1. Who we are
Daddy Bear Grills Limited ("we", "us") is the controller of your personal data. We are a company registered in England and Wales, company number 16075544, registered office Nexus House, Albion Place, Maidstone, Kent, ME14 5EG. We are registered with the Information Commissioner's Office, registration number ZB943259. Wayne Smith deals with all data protection questions. Contact us by email at info@daddybeargrills.com.
This notice explains how we use personal data when you visit daddybeargrills.com, make an enquiry, buy a ticket or gift voucher, book an event, attend one of our classes or events, or follow us on social media.
2. Enquiries
When you contact us by email, phone, our website form or social media, we collect your name, contact details, event details, guest numbers and anything else you tell us. We use this to reply and prepare a quote. Our lawful basis is taking steps at your request before entering into a contract, and our legitimate interest in answering enquiries.
3. Tickets, vouchers and bookings
When you buy a ticket or gift voucher, we collect your name, billing address, email, phone number, the date you have booked, the number of places and payment records. For gift vouchers we also collect the recipient's name and any message you add. We use this to confirm your booking, send your confirmation and voucher, run the day safely and deal with any questions or complaints. Our lawful bases are performance of our contract with you, our legal obligations (for example food safety, health and safety and accounting records) and our legitimate interest in running safe events.
4. Health, allergy and dietary information for your group
For our woodland classes and experiences, the person who makes the booking (the lead booker) answers a few short questions for everyone in their group, using a short online form linked in the booking confirmation email:
1. whether anyone has a medical condition, injury, mobility need or pregnancy we should know about, and if so who and what;
2. any food allergies or dietary needs, with the guest's name for each;
3. how much the group has used fire, knives or outdoor tools before;
4. whether everyone is 18 or over, and if not, the ages of anyone under 18.
Health, allergy and some dietary information (for example linked to health or religion) is special category data. We only use it to keep your group safe around fire, tools and uneven ground, and to prepare food safely.
We process it with explicit consent. On the form, the lead booker ticks a consent box to confirm they agree to us using these answers and that they have the agreement of each guest to share them. If you are the lead booker, please check with your guests before you answer. A parent or guardian must answer for anyone under 18. Any guest can contact us directly to correct their details or withdraw consent, but we may then be unable to cater safely for them or let them take part in hands on activities. Where we need to keep health information about an accident or injury, we rely on our legal obligations and the establishment or defence of legal claims.
If the form has not been completed, we will email reminders, and if still needed we will ask the questions on a paper form on the day before the session starts, so that we have a record. Form answers are stored securely in our website system and emailed only to us.
Only Wayne, our staff and freelance helpers working at your class see this information, under a duty of confidentiality. It is not shown in your customer account or emails sent to other people.
5. Payments
Payments on our website are taken by card, Link or Klarna, processed by Stripe. We do not see or store your full card details. We keep records of what you paid and when. Our lawful bases are performance of our contract and our legal obligation to keep accounting records.
6. Email
We send you emails about your booking, such as your confirmation and any reminder to answer the group questions. If you sign up, or if you have booked with us and have not opted out, we may also send you news and offers using Brevo, our email provider. We rely on your consent, or for past customers on the soft opt in under the Privacy and Electronic Communications Regulations. Every marketing email has an unsubscribe link.
7. Social media
We run Instagram and Facebook pages. If you follow, message, comment or tag us, we see the information you make available there. Meta is a joint controller with us for page insights statistics. We may post photos taken at our classes. We will not post photos where a guest can be identified without permission; just tell us on the day if you would rather not be photographed.
8. Website and cookies
We use Plausible Analytics, which sets no cookies and collects no personal data. Any Google tags only run if you accept them through our cookie banner, and you can change your choice at any time. Essential cookies needed for the shop and checkout do not need consent. Techworx IT hosts our site and may keep server logs for security.
9. Who we share data with
We do not sell your data. We share it only where needed: our staff and freelance helpers at your class; suppliers and venues where needed for your event; our insurers and broker if there is an accident or claim; service providers including Stripe, Brevo, Techworx IT, Plausible, our email provider and accountant; and authorities such as the Health and Safety Executive, the local council or the police where the law requires it. Some providers may store data outside the UK under appropriate safeguards.
10. How long we keep your data
Enquiries that do not lead to a booking: 12 months from our last contact.
Order, invoice and payment records: 6 years after the end of the financial year of the event.
Allergy and dietary answers: deleted 3 months after the class, unless an incident means we need to keep them.
Health, experience and age answers, and induction records: 3 years after the class, so we can respond to any claim.
Accident and incident records: at least 3 years, and longer where a child is involved or a claim is made.
Copies in emails, exports or follow up forms are deleted on the same timetable.
Email marketing: until you unsubscribe, then your address is kept on a suppression list so we do not email you again.
11. Your rights
You can ask for a copy of your data, have it corrected or deleted, restrict or object to how we use it, have it moved to another provider, and withdraw consent at any time. To use any of these rights, email info@daddybeargrills.com. We will reply within one month. There is usually no charge.
12. Keeping your data secure
Electronic records are password protected and only people who need to see your data can access it. Paper records, such as answers taken on the day, are kept locked away.
13. Complaints
Please contact us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, phone 0303 123 1113, ico.org.uk/make-a-complaint.
14. Changes to this notice
We may update this notice. The latest version will always be at daddybeargrills.com/privacy. Last updated: [date of publication].