UNITED KINGDOM PRIVACY NOTICE

Butcombe Group Limited and Associated UK Entities

1. Who We Are

Butcombe Group Limited, together with its associated UK entities including Butcombe Brewery Limited and Butcombe Brewing Co Limited (together referred to as “Butcombe Group”, “we”, “us” or “our”), is the data controller responsible for your personal data.

Registered office:
Cox’s Green, Wrington, Bristol BS40 5PA

We are registered with the Information Commissioner’s Office (ICO) under registration number Z9131972.

2. Contact Details

Data Protection Officer: DPA@butcombegroup.com

You have the right to make a complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

3. Purpose of this Privacy Notice

This Privacy Notice explains, in a clear and transparent manner, how we collect, use, store and share your personal data when you interact with Butcombe Group in the United Kingdom. This includes when you visit our premises, make bookings, stay overnight at our accommodation, participate in events or competitions, engage with our marketing, or interact with us online.

4. The Personal Data We Collect

We collect and process personal data that allows us to identify you and provide our services. This typically includes your name, title, postal address, email address and telephone number. Where you make a table booking or room reservation, we may also process booking details, preferences, arrival information and transaction records.

Where you attend events, we may collect additional information necessary to manage your participation, including limited health information where required for safety or accessibility purposes.

We do not intentionally collect special category data unless it is necessary and lawful to do so. Where such data is processed, this will be done in accordance with the requirements of UK GDPR.

5. How We Collect Your Personal Data

We collect personal data directly from you when you make a reservation, book accommodation, join a loyalty scheme, enter a competition, attend an event, complete a form, or otherwise interact with us.

We may also receive your personal data from third parties, such as event platforms, booking providers or data suppliers, where you have engaged with those services.

6. Lawful Basis for Processing

We only process your personal data where there is a lawful basis to do so. The table below sets out the main processing activities carried out by the Butcombe Group in the UK.

Processing Activity	Personal Data Used	Purpose	Lawful Basis
Table bookings (food and drink)	Name, contact details, booking details	To manage reservations and deliver hospitality services	Contract
Room bookings (overnight accommodation)	Name, contact details, booking details, payment data	To provide accommodation services	Contract
Loyalty schemes	Name, contact details, usage data	To administer membership and benefits	Contract Legitimate Interests
Events management	Name, contact details, limited health data	To administer events and ensure safety	Contract Legal Obligation
Competitions and prize draws	Name, contact details, media content	To administer competitions and announce winners	Contract Legitimate Interests
Marketing communications	Name, email, preferences	To send promotional communications	Consent Legitimate Interests
CCTV monitoring	Image data	To ensure safety and prevent crime	Legal Obligation Legitimate Interests
Third-party sourced data (e.g. DataBroker)	Business contact data	To conduct business-to-business marketing	Legitimate Interests

7. How We Use Your Personal Data

We use your personal data to provide and manage our services, including processing bookings for tables and accommodation, administering events and competitions, managing customer relationships and responding to enquiries.

We also use your data to comply with legal obligations, including health and safety requirements, and to protect our business and customers through security measures such as CCTV.

Where appropriate, we use your personal data to send marketing communications, either where you have provided consent or where we have a legitimate interest in promoting our services to existing customers.

8. Data Sharing

We do not disclose your personal data without a lawful basis. However, we may share your data with trusted third parties who act as processors on our behalf. These include IT service providers, cloud hosting services such as Microsoft Azure and SharePoint, marketing service providers, and event management platforms.

We engage Propelfwd as our Data Protection Managers. They do not routinely access personal data but may do so where necessary to support data subject rights requests or manage data incidents.

We may also obtain or use data from DataBroker for business marketing purposes, ensuring that individuals are informed and provided with the opportunity to opt out.

We may disclose personal data where required to do so by law or in response to lawful requests from authorities.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses, to ensure that your data is protected to an equivalent standard.

10. Data Retention

We retain personal data only for as long as necessary. Booking and transaction data is retained in line with legal and accounting requirements. Event and competition data is typically retained for defined periods, such as three months, or longer where required for regulatory purposes. CCTV footage is generally retained for one month unless required for investigation.

11. Your Rights

Under UK GDPR, you have a number of important rights in relation to your personal data.

You have the right to be informed about how your personal data is used. This Privacy Notice forms part of that obligation.

You have the right of access, which allows you to obtain confirmation of whether your personal data is being processed and to receive a copy of that data along with supplementary information explaining how it is used.

You have the right to rectification, which enables you to have inaccurate or incomplete personal data corrected.

You have the right to erasure, which allows you to request the deletion of your personal data where there is no lawful reason for us to continue processing it.

You have the right to restrict processing, which allows you to limit how your personal data is used in certain circumstances, such as where you contest its accuracy.

You have the right to object to processing, particularly where processing is based on legitimate interests or for direct marketing purposes. Where you object to direct marketing, we must stop processing your data for that purpose.

You have the right to data portability, which allows you to receive your personal data in a structured, commonly used format and to transmit that data to another controller where applicable.

You have rights in relation to automated decision-making and profiling, ensuring that you are not subject to decisions that have legal or similarly significant effects without appropriate safeguards.

Where processing is based on consent, you have the right to withdraw that consent at any time.

We will respond to your request without undue delay and within one month, subject to lawful extensions.

12. Security

We implement appropriate technical and organisational measures to protect your personal data. This includes access controls, secure storage systems, staff training and confidentiality obligations.

13. Complaints

If you are not satisfied with how we handle your personal data, you have the right to complain to the Information Commissioner’s Office.