Village Dining LTD are committed to protecting and respecting your privacy.

The information you need to know about us

We are Village Dining LTD 

Trading styles of Village Dining LTD include:

The Fox at Kirton: www.thefoxkirton.co.uk

Pine Wood Pizza: www.pinewoodpizza.co.uk

Our Registered address:

1a Fisher Lane

Bingham

Nottingham

NG13 8BQ

The Information we collect – how we collect it – how we use it 

This policy is applicable to the processing of personal information at all trading styles of Village Dining LTD. The purpose of this policy is to provide our current, former and potential customers (jointly referred to as “customers or “you”) information, products, and services that support data protection compliance for your business. These products and 

Services include takeaway food and drinks, on-site food and drinks, events and hospitality. We collect and use information about people who visit our website or contact us in other ways (as detailed below) this is carried out in accordance with data privacy laws.

Our Legal basis for processing your personal information 

This privacy policy will explain how we may use the information that we obtain and how you can access the information being processed or retained. We make every effort to ensure that personal data is only used where consent is obtained in line with EU law. At the point of us requesting consent we will provide you with confirmation the use of the data in connection with the consent request. You would therefore consent, or we would use your data on one of the following basis 

• Personal consented to the use of your data
• Consent to enter into contract with you
• Consent need to use it to comply with our legal obligations
• The use is necessary for us to protect your vital interests
• We need to use it to perform a task in the public interest

• we use it to achieve a legitimate interest, and our reasons for using it outweigh 

   any prejudice to your data protection rights

Generally, we will process data on the basis of personal, contractual consent, or legitimate interest. You may withdraw your consent at any time at contact@thefoxkirton.co.uk  further details are provided below. If we are processing on the basis of our need to achieve a legitimate interest, the nature of that interest is confirmed below.

What information do we collect?

If you use our enquiry form

We collect information via our enquiry form, we collect your name, email address and telephone number and your contact email address. We need to collect this for the legitimate business purpose of processing your enquiry (we collect both email and telephone contact details in case we cannot reach you using one of these).

The form automatically creates a digital file for you in our Customer Relationship Manager (CRM) software, which is hosted by our hosting provider Bluehost. The digital file is stored indefinitely. We may use the data to contact you in the future where we have a legitimate interest in doing so. you may ask for it to be deleted in accordance with your rights which are confirmed in the Information Access section below which describes how you can manage your personal information.

If you email us 

Any email sent to us, including any attachments, may be monitored by us for cybersecurity reasons. Email blocking software may also be used. Village Dining LTD has a legitimate business interest in using your email address, and any personal data included in your message, to resolve and respond to any issues raised. Your email will be handled in line with our policies, depending on the nature of your enquiry.

We use our customer relationship platform to process all inbound emails, all outbound emails are sent through our email exchange Roundcube. All inbound and outbound emails are stored on the CRM system hosted by Bluehost. Roundcube store emails in in the EEA and sometimes the US. If the data is stored in the US it is done so under the EU-US privacy shield framework (which provides protections for an individual’s personal data when it is transferred from the EU to the US). The data is stored indefinitely. 

Emails sent to named individuals within Village Dining LTD (e.g. tom@thefoxkirton.co.uk) will be stored on our systems indefinitely for the legitimate business purpose of resolving your enquiry and then checking how enquiries have been dealt with, but will not be processed for any other purposes. 

If you place an online order

For the purposes of completing your order, we require your contact details and we may contact you should there be any issues or queries relating to your order. If you tick the consent check box and would like us to send you relevant promotional offers, discounts and news then we will do so. We never share your data for marketing purposes of 3rd parties. 

If you visit any of our websites

All of our trading styles (as listed above) use a third-party service, Google Analytics, to collect standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site and where you leave). We do this for the legitimate business purpose of monitoring the number of visitors to the various parts of the site and engagement levels, which in turn enables us to make improvements. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Village Dining LTD also uses cookies on its websites. You can read more about how we use cookies in our cookie policy. This Privacy Policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Customers who are contract Holders 

Our legal basis for data processing will be the  performance of that contract, and we hold the  details of the  people who have  requested the product or service in order to provide  it. The source of the personal data   we  hold  will be  from  our data provider MIB Data, direct  sales activity, or from our customer themselves.

Typically, the data  we hold will include  contact details (such  as name, address, phone, email), data on the covered item (in the case of motor- related products details such  as  the  make,  model  and  registration number of the vehicle . We will also hold details of our customer’s interactions with us, such as contact with our Customer Service Team and/or claims history.  We only use these details, so we can contact you about an enquiry you have made, to contact you if there is a problem with your claim, to provide the service you have requested and for other closely related purposes.

For example, we might use information about people who use our products and services to  carry  out  a survey  to  find out  if they  are happy with the level of service they receive from us.

We may share data with other organisations to provide  our customers with the service they have  requested, such  as passing on your name, contact number and  vehicle’s make  and  model  to a Motor  Repairer when a vehicle goes in for a repair or when a claim is made. For insurance products, we will share your data with the  insurer.  The name  of your insurer  is stated in your policy document. When sharing  your data, we will share the minimum amount of data  with them.

We will store your personal information safely for the duration of the contract and then for a further  three or six years  (depending on your relationship with us), after the contract has been terminated. The data will then  be  destroyed. All personal information is accessed only by authorised members of the team  on a need to know basis.

We will not share your personal data with third parties unless we have your permission or are required to do so by law

Direct Marketing to Customers who are contract Holders 

Village Dining LTD or any of our Trading Styles may contact you for the purposes of direct marketing.

The legal basis  for contacting you  will be  under  either  consent or legitimate interests depending on the nature of how we first received your  inquiry or personal data. This means that Village Dining LTD may use  your personal data  that  we have  collected according to this Privacy Policy to tell you about Village Dining LTD services and  offers.

Whenever we collect your personal data, you have the right to amend or object to receiving these direct marketing communications at any time, by doing one of the following:

email  us  at admin@thefox-kirton.co.uk and  we will amend your preference for you;

unsubscribe where provided on communications that we send you or when you take out a policy with us;

Write   to   us   at   Village Dining LTD, The Fox, Main street, Kirton, Newark, Nottinghamshire  NG22 9LP

Potential Customers

Village Dining LTD have a direct sales team who contact individuals to discuss the  benefits of our products and  services. We use third- party data  providers to  buy  in marketing data  such  as  Mib Data Solutions Ltd trading as MIB Data who supply us with the data  we need to make the call.

The legal basis  for contacting you, will be under  consent and our data provider MIB Data ensures all our data  is opt-in for marketing purposes and that it is not TPS registered. Whenever we make contact, you will be given the opportunity to opt-out to receiving marketing from us.

We request from MIB Data the minimal data needed for us to make the call (such as a name, address and phone number and vehicle details). We also impose tight   criteria   to ensure our marketing activity  is  as  focused and relevant as we can  make  it (for example only requesting opt-in  data on individuals whose vehicles fall within a certain age and/or mileage limit) when making vehicle product related telesales calls.

We will store this information safely  for the  duration of the  telesales campaign. All our telesales campaign data  is stated “period of-time use”  which means that  if someone does not wish to take  up a product or service with us, we will respect the customers wishes and will not attempt to contact them  again at that time. 

If you join our mailing lists 

If you use our mailing lists, we will collect your name and email address if you provide this and any other personal information that you volunteer to us. This is used for the legitimate business purpose of providing the information you have requested.

The form automatically creates a digital file for you in our Customer Relationship Manager (CRM) software, which is hosted by our hosting provider Bluehost. The digital file is stored for a period of up to six months from the last email sent to you from our mailing lists. 

How we share your data with our third-party suppliers

• Roundcube for our email services
• Bluehost inc who provide website hosting
• Google (Alphabet LTD) who provide our office & email system hosting
• Google.com (analytics) who prove website tracking and statistical services
• ICR Touch who provide our online ordering system

In all cases, the servers where your personal data is stored and processed are located in the European Economic Area.

Sharing your data with 3^rd parties

Should you register for any Village Dining LTD event or download any 3rd party content, we may pass your contact information to 3rd parties who either a) are partners of the event in question or b) are providers of the content you have downloaded. In the process of registering for an event or accessing content, you will be reminded of the fact that your data will be shared with named 3rd parties and specific consent will be requested.

CCTV

At Village Dining LTD we use CCTV systems for the  safety and security of  our  employees  and   property.  For further information, contact us at The Fox, Main Street, Kirton, Newark, Nottinghamshire, NG22 9LP

What we do with your information 

We use your personal information to send you an email or communicate by text or telephone to communicate the product or service that you have requested

If you opt-in (Affirmative action) to join one of our mailing lists, we will use your personal data to operate your subscription to the mailing list you have chosen to join.

We will retain your personal data for up to six months after the last email sent to you from our mailing lists

How long do we keep your data for?

We keep your personal information in line with our data retention policy dependant on the medium by which the data was provided, the details for each is mentioned above. This means that we will remove data which have collected directly from you from our systems if we haven’t had any direct contact with you in line with the stated period. (this period typifies the maximum length of time that a contract could be in negotiation with us).

For data provided to us by our clients, we are governed by their data retention rules as specified in their privacy notices.

In certain circumstances, we have a statutory obligation to keep your personal information for a set period of time for example financial information (normally 6-7 years) for financial auditing purposes

Links to other websites

We link our website directly to other sites. This privacy notice does not cover the links within our site linking to other websites and organisations. We encourage you to read the privacy statements on the other websites you visit.

Sale of business

In the event that this business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers’ advisers and will be passed on to the new owners of the business. It is therefore intended that any consents given above or on the relevant pages will benefit any purchaser of our business.

Your use of our services

Please be sure you are aware of these policy terms while you use our site. should our terms change these will be shown on this page, and we may place notices on other pages of the web site, so that you may be aware of the information we collect and how we use it at all times.

Access: Under data privacy laws, you have rights to request access to your personal data.

How to keep your personal information up-to-date

It’s important for both you and us that your personal information is correct. If you believe this not to be the case please contact us.

How you can find out about the information we hold about you

You have the right to request a copy of the information that we hold about you.

If you would like a copy of some or all of your personal information, please email or write to us using the contact details in this policy.

We will get in contact to verify your identity and If we do hold information about you we will: give you a description of it

• • tell you why we are holding it
  • tell you who it could be shared with
  • let you have a concise and clear copy of the information

Our legal basis for processing your personal information

The basis of our processing will be under the basis of “Personal consent” or “contractual obligation” dependant on the consent requested or product/service for which we you have requested that we are holding your data for. In simpler words we need and use your personal information for providing the services you have requested or have contracted with us.

However, when we are communicating with you regarding products and services you may be interested in receiving from us or our clients in the future our basis for processing is our legitimate interest (As we are communicating with you in the context of business activity and not in relation to your private life we believe this to be reasonable and fair behaviour in the context of our customers. Of course, you will always have the opportunity to object as detailed below.

Is your data used for any automated decision making?

We do not process personal data for the purpose of automated decision making 

Will your information be transferred outside the European Union?

From time to time our suppliers may store and process your data in the United States.

When this occurs, your personal data is safeguarded by our policy of using suppliers who hold a current Privacy Shield certification for their US- based operations

Data Security 

We  employ  a  number of organisational and  technical measures to protect the  personal data  that  we hold. We have  physical,  electronic and procedural safeguards in connection with the collection, storage and  disclosure of personally identifiable customer  information. 

Our security procedures mean,  that  occasionally we  may  request proof of identity  before we  disclose any personal information to you. We review and  amend these practices regularly  to ensure we  meet  our data  protection obligations.

Job Applicants, Current and former employees

The legal basis  for processing employee data  will be either  contract, legal  obligation  or  legitimate interests  depending  on  the  type   of processing. For example, legal obligation will be  the  lawful  basis where we are required to process data  and disclose employee salary details to the HMRC. The contract legal basis will be where we process employee data for the  contract of their  employment and  legitimate interests is used where for example we  monitor  our  sales staff  for competency and to see if there is a training need required.

When an  individual applies  to work at Village Dining LTD, we will only use the information they supply to us to assess their suitability  for the role they  have  applied for. This information is used to process their application and to monitor recruitment statistics.

We do sometimes use  a third-party Recruitment Agency for some  of our recruitment activities. Third Party Recruitment Agencies privacy policies should be reviewed independently from this policy.

The  minimal  amount  of  personal  information about  unsuccessful candidates will be held  for six months after  the  recruitment exercise has been completed, it will then be destroyed

Where  we want  to disclose information to a third  party,  for example where we want to take up a reference, we will obtain  permission from the  applicant beforehand, this  information will then  be  held  in the employee’s file.

Once  a person has  taken  up employment with Village Dining LTD  Ltd, we will compile  an employee file relating to their employment, this will be  retained by us for the  duration of your employment plus  6 years following  the  end  of your employment and  then  destroyed securely. 

We will need to share some  of their data with other organisations only as required for their employment such as for right to work, tax, payroll, and pension administration purposes.

This  information  will be  kept   securely and  will only  be  used for purposes directly relevant to that person’s employment

Asking us to suppress or remove your personal information

Should you wish to not receive information from us in future then you can quickly action this by clicking the unsubscribe link you will find on our marketing e-mails or by sending your details to contact@thefoxkirton.co.uk and we will quickly suppress your data.

Should you further wish for us to remove your information entirely (and assuming we have no other obligation to keep it) then please let us know and we will do this – but we would encourage you to let us use it for suppression purposes only.

Alternatively, you can write to us at: 

Village Dining LTD,

The Fox,

Main Street

Kirton,

Newark,

NG22 9LP

What to do if you have a complaint

Village Dining LTD tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints very seriously. We encourage you to bring make suggestions on how we might improve our processes and procedures and will immediately review matters that you may consider to be misleading, unfair or inappropriate.

If you have a complaint, please contact our Data Protection Officer at contact@thefoxkirton.co.uk who will deal with your request promptly.

Or write to the data protection officer at the address above.

Please address your correspondence to James Carter who is the company data protection officer.

If you are still not satisfied with the way your complaint was handled, you can refer your complaint to UK Information Commissioner’s Office. https://ico.org.uk/concerns/

Village Dining LTD are registered with the information Commissioner’s Office, ICO Registration Number: ZA295065

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Our privacy policy which describes our services and the details of our processes and suppliers may be changed without notice, and consequently the details may change at any time in the future. You should visit this page regularly to check for changes