Privacy Notice (Update: May 2020)

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.

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It applies to all services and instances where we collect your personal data.  This privacy notice applies to personal information processed by or on behalf of Platters and Plates.  We may change this privacy notice from time to time by updating this document to reflect changes in the law and our privacy practices.

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Data Protection Officer

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Platters and Plates are a data controller of your personal data. We have a data protection officer (“DPO”). You can contact the DPO by writing to us at Unit 4 Aspire Centre, Burford, Tenbury Wells WR15 8HE, marking it for the attention of the DPO.

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What kinds of personal information about you do we process?

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Personal information that we’ll process in connection with all of our services and as an employer, if relevant, includes:

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• Personal contact details such as the Clients title, full name, postal address, telephone number and email address.

• Family members (if relevant to the service, e.g. wedding or funeral catering arrangements)

• Records of your contact with us such as contact via post, email or phone.

• Event enquiries made by you, including the history of those communications, whether you schedule an event or Platters and Plates send information about our services.

• Information we obtained from third parties, including information about venue, access and keyholder arrangements.

• Financial details about you, such as your payment method(s) or bank details.

• Your marital status, family, lifestyle or social circumstances, if relevant to the service you have requested.

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What is the source of your personal information?

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We’ll collect personal information from the following general sources:

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• From you directly, and any information from family members, associates, venue etc.

• The information generated about you when you use our services.

• Other intermediary companies whom we work with to provide services to you.

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What do we use your personal data for?

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We use your data, including any of the personal data listed in section 2 above, for the following purposes:

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• We are assessing your enquiry, including considering whether or not we can offer services at a competitive price, at the required location and confirm the availability of our team.

• Managing the service you schedule with us.

• We are updating our records to allow us to provide the correct level of service.

• To perform our services and internal processes

• To improve the operation of our business

• To follow guidance and best practice under the change to rules of governmental and regulatory bodies

• For management and auditing of our business operations

• To monitor and to keep records of our communications with you and our staff

• To provide personalised content and services to you, such as tailoring our catering options.

• To develop our services and to review and improve current options available to our client base

• To comply with legal and regulatory obligations, requirements and guidance

• To provide insights and analysis of our customers, both for our business as part of providing services. We also use this data to help improve services or to assess or improve the operating of our business.

• To share information, as needed, with business partners (for example, venues).

 

What are the legal grounds for our processing of your personal information (including when we share it with others)?

 

We rely on the following legal bases to use your personal data:

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Where it is needed to provide you with our services, such as:

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• We are assessing a request for catering services.

• Managing the services we provide.

• We are updating your records (where appropriate).

• Sharing your personal information with business partners and services providers.

• All stages and activities are relevant to managing the service, including enquiry, administration and management of an event.

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Where it is in our legitimate interests to do so, such as:

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• To perform and test the performance of our team, services and internal processes.

• To follow guidance and recommended best practice of government and regulatory bodies.

• Managing and auditing of our business operations.

• To carry out monitoring and to keep records of our communications with you and our staff

• Where we need to share your personal information with people or organisations in order to run our business or comply with any legal and regulatory obligations

• To comply with our legal obligations

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With your consent or explicit consent:

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• For some marketing communications

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When do we share your personal information with other organisations?

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We may share information with the following third parties for the purposes listed above:

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• Business partners (e.g. venue, marquee and crockery providers), or others who are a part of providing your service.

• Other organisations and businesses who provide services to us; this may include IT software and maintenance providers, document storage providers and suppliers of other back-office functions.

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How and when can you withdraw your consent?

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Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details provided.

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What should you do if your personal information changes?

 

You should tell us so that we can update our records using the contact details provided. We’ll then update your records as necessary.

 

Do you have to provide your personal information to us?

 

We are unable to provide you with services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

 

Do we do any monitoring involving the processing of your personal information?

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In this section, monitoring means any: listening to, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, social media messages, in person (face to face) meetings and other communications.

We may monitor where permitted by law, and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.

 

For how long do we retain your personal information?

 

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

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• For as long as we have reasonable business needs, such as managing your event.

• For as long as we provide goods and services to you.

• The retention periods are in line with legal and regulatory requirements or guidance.

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What are your rights under data protection laws?

 

Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.

 

• The right to be informed about the processing of your personal information

• The right to have your personal information corrected if it is inaccurate and to have incomplete personal data completed

• The right to object to the processing of your personal information

• The right to restrict processing of your personal information

• The right to have your personal information erased (the “right to be forgotten”)

• The right to request access to your personal information and to obtain information about how we process it

• The right to move, copy or transfer your personal information (“data portability”)

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You have the right to complain to the Information Commissioner’s Office, which enforces data protection laws: https://ico.org.uk/. You can contact using the details below.

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Your right to object

 

You have the right to object to specific purposes for processing, in particular to data processed for direct marketing purposes and to data processed for specific reasons based on our legitimate interests. You can contact us using the details provided to exercise these rights.

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Contact Us

 

If you would like to raise any queries about Platters and Plates privacy policy, exercising your rights to be forgotten or contacting the DPO, you can do so by contacting us via email at contact@platters-and-plates.co.uk or via post to Unit 4 Aspire Centre, Burford, Tenbury Wells WR15 8HE.