Privacy Policy
Last updated 28 July 2026
This policy explains how we collect, use and protect your personal information when you enquire with us, book with us, visit our venues or use our websites.
Who we are
We are the data controller for the information described in this policy.
You can contact us about anything in this policy at privacy@the85group.com.
What we collect
- Enquiry and booking details. Your name, email address, phone number, company name, event date, guest numbers and anything else you tell us about your event or booking.
- Correspondence. Emails, messages and notes from calls about your enquiry.
- Payment details. Where you pay a deposit or bill, our payment provider handles your card details. We do not store full card numbers.
- Website data. Basic analytics about how our site is used, and information from cookies where you have accepted them.
- CCTV. Our venues are covered by CCTV for the safety and security of guests and staff. Signage is displayed on site.
If you enquire through a social media platform such as LinkedIn or Meta, we receive the details you submit on that platform’s form. That platform’s own privacy policy also applies to your use of it.
Why we use it and our lawful basis
- To answer your enquiry and quote for your event. Our legitimate interest in responding to people who contact us.
- To manage your booking. Performance of our contract with you.
- To take payment and keep financial records. Contract and our legal obligations.
- To send you marketing about packages and events. Your consent, or our legitimate interest where you are an existing customer and we are telling you about similar things. You can opt out at any time.
- For safety, security and licensing. Our legitimate interest in protecting guests and staff, and our legal obligations as a licensed operator.
Who we share it with
We do not sell your information, and we do not share it with third parties for their own marketing. We do share it with suppliers who help us run the business, including our booking and EPOS systems, payment providers, email and IT providers, and our accountants. They act on our instructions and are bound to keep it secure.
We may also disclose information where the law requires it, for example to the police, a licensing authority or a regulator.
Where we store it
Your information is stored on servers in the UK and the European Economic Area. Where a supplier stores data outside the UK, we make sure appropriate safeguards are in place, such as UK approved standard contractual clauses.
How long we keep it
- Enquiries that do not become bookings: up to 2 years, so we can pick the conversation back up.
- Booking and event records: 7 years, in line with our accounting obligations.
- Marketing contacts: until you unsubscribe, and then a minimal record so we do not contact you again.
- CCTV footage: normally 30 days, unless it is needed for an incident or investigation.
Your rights
Under UK data protection law you have the right to ask us for a copy of the information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent at any time.
To exercise any of these, email privacy@the85group.com. We will respond within one month.
Cookies
Our websites use cookies that are necessary for the site to work, and, where you accept them, cookies that help us measure how the site is used and how our advertising performs. You can change your choice at any time through your browser settings or our cookie banner.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.
Questions about this policy: privacy@the85group.com