Privacy Policy

1. Introduction

Welcome to Phoenix Cafe Birmingham Ltd ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the site. We are registered in England and Wales under company number 13737011.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out our contact form or reservation request
• Subscribe to our newsletter or promotional communications
• Contact us via email, phone, or social media
• Participate in surveys, competitions, or promotions
• Make a booking or inquiry about our services

This information may include:

• Name and surname
• Email address
• Phone number
• Postal address
• Date of birth (for age verification where required)
• Preferences and interests related to our services

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage, including:

• IP address and browser type
• Device information (type, operating system)
• Pages visited and time spent on our website
• Referring website or search terms
• Geographic location (country/city level)

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries: Processing and responding to your contact form submissions and questions
• To manage reservations: Handling table bookings and group event requests
• To communicate with you: Sending confirmations, updates, and responding to your requests
• To improve our services: Analyzing website usage to enhance user experience
• To send marketing communications: With your explicit consent, sending promotional offers and news
• To comply with legal obligations: Meeting regulatory requirements and protecting our legal rights
• To prevent fraud: Ensuring the security of our services and preventing unauthorized access

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Consent: When you have given us clear consent to process your personal data for specific purposes (e.g., marketing communications)
• Contractual necessity: Processing necessary to respond to your inquiries or fulfill your requests
• Legitimate interests: Improving our services, ensuring website security, and preventing fraud
• Legal obligation: Compliance with applicable laws and regulations

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

• Service providers: Third-party companies who assist us in operating our website and business (e.g., hosting providers, email service providers), bound by confidentiality agreements
• Legal authorities: When required by law, court order, or governmental regulation
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate safeguards

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

• SSL/TLS encryption for all data transmission
• Secure server infrastructure with regular security updates
• Access controls limiting data access to authorized personnel only
• Regular security assessments and vulnerability testing
• Staff training on data protection and privacy practices

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:

• Contact form submissions: 2 years from date of submission
• Marketing preferences and consent records: Until you withdraw consent
• Website analytics data: 26 months
• Legal and regulatory records: As required by applicable law (typically 6 years)

8. Your Rights Under GDPR

Under the GDPR, you have the following rights regarding your personal data:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure ("right to be forgotten"): Request deletion of your personal data in certain circumstances
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Receive your data in a structured, commonly used format
• Right to object: Object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: Withdraw your consent at any time (without affecting lawful processing before withdrawal)

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience:

• Essential cookies: Necessary for the website to function properly (e.g., session management)
• Analytical cookies: Help us understand how visitors interact with our website (e.g., Google Analytics)
• Functional cookies: Remember your preferences and settings

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., social media platforms, Google Maps). We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such data, please contact us immediately and we will promptly delete the information.

12. International Data Transfers

Your personal data is processed primarily within the United Kingdom and European Economic Area (EEA). If we transfer your data outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically. Significant changes will be notified via email where appropriate.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

15. Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:

Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF