Privacy Policy

1. Who we are

The Flotterstone Inn
Flotterstone, Milton Bridge
Penicuik
Midlothian
EH26 0PP

Telephone: 01968 620559
Email: info@flotterstone.co.uk

This Privacy Policy explains how Mycalelle Ltd, trading as The Flotterstone Inn, collects, uses and protects personal information when you use our website, make a booking, buy or enquire about gift vouchers, contact us, or make a catering enquiry.

For the purposes of data protection law, Mycalelle Ltd trading as The Flotterstone Inn is the data controller for the personal information we collect.

2. Information we collect

We may collect the following types of personal information.

When you make a table booking

• your name
• email address
• telephone number
• booking date and time
• number of guests
• booking notes or special requests
• information you choose to provide, such as accessibility needs, dietary requirements or whether you are bringing a pet

When you contact us

If you contact us by email, phone, online form, social media or other means, we may collect:

• your name
• contact details
• the content of your message
• any information needed to respond to your enquiry

When you make a catering enquiry

• your name
• contact details
• event date
• event location
• type of event
• guest numbers
• catering requirements
• any other details you provide to help us prepare a quote or respond to your enquiry

When you buy or enquire about gift vouchers

• purchaser name and contact details
• recipient name, where provided
• voucher amount
• delivery or message details, where relevant
• payment confirmation details

We do not intentionally store full card details on our website. Card payments are processed by third-party payment providers.

Marketing and mailing list information

If you choose to join our mailing list or agree to receive marketing from us, we may collect:

• your name
• email address
• marketing preferences
• information about whether you opened or interacted with our emails, where our email system provides this

Website and technical information

When you use our website, some technical information may be collected automatically, such as:

• IP address
• browser type
• device type
• pages visited
• date and time of visit
• referral source
• cookie information
• spam/security check information

This may be collected through WordPress, website hosting services, analytics tools, security tools, anti-spam tools or similar website services.

3. How we use your information

• manage table bookings
• confirm, amend or cancel reservations
• contact you about your booking
• respond to enquiries
• prepare catering quotes
• provide catering services
• process gift voucher purchases and enquiries
• provide customer service
• send marketing emails where you have agreed to receive them or where the law allows
• manage mailing list preferences and unsubscribe requests
• keep business and accounting records
• protect the website from spam, abuse or security threats
• improve our website and services
• comply with legal, tax or regulatory obligations

4. Our lawful basis for using your information

We only use personal information where we have a lawful reason to do so. This may include:

• Contract: where we need the information to provide a booking, voucher, catering service or other requested service.
• Legitimate interests: where we need to run and improve our business, respond to enquiries, manage customer relationships, prevent fraud or protect our website.
• Legal obligation: where we need to keep records for tax, accounting, legal or regulatory reasons.
• Consent: where we ask for your permission, for example for certain types of marketing or optional cookies.

5. Special category information

You may choose to tell us about dietary requirements, allergies, accessibility needs or other information relevant to your visit or event.

We use this information only to help us provide the service you have requested and to support your safety and comfort while visiting us or using our catering services.

Please only provide information that is relevant to your booking or enquiry.

6. Sharing your information

We do not sell your personal information.

We may share personal information with trusted third parties where needed to operate our business and provide our services. These may include:

• website hosting providers
• booking system or WordPress plugin providers
• email and communication providers
• mailing list or marketing email providers
• payment processors
• analytics or website performance providers
• anti-spam and website security providers
• accountants, bookkeepers or professional advisers
• legal or regulatory authorities where required

Where third-party providers process personal information for us, we expect them to protect it and use it only for the purpose of providing their service.

7. Payments

If you buy a gift voucher or make another online payment through our website, your payment is processed by a third-party payment provider.

We do not intentionally store your full card number or card security code on our website.

The payment provider may collect and process your payment details according to its own privacy policy and security terms.

8. Cookies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device to help the website work properly, remember preferences, support bookings or forms, improve performance, and help us understand how the website is used.

Types of cookies may include:

• Essential cookies needed for the website to function.
• Booking or form cookies used to support reservations, forms or enquiries.
• Security cookies used to help protect the site from spam or abuse.
• Analytics cookies used to understand website traffic and performance.
• Marketing cookies used to help us understand the effectiveness of marketing campaigns, where enabled.
• Third-party cookies from services such as maps, social media, payment providers or embedded content.

You can control or block cookies through your browser settings. Some website features may not work properly if essential cookies are disabled.

9. Embedded content and third-party links

Our website may include links to or embedded content from third-party websites, such as maps, social media pages, payment providers or other online services.

Third-party websites may collect data about you, use cookies, or track your interaction with their services. We are not responsible for the privacy practices of third-party websites. You should review their privacy policies separately.

10. How long we keep your information

We keep personal information only for as long as necessary for the purpose it was collected.

As a general guide:

• Booking information may be kept for operational, customer service and record-keeping purposes.
• Catering enquiries may be kept while the enquiry is active and for a reasonable period afterwards.
• Voucher and payment records may be kept as required for accounting, tax and business records.
• Email correspondence may be kept for as long as needed to deal with your enquiry and maintain business records.
• Mailing list information is kept until you unsubscribe or ask us to remove it, unless we need to keep a suppression record to ensure we do not contact you again.
• Website security logs may be kept for a limited period to protect the website.
• Accounting records may be kept for the period required by law.

When information is no longer needed, we will delete it or anonymise it where appropriate.

11. Marketing

If you choose to join our mailing list or agree to receive marketing from us, we may send you updates about The Flotterstone Inn, menus, events, offers, vouchers, catering services and related news.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting: info@flotterstone.co.uk

We may still contact you about bookings, enquiries, vouchers, payments or services you have requested.

12. Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

However, no website, email system or online service can be guaranteed to be completely secure. Please take care when sending sensitive information online.

13. Your rights

Under UK data protection law, you may have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct inaccurate information
• ask us to delete your information in certain circumstances
• ask us to restrict or object to certain processing
• withdraw consent where processing is based on consent
• complain to the Information Commissioner’s Office

To exercise your rights, contact us at: info@flotterstone.co.uk

We may need to verify your identity before responding to a request.

14. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

15. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date shown at the top.