Privacy Policy

Table bookings

Your name, email address and phone number if you give one, the session you booked, and how many tables, adults, children and babies are coming. We don't ask for children's names on a table booking.

We also keep any change or cancellation, and notes our team adds to your booking.

Event bookings

Your name, email address, phone number if you give one, the event, who's coming and the tables you booked. An Event booking is kept the same way as a table booking.

Event early-access lists

If you join an event's early-access list, your name and email address, so we can tell you when early access to that event's bookings opens, 24 hours before general sale, and send you the updates you need about it. Joining isn't signing up to marketing, and you can leave the list using the link in our emails or by contacting us.

Parties

The organiser's name, email address and phone number; the date, sessions and package; how many children and adults are coming; the theme, decorations, extras and anything else you tell us; the payments you make; and which versions of our Party Terms you accepted.

You can also tell us who the party is for and the age they're turning. Both are optional. We don't ask for a date of birth.

Allergies, medical needs and food at a Party

Essential safety information: you need to tell us about any allergy, intolerance, medical need or dietary requirement that we reasonably need to know to provide the Party safely. We use it to protect health and safety and to provide the Party's food and service safely.

Optional notes: you can also add other background you think would help. You don't have to, and it isn't needed for your booking. Please give only what's useful.

Either may be about your child or your guests. Please share information about another person or child only if you have appropriate authority or permission to do so.

If our team records this information for you, for example from a phone call, they'll tell you how it will be used and ask for your agreement. We note where it came from, when we received it and who recorded it.

The café's Owner and our System Admin can see these answers. The rest of the team can see them from two days before the party until the end of the party day.

You can remove the information on your Party page or by contacting us. If you remove essential safety information we won't have it for the party, so please tell the team anything they need to know to provide it safely. Removing it doesn't affect anything we did before.

The link to your Party page stops working 14 days after the party, or 14 days after a cancelled party is cancelled, and an old link stops working if the organiser's email address is changed.

Enquiries

If you contact us through our website contact form or party enquiry form, we keep your name, your email address, your phone number if you choose to give one, what your enquiry is about and your message.

For a party enquiry we also keep the party details you choose to share, such as the package you are interested in, a preferred date and time, and the number of children.

Anything you write in a message is kept with your enquiry, so please only include the information we need to help you. We answer enquiries by email, so our replies are held in the café's email account.

Payments

When you pay online for a table booking, an Event booking or a party (a deposit, a balance or a booking change), you enter your card details, or use Google Pay or Apple Pay, in a secure payment form provided by our payment processor, Square. Your card details go directly to Square: The Playdate Cafe never sees, receives or stores your full card details.

To take the payment we also give Square your name, your email address and your country.

We keep a record of each payment and refund: the amount, the date, how you paid, its status and Square's reference for it. We also keep the reason recorded for a refund or payment decision. We keep these records for audit, legal and accounting purposes, including after other details have been removed.

Emails we send you

We email you about what you've booked: confirmations, changes, cancellations, payment requests and reminders, and when a table booking or Event booking is refunded. These are part of the service, not marketing. We keep a copy of what was sent, so we can answer questions about it and send it again, and a record of whether it was delivered. Links in those emails let you manage your booking or Party without an account.

Keeping the site and records safe

Our hosting provider records requests to the website, including your IP address and browser details. To stop abuse, such as card testing, we count requests using a scrambled version of your address that changes every day, not the address itself.

We keep an audit record of what staff do in the system and when, and alerts about faults. We use these to look after the system and to investigate problems.

Bookings from our old website

If you booked through our old website, which ran on Wix, we may copy your upcoming booking across so we can still honour it: your name, email address, phone number if we had one, and the booking details. We tell you by email when we do. It doesn't sign you up to marketing.

CCTV

Closed-circuit television (CCTV) footage captured on our premises, for the safety of visitors and staff.

Children's information

Our customers are adults who book for their families. We don't ask children to give us information. We keep only what's described above: the numbers and age bands of the children on a booking and, if you choose to tell us, the name and age of the child a party is for and any allergy, medical or food information you give. CCTV also records children on the premises.

Performance of a contract

To take, change, cancel, refund and provide your bookings, Event bookings and parties, and to email you about them.

Legitimate interests

To answer enquiries, keep the system and our records secure, prevent fraud and abuse, handle complaints and claims, and keep the café safe through CCTV.

Legitimate interests: Event early-access lists

To give you the early access you asked for to one event, and tell you about access opening and any changes to it. You can leave the list at any time.

Essential safety information at a Party

We use information about allergies, medical needs and dietary requirements where it is reasonably necessary to provide the Party safely, including to plan food and protect the health and safety of guests. We rely on providing the Party to you and our legitimate interests in providing it safely as our basis for using this information.

Where the information is health information, we also ask for your explicit agreement to use it for this purpose. If you provide information about another person or child, you must have appropriate authority or permission to share it with us.

This information is not used for marketing.

Legal compliance

To meet our accounting, tax and legal safety obligations.

Consent

To send you news and offers by email, only where you have opted in (see section 6). To hold optional additional notes on a Party, which you can remove at any time (see section 1).

Backups

We delete or anonymise live records as described above and when you exercise your rights. Earlier copies can remain for a short time in our disaster-recovery backups until those backups expire. We don't use backups for ordinary business purposes. If we ever have to restore a backup, we re-apply any deletions and withdrawals that the restore would otherwise have undone.

CCTV footage

Recordings are kept for 30 days, unless a specific clip is needed for a lawful investigation, when that clip is kept for as long as the investigation needs.

Website request logs

Our hosting provider records requests to the website. We can see those records for about a day, and our provider may keep them for longer for its own security purposes under its privacy policy. Our email provider keeps copies of emails and delivery logs for about 30 days.

Data security

We use technical and organisational measures to protect your data, including limiting which staff can see what and recording what they do. No system is completely secure, and if something goes wrong that puts you at risk, we'll tell you and the regulator where the law requires it.