visit. Marketing and Promotions: Gathering customer data enables you to conduct targeted marketing campaigns. This can include sending newsletters, special offers, and event invitations to customers who have shown interest in your services. Safety and Security: Collecting information such as emergency contact details and any relevant health information (e.g., allergies) ensures the safety and well-being of children and other patrons while they are at your cafe. Operational Efficiency: Understanding customer demographics and preferences can help you make informed decisions about staffing, inventory, and event planning, ultimately improving the efficiency and profitability of your business. Feedback and Improvement: Customer feedback is crucial for continuous improvement. Collecting contact information allows you to follow up with customers for reviews and suggestions, helping you to enhance your services. 

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Our lawful bases for collecting or using personal information for legal requirements are: 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

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Our lawful bases for collecting or using personal information for recruitment purposes are: 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • Customer Service and Experience: Collecting customer information allows you to personalize and enhance the customer experience. For example, knowing customer preferences can help you tailor services, offer relevant promotions, and ensure a more enjoyable visit. Marketing and Promotions: Gathering customer data enables you to conduct targeted marketing campaigns. This can include sending newsletters, special offers, and event invitations to customers who have shown interest in your services. Safety and Security: Collecting information such as emergency contact details and any relevant health information (e.g., allergies) ensures the safety and well-being of children and other patrons while they are at your cafe. Operational Efficiency: Understanding customer demographics and preferences can help you make informed decisions about staffing, inventory, and event planning, ultimately improving the efficiency and profitability of your business. Feedback and Improvement: Customer feedback is crucial for continuous improvement. Collecting contact information allows you to follow up with customers for reviews and suggestions, helping you to enhance your services. 

 

Where we get personal information from 

•     Directly from you 

•     CCTV footage or other recordings 

•     Schools, colleges, universities or other education organisations 

•     Publicly available sources 

•     Previous employers 

•     Suppliers and service providers 

 

How long we keep information 

As long as we need to, up to a limit of 7 years. 

 

Who we share information with 

Others we share personal information with 

•     Organisations we need to share information with for safeguarding reasons 

•     Professional or legal advisors 

•     Relevant regulatory authorities 

•     External auditors or inspectors 

•     Professional consultants 

•     Organisations we’re legally obliged to share personal information with 

•     Emergency services 

•     Publicly on our website, social media or other marketing and information media 

•     Suppliers and service providers 

 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 
 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 
 

The ICO’s address: 

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 
 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

 

Last updated 

4 November 2024