Privacy Notice

General

• The privacy and security of your personal data is very important to us. We take the responsibility seriously and want you to be confident in how we process your information.
• This Privacy Policy explains how and why we, The Village Play Cafe, use your personal data, your rights and our obligations to you.
• This Privacy Policy applies if you're a customer, employee or use any of our services, visit our online facilities such as websites or apps, email, call or write to us. We may, in certain circumstances, provide specific privacy notices related to individual items, but they will always refer to this privacy policy.
• We will never sell your data and will only share it with companies when it is necessary, there is a legitimate interest, or where explicit consent has been given and the privacy and security of the data is assured.
• We will continue to monitor our processes and if, in certain circumstances, we need to update our privacy policy we will notify you.
• About The Village Play Cafe
• We want to support the UK pub scene. Venues are struggling and many are closing each week. We want to introduce technology to allow venues to attract customers and we'd like our tech to point customers towards venues.
• If you have any Data Protection concerns, you can direct them to our Data Protection Officer at support@villageplaycafe.co.uk

What data we collect and how we use it

• We only collect data required to make a booking at The Village Play Cafe. The person making the booking with us must register an account that stores their mobile phone number, email address and booking information below. Bookers can log in using their mobile number or email address. Passwords are not stored by the Village Play Cafe — our system sends random 4-digit codes that are valid for 10 minutes from the time of issue. Logging in enables a booker to make a booking; see historic and future bookings.
• On a booking we will collect and store the first name and surname of a person making a booking with us; the first name and surname of any adults attending an event; the first name and surname of any children attending an event
• To validate the age of any children attending, we will gather and store their date of birth
• To enable us to understand any support needs of child attendees, we capture emotional needs; physical needs and allergies for each child

Administration and technical support of your membership

Personal Data

Personal data is information that can be used to identify a living individual or as part of a set of information that, used together, can identify an individual. This will normally include name, address, age and contact details which includes email and telephone number. Your The Village Play Cafe user profile is personal data. We have ensured that the data we gather about the users of this site is kept to the absolute minimum.

Our site will never store your payment information - this is handled by our external payment processing company {InsertHereOnceFinal}

To enable a login, we must always be able to email or SMS a user a login code.

Users are able to tell choose what types of communications they wish to receive from us - they can opt in and out at any time using simply check boxes on their user profile once logged in.

Your consent will be, where possible, requested at the point you supply the data. We may request your data for a single specific use, such as a one-off event or marketing campaign, but will always refer back to this privacy policy.

Personal data created by your involvement with us

The booking information outlined above is stored with a unique booking ID against our internal, unique event codes.

We retain the option to implement advertising and promotions in The Village Play Cafe. Some of the products/services offered may not be suitable for those under 18 years of age. As such we will implement routine age verification protocols in alignment with the associated advertised products/services.

Data Security

Our system is hosted at Hostinger. The hosting is cloud based and we may be distributed over multiple, global data centres. Hostinger protects our databases using a combination of server-level security, automatic backups, and traffic monitoring to ensure data integrity and confidentiality. Key protection measures include:

• Security Certifications: Hostinger is ISO/IEC 27001:2022 certified, indicating compliance with international security management standards.
• Automatic Backups: Hostinger performs regular, automated backups of your data, allowing for restoration in case of data loss or corruption.
• Advanced Firewall & DDoS Protection: A web application firewall (WAF) and DDoS traffic filter are used to block unauthorized access and malicious traffic.
• Secure Infrastructure: Databases are protected by 24/7 server monitoring, malicious file scanners, and secure, up-to-date operating systems.
• Encryption & Security Modules: Hostinger utilizes secure hashing algorithms for data. For data in transit, they support encrypted connections, including SSL certificates for websites and SSH for secure server access.
• Malware Scanning: A built-in scanner in checks for and cleans harmful files.
• Isolation: While shared hosting implies sharing resources, security measures are applied to ensure data isolation.

Legal basis for processing your data

We must have a lawful basis for processing your data. The four most common reasons why we process your data are as follows:

• Contractual - we handle your data so that we can process your event bookings
• Legitimate interest
• Consent - by default you are opted out of any marketing communications but you are free to opt-in on your profile page
• Legal Obligation

The Village Play Cafe will only use your personal information if we have:

• A contract with you to provide a service or product. We will use your personal data accordingly e.g. to send you contact in response to a support request or to email you where you have given express consent.
• If we need to process payments, we will need to store details of the financial transaction to meet legal obligation e.g. to process payments and store data in accordance with financial regulations.

Data Retention Policy

We will store your booking name, email address, mobile number and adult and child attendee details for 3+ years. When you purchase from our premises, although we will store the receipt details for our own accounting, we will not store any personal information relating to this transaction.

What is Legitimate Interest

This is the legal ground for us to process your personal information if we have a genuine and legitimate reason for doing so. Legitimate interests do not harm your rights and interests as an individual.

Examples of where The Village Play Cafe would use grounds of legitimate interest to process your data would include the following.

• To confirm you have joined our site.
• In response to a support request
• In response to a request to update our data
• We will process your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) as outlined by the Data Protection Act 2018 (DPA 2018)

Personal data provided to us will be used for the purposes as outlined at the time of collection in a fair processing notice.

We will use your data in accordance with the lawful basis we collected it. Below are the main uses of your data which depend on the type of relationship we have with you and how you interact with our services, websites and activities.

Single Issue Use

We may request your personal data in order for us to provide you with a single use service. This may include, but is not limited to, information about an event or campaign. We will request consent at the time of collection and will provide an opportunity to opt out in all future correspondence. We will only contact you about this specific use and the initial consent gives us the right to send you further communications about this single issue. We may also request explicit consent for other items such as contacting you about membership or other products.

Marketing Communications

In accordance with GDPR we can only send you communications that you have consented to. You can manage your preferences on what you would like to hear about on your membership record in your profile area on our website.

We will only contact you with relevant content, as defined by your preferences, about campaigns, events, news, member benefits, promotions and products. We do not pass your personal data to any company outside of The Village Play Cafe.

You can amend your preferences at any time and stop communications. Update your preferences by visiting [https://villageplaycafe.co.uk](villageplaycafe.co.uk), sign in, go to "My profile", edit the Contact Preferences check boxes.

We want you to get the most out of your relationship with us. If you are updating your details online, please allow up to 5 working days for all our internal systems to be updated. If you contact us via email or post, please allow for 10 working days from request to action.

Profiling

In order for us to provide the most relevant information to you we do profile our data to best suit the audience. We allow search engines to index our site and we use Google Analytics to collect aggregated data to enable us to optimise the user experience. All events that are indexed by search engines and any crawl descriptive text and user names will be visible outside of the The Village Play Cafe app. This includes events that are marked as “Private” - however please note that these events can only be opened and accessed only by users who have explicitly been granted access.

Who we share your data with

At present, your data is not shared with any 3rd parties. Although our home page and Events calendar are indexed by Google Analytics your data associated with your booking is not indexed by a search engine.

The Village Play Cafe Staff

The Village Play Cafe staff with the relevant permissions will be able to edit/delete data associated with a user profile; user master data; user attributes or to add/edit or remove a venue from a user profile.

Contracted Data Processors

Service providers providing services to us. Agents working with us to provide our service. At the moment, we do not use any contract service providers for data processing.

How to Update Your Data and Marketing Preferences

You can update your personal data at any time. This includes the right to withdraw your consent to any of our marketing communications. If you are updating your details online, please allow up to 48 hours for all our internal systems to be updated. If you contact us via email or post, please allow for 10 working days from request to action.

If you want to update or amend your personal data or marketing preferences, you can do so in the following ways:

• Online: Visit villageplaycafe.co.uk and sign in. In the top right of the screen, click on burger menu selector and then select "My Profile". Click on Marketing Preferences and edit as required.
• Email: You are able to manage marketing communications via a quick and easy to use preference centre which can be accessed in a link sent in each email. Alternatively, you can contact us at support@villageplaycafe.co.uk. Please confirm your username and your request. We will store this email as proof of consent for any amendments to your record.
• Contact us: Email support@villageplaycafe.co.uk - We can amend your contact details. Marketing preferences must be done in writing or by yourself online. Office opening hours weekdays 9am to 5pm.
• Write to: The Village Play Cafe Admin Team, 56-58 Liverpool Road, Crosby, L23 5SG - We will respond to your request within 10-days of receipt

Your Rights

You have a number of rights under GDPR, and this section briefly highlights them. For more information visit www.ico.org.uk

• The right to be informed – We need to inform you what we are collecting and why. This privacy policy and any related fair processing notice provides this information.
• The right of access – You have the right of access to your personal data and supplementary information. This information is free unless there is unreasonable effort upon which a charge may be made by the Data controller. A request is required in writing and must be specific to a set of data and or a time frame for when the data is required. The Village Play Cafe must provide you with this information within one month; this may be extended to two months dependent on the nature and complexity of the request. If you would like to make a request, please contact the following email support@villageplaycafe.co.uk or write to us at Data Request, 56-58 Liverpool Road, Crosby, L23 5SG. You will be asked to provide the following details:
  • The personal information you want to access.
  • Where it is likely to be held
  • The data range of the information you wish to access.
• The right to rectification – The right to have your personal data rectified if it is incomplete or inaccurate.
• The right to erasure – The right for the deletion of data where there is no compelling reason for its continued processing.
• The right to restrict processing – The right to suppress or restrict processing. The data controller could retain the data but no longer process it.
• The right to data portability – The right to retain their own personal data and use it across multiple services.
• The right to object – The right to object to process for legitimate interest, direct marketing and scientific purposes.
• Rights in relation to automated decision making and profiling – Right to object to automated decision making.

Keeping your information

• We will only use and or store your information for as long as it is required for the purpose it was collected. The purpose will determine how long it will be kept. This can sometimes be to meet a statutory or legal requirement. If we have explicitly informed, you of the length of time we will securely destroy the data in question.
• Our website may, from time to time, feature links to websites of partners, advertisers and affiliates. If you follow these links, please note these websites have their own privacy policies and that we do not accept any responsibility or liability for them. This privacy policy relates only to the personal data collected by The Village Play Cafe.

How we secure your data

• Information system and data security is imperative to us to ensure that we are keeping our user, venues, employees and contractors safe.
• We operate a robust and thorough process for assessing, managing and protecting new and existing systems which ensures that they are up to date and secure against the ever-changing threat landscape. Our staff complete mandatory information security and data protection training as part of an induction process and annually thereafter to reinforce responsibilities and requirements set out in our information security policies.
• When you trust us with your data, we will always keep your information secure to maintain your confidentiality. By utilising strong encryption when your information is stored or in transit, we minimize the risk of unauthorised access or disclosure; when entering information on our website, you can check this by right clicking on the padlock icon in the address bar.

Data Security

Our website is hosted by Hostinger. We use MariaDB as the database under our website. The database is protected through a combination of server-level security, automated backups, and access control mechanisms, ensuring data integrity and safety. Hostinger's infrastructure is ISO/IEC 27001:2022 certified.

Key database protection measures include:

• Automated Backups: Hostinger provides regular, automated backups, allowing you to restore your database to a previous state in case of data loss or corruption.
• Encrypted Connections: Databases are secured with secure hashing algorithms. Additionally, SSL certificates are provided for free, encrypting data between the user's browser and the server.
• Advanced Firewalls & DDoS Protection: Hostinger employs a Web Application Firewall (WAF) and DDoS traffic filters that monitor for malicious traffic and block unauthorized access, managing over 500 attacks daily.
• Isolation via CloudLinux: Hostinger uses CloudLinux to create isolated environments for each account, which prevents a compromised site from affecting your database.
• Malware Scanning: A built-in malware scanner in hPanel regularly checks for malicious files and vulnerabilities.
• Database Management Security: Within hPanel, you can specifically manage database users, set strong passwords, and adjust user privileges (e.g., controlling access rights).
• Secure Access Protocols: SFTP (Secure File Transfer Protocol) is recommended and supported for secure data transfers, ensuring that data is encrypted during transit.

Data Breach Notification

At The Village Play Cafe, we take the security of your personal data seriously. In the unlikely event of a data breach that affects your personal information, we will:

• Promptly investigate the incident to determine its scope and impact.
• Notify affected individuals without undue delay, typically within 72 hours of becoming aware of the breach, if it is unlikely to result in a high risk to their rights and freedoms.
• Provide affected individuals with the following information.
  • A description of the nature of the breach
  • The categories and approximate number of personal data records concerned.
  • The likely consequences of the breach
  • The measures taken or proposed to address the breach and mitigate its possible adverse effects.
• Report the breach to the Information Commissioner’s Office (ICO) within 72 hours of discovery, if required by law.
• Collaborate with relevant authorities and take necessary steps to contain the breach and prevent future occurrences.
• Maintain a record of all data breaches, including those that do not require notification, as part of our internal compliance processes

We have implemented robust security measures to protect your data, including encryption and regular security assessments. However, if you suspect any unauthorized access to your account or have concerns about the security of your personal information, please contact our Data Protection Officer immediately at support@villageplaycafe.co.uk.

Payment Card Security

The Village Play Cafe uses Tokenisation via our partners; at no point does your full card number touch our local servers.

The Village Play Cafe will not store your payment card details - these details will be stored by our dedicated and PCI approved payment processing partners at Zettle who will handle customer financial info. Our business banking is provided by Zempler.

Our online payment solutions are carried out using a ‘payment gateway’ which is a direct connection to a payment service provided by a bank. This means that when you input card data into the payment page, you are communicating directly with the bank and the bank passes your payment to us, this means that your payment card information is handled by the bank and not processed or held by us.

What to do if you are not happy

If you are unhappy with anything related to your personal information, please contact us directly so that we can resolve any problem or query. You can contact us directly on support@villageplaycafe.co.uk.

You also have the right to contact the Information Commissioners Office (ICO) if you have any questions about Data Protection. They are contactable via the phone on 0303 123 113 or visit their website www.ico.org.uk

Changes to this Privacy Policy

We will review and amend this Privacy Policy on an annual basis to ensure that it remains up to date and reflects clearly how we use your personal data. Please visit our website to keep up to date with any changes. We will not amend anything that will affect your rights. The current version will always be posted on our website.

Last Updated: April 2026

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