Privacy Policy

Who We Are

Downton Tea Room is a small, independent tea room located at The Vines, Burford Rd, Black Bourton, Bampton OX18 2PF, Oxfordshire, United Kingdom.

For any questions about this policy or your personal data, please contact us at downtontearoom@gmail.com.

What Data We Collect

When you make a booking through our website, we collect:

• Your name
• Email address
• Phone number
• Booking details (date, time, party size, package selection)
• Dietary requirements or allergies (if provided)
• Special occasion details (if provided)
• Any additional notes you choose to share

When you pay your deposit, Stripe (our payment processor) collects your payment card details. We do not store or have access to your full card number.

Lawful Basis for Processing

We process your personal data on the following bases:

• Contract: To fulfil your booking and provide our services.
• Consent: You provide explicit consent when completing the booking form and accepting our terms.
• Legitimate interest: To send you booking confirmations and cancellation notifications related to your booking.

How We Use Your Data

We use your personal information to:

• Process and manage your booking
• Send booking confirmation and cancellation emails
• Contact you if there are any changes to your booking
• Accommodate dietary requirements and special occasions

We do not use your data for marketing purposes, and we will never sell or share your personal information with third parties for their own use.

Third-Party Processors

We use the following third-party services to operate our booking system. Each processes data on our behalf and in accordance with their own privacy policies:

• Airtable— Stores booking records securely. Data is held on servers in the United States.
• Stripe— Processes deposit payments securely. Stripe is PCI-DSS compliant and handles all card data directly.
• Resend— Sends transactional emails (booking confirmations and cancellations).

Data Retention

We retain your booking data for up to 12 months after the date of your booking to handle any queries, refunds, or disputes. After this period, your data is deleted.

Cookies

Our website does not use cookies for tracking or analytics. We do not use any third-party analytics services. No cookie consent banner is needed as we do not set any non-essential cookies.

Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the right to:

• Access— Request a copy of the personal data we hold about you.
• Rectification— Ask us to correct any inaccurate data.
• Erasure— Ask us to delete your personal data.
• Restrict processing— Ask us to limit how we use your data.
• Data portability— Request your data in a machine-readable format.
• Object— Object to our processing of your data.

To exercise any of these rights, please email us at downtontearoom@gmail.com. We will respond within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.