Privacy notice
Who we are
Leif Tearooms and Piano Bar runs this website and takes table bookings through it. When you book with us, we decide what happens to the details you give us. That makes us the data controller for them, in the wording of the UK GDPR.
Leif Tearooms and Piano Bar is a trading name of Brunel Bars Limited, company number 08038165. We are registered with the Information Commissioner's Office under registration number Z6152288.
You will find us at 116 Warwick St, Leamington Spa, CV32 4QP.
The quickest way to reach us about anything on this page:
What we ask you for
To hold a table we need your first name, your last name, and either an email address or a telephone number. One of those two is not optional, because without it we have no way of reaching you if something changes. We also record the day and time you are coming, how many of you there are, and which table you are given.
Anything else is yours to offer or keep. There are boxes for allergies, for dietary requirements, and for anything else worth knowing — a step-free table, a quiet corner, a birthday. If you order something in advance, we keep what you chose and anything you said about it.
Our staff also write things against a booking: notes about how the evening went, what a table needed, anything that would help next time. Those are our words rather than yours, but they are about you, so everything on this page covers them too.
Why we are allowed to hold it
The law asks us to say which legal basis we rely on for each thing we do. There are three of them here, and it is worth being specific about which one covers what.
- The booking itself. Your name, your contact details and the details of the table are held so that we can give you the table. That is performance of a contract with you — Article 6(1)(b) of the UK GDPR. If you would rather not give us these, we cannot take the booking, but you are always welcome to walk in.
- Emailing you about that booking. Where we have these messages switched on and you gave us an email address, we use it to say we have your request, to confirm the table, and to tell you if the booking changes or is cancelled. Those are not marketing and there is nothing to opt into: they are part of giving you the table, on the same contract basis.
- Text messages about your booking. There is a box on the booking form asking whether you want them, and it is not ticked for you. Tick it and the same messages go to the number you gave us as well. The basis is your consent — Article 6(1)(a) — and you can withdraw it whenever you like.
- News and offers. We do not send marketing through this system and the booking form does not ask you for it. Your record carries a marketing setting all the same, and it is off. If that ever changes it will be because you have chosen it, on the same basis of consent, and nobody will be added to anything for having once booked a table.
- Running the place day to day. Staff notes about a booking, keeping the diary honest, and dealing with tables that are booked and never used. That is our legitimate interests — Article 6(1)(f) — and the interest is plainly stated: being able to run a room where a table we are holding is a table somebody is going to sit at.
Allergies, and what you can and cannot eat
Two of the things you can tell us are treated more carefully by the law than the rest, and we treat them more carefully too.
An allergy is information about your health. A dietary requirement can say something about your religion — halal and kosher, for instance. Under Article 9 of the UK GDPR both are special category data, and we are only allowed to hold them if you have explicitly agreed that we may.
So that is what typing one into the booking form is. It is you explicitly agreeing, under Article 9(2)(a), that we may hold it and act on it. Nothing obliges you to fill those boxes in; if you would rather tell us when you arrive, leave them empty and speak to whoever seats you.
We use what you tell us for one thing, which is feeding you safely. It goes to the kitchen and to the people serving your table. It is not put into the emails and texts we send you, so the companies that carry those never receive it. Outside the business it reaches nobody but the booking system itself and the company hosting it, named under "Where it is kept" below, and they hold it on our instructions rather than for anything of their own.
How long we keep it
Two clocks run over your booking, at different speeds, and a job checks them every hour.
Everything you told us about the table goes first. The allergies, the dietary requirements, the special requests, anything you ordered in advance and the reason for any cancellation are emptied out of the record seven days after the sitting was due to end, and the notes our staff wrote against it are deleted outright. It goes that quickly because it is the most sensitive thing we hold and we have no reason to keep it once the evening is over.
That clock does not care what became of the booking. Whether you came and ate, cancelled, or never turned up, the seven days runs from when the table was due to be finished with and everything in this paragraph goes.
Who you are goes next, one month after your most recent booking: your first name is replaced with the word "Anonymised", your last name with the word "Guest", and your email address and telephone number are emptied. Any marketing setting on the record is cleared at the same time, and the booking is then detached from you altogether.
The messages we sent you go on that same clock. The address each one went to is removed and what it said is replaced, so that what is left says a message of that kind went out by email or by text and whether it arrived, and no longer says who to.
The booking itself stays. The date, the size of the party and the table remain in our records with nobody's name attached, so that we can still tell how busy a Saturday in February was. That is anonymising rather than deleting, and we would rather say so than let you believe the record has been destroyed when it has not.
We also keep backups of the database. A record that has just been anonymised can still exist in a backup taken before that happened.
Who else sees it
Almost nobody. We do not sell anything about you, and we do not hand anything to anyone else for their own marketing.
Our own staff see your booking, each according to the job they do. Guestro, whose booking system we use, holds the data for us under contract: they are our processor, which means they act on our instructions and may not use any of it for purposes of their own. Occasionally someone at Guestro will see a booking while fixing something.
Where those messages are switched on, we write to you about the booking: to say we have your request, to confirm the table, and to tell you if it changes or is cancelled. Those messages carry your name, the time, the size of the party and the booking reference. They do not carry what you told us about allergies or diet.
Sending one means handing it, and the address it is going to, to the company that carries it. Our messages wait in a queue and are then delivered by the email and text-message providers the booking system uses. Some of those may handle data outside the UK, which the next section deals with.
We have not printed their names on this page, and that is deliberate rather than evasive. Which company carries the email and which carries the texts is a setting in the system rather than a decision about you, and it is due to change. A notice naming one today would be wrong within the year without a word of it being edited, and you would have no way of telling. So instead, here is the address that will always have the current answer:
We keep a record of each message: what it was, which channel it went by, the address it went to and whether it arrived.
If the law required us to hand something over, we would.
Where it is kept
Everything we hold about your booking sits on Amazon Web Services, in their Stockholm region — eu-north-1. The application runs there, the database and its backups live there, the photographs on this website are stored there and the queue that carries booking messages runs there. Stockholm is inside the European Economic Area.
The messages we send you are the exception. Some of the providers that carry our email and our texts may handle data outside the UK. Where the law requires safeguards for sending it there, they are in place: either an arrangement the UK recognises as giving adequate protection, or appropriate contractual and supplementary safeguards. Write to privacy@guestro.co.uk and you will be told which providers are in use and what covers them.
The photographs on this website are delivered through Amazon CloudFront, a content delivery network. It carries pictures of the place and nothing at all about your booking.
Only someone with a staff account here can open a booking, and what each account can see depends on the job that person does. This website and the booking form are served over HTTPS.
Cookies
This website sets no cookies of its own, and neither does the booking form. There is no advertising on either and no analytics watching what you look at.
Between them they remember one thing in your browser: whether you asked for the light or the dark version of the page. That stays on your device and never reaches us.
What you can ask us to do
The UK GDPR gives you rights over what we hold. You can ask us to:
- show you a copy of it
- correct it, where we have written something down wrong
- delete it
- stop using it for a while, if something about it is in dispute
- hand it over in a form a computer can read, to you or to somebody else
- stop using it for a particular purpose, where we are relying on our legitimate interests
You can also take back a consent you have given, at any time and without giving a reason. Tell us you would rather not have the text messages and we will turn them off. Withdrawing a consent does not unpick what we did while it was in force, and it has no effect on your booking.
Ask us at any of these. There is no charge, and the law gives us one month to answer:
If you think we have got it wrong
Tell us first, if you would. It is almost always the quickest way to put something right.
If you are not satisfied with our answer, you can complain to the Information Commissioner's Office, which is the UK's regulator for this.
Changes to this notice
This page is written from our own records, so when our details change the page changes with them. If we change what we do with your information, this is where it will say so.
The terms you book a table on are set out separately: