Somerset Sizzlers Ltd is committed to protecting your personal information in accordance with the UK General
Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This statement explains how we collect, use, store and protect your personal data when you complete any of our customer forms, contact us, or use our services. This policy applies to all customers, enquirers and individuals whose data we may process in connection with our catering services. Somerset Sizzlers Ltd is the data controller for the personal data described in this policy.
Section 1Your Personal Data
1 What Personal Data We Collect
We collect personal data that you provide to us directly, including through:
- Booking Forms
- Compliments & Complaints Forms
- Email, telephone or social media enquiries
Depending on the form or enquiry, this may include:
From Booking Forms:
- Name
- Contact details (telephone number, email address)
- Organisation or company name (if applicable)
- Event details and location
- Guest numbers and practical requirements
- Menu preferences and allergy/dietary information
- Health & safety confirmations
- Payment information (amounts, payment method, dates paid – we do not store full card or bank details)
From Compliments & Complaints Forms:
- Your name (optional)
- Contact details (optional)
- Details of your experience, compliment, concern or complaint
From General Enquiries or Social Media:
- Name and/or social media handle
- Contact details if you choose to share them
- Details of your enquiry or message
Privacy, Data Protection & Confidentiality Statement
We only collect information that is necessary for planning and delivering yourevent, managing our services, maintaining safety standards, or responding to feedback and enquiries.
1.1 Payment Processors
Somerset Sizzlers Ltd does not process or store card details.
Any electronic payments made to us are handled securely by your chosen banking provider or payment platform in accordance with their own security and data protection policies.
Section 2Legal Basis for Processing Your Data
Somerset Sizzlers Ltd processes your personal data under the following lawful bases (as defined by UK GDPR):
- Performance of a contract – e.g. to manage and deliver your booking or event
- Legal obligation – e.g. maintaining financial records, health and safety or food safety records where
required
Legitimate interests – e.g. improving our services, managing complaints, protecting our staff, vehicles
- and equipment
Consent – e.g. where we use photographs for marketing that identify you, or where you opt-in to
- specific communications
Where consent is required, you have the right to withdraw your consent at any time.
2.1 Compliments, Concerns or Complaints
Where you submit a compliment, concern or complaint, we process that information under our legitimate interests in monitoring and improving our services and resolving issues fairly.
2.2 Special Category Data (Allergy & Health Information)
In some cases, Somerset Sizzlers Ltd may collect limited health-related information, such as allergy or dietary requirements, to ensure food is prepared safely.
This information is classed as “special category data” under UK GDPR.
We process this information only:
- With your explicit consent, and
- For essential safety and operational purposes connected to your event.
We do not store this information longer than necessary for food safety or legal requirements.
Allergy and dietary information is normally deleted or anonymised once the event and any legally required record-keeping period for food safety has ended.
2.3 Website Cookies
Our website may use cookies to support functionality and improve user experience.
Where required, visitors will be asked to consent to non-essential cookies in accordance with UK GDPR and
Privacy, Data Protection & Confidentiality Statement
PECR (Privacy and Electronic Communications Regulations).
Full details are provided in our Website Cookie Policy.
Section 3How Your Data is Used
Your information is used solely for operational purposes, including:
- Managing and confirming event bookings
- Preparing food safely and accommodating dietary requirements
- Communicating with you about your booking or enquiry
- Maintaining service records for quality and safety
- Responding to compliments or complaints
We do not sell your data and we do not use your information for unrelated marketing without your knowledge or consent.
Section 4Social Media, Photography & Marketing
Somerset Sizzlers Ltd may take photographs of our food, trailer setup and general event environment for use in marketing materials, including:
- Our website
- Social media platforms
- Printed marketing material
We respect the privacy of all clients and attendees, and we apply enhanced safeguarding measures where children or young people may be present.
4.1 Protecting Your Privacy
To ensure responsible and lawful use of images:
- We will avoid posting clearly identifiable images of individuals without their permission.
- Where a photograph clearly focuses on you or your guests and you are identifiable, we will only use the
image with your consent.
- You may withdraw consent for future use at any time. We will stop using the image wherever reasonably
possible (this may not apply to materials already printed or content shared by third parties).
4.2 Images Containing Children
In accordance with UK GDPR, safeguarding expectations and best practice:
- Any photograph in which a child or young person (under 18) is clearly identifiable will not be used
for marketing unless explicit written consent is provided by a parent or legal guardian.
- If a child is captured accidentally in a wider scene, the image will be edited to obscure their identity
(e.g., blurring or cropping) unless parental consent has been formally obtained.
Privacy, Data Protection & Confidentiality Statement
- No images of children will ever be used in a way that could compromise safety, privacy
or dignity.
4.3 Client Photography & Tagging
- Clients are welcome to take their own photos of the food, trailer and general setup.
- If clients tag Somerset Sizzlers Ltd on social media, we may like, share or re-post that content.
- If you later request the removal of user-generated content that we have re-shared, we will remove it
wherever reasonably possible.
4.4 Commercial Use by the Client
If you wish to use images of Somerset Sizzlers Ltd staff, trailer, equipment or branding for commercial or promotional purposes, you must obtain written permission from Somerset Sizzlers Ltd in advance.
4.5 Marketing Contacts
We do not add clients to any general email or SMS marketing lists. If we ever wish to contact you for marketing purposes beyond your specific event, we will ask for your explicit consent first.
Section 5Confidentiality
Somerset Sizzlers Ltd treats all customer information as confidential. This means:
- Personal data is only accessed by authorised individuals within Somerset Sizzlers Ltd who need it to
carry out their role.
We do not discuss your personal details, event details or any complaint with anyone outside the
- company unless:
You have given us permission, or We are required to do so by law or regulatory authorities (e.g. environmental health, insurance, law enforcement).
All staff with access to personal data are aware of and trained in their responsibilities under data protection and confidentiality rules.
Section 6How Your Data Is Stored & Protected
We take appropriate technical and organisational measures to keep your data secure, including:
- Password-protected digital systems Secure storage of any paper records Access
- restricted to named, authorised individuals only Regular review of stored
- information to ensure it remains necessary and accurate
Privacy, Data Protection & Confidentiality Statement
Where we use third-party systems (for example, email providers, cloudstorage or accounting software), we take reasonable steps to ensure those providers also comply with UK data protection requirements.
6.1 Encryption Storage
Where digital systems are used to store personal data, these systems are protected by secure encryption protocols provided by the service provider.
Section 7Who Has Access to Your Data
Access to your personal data is limited to authorised representatives of Somerset Sizzlers Ltd who need it to carry out their duties, including:
- Rossen
- Samantha
- Adrian
No other staff, volunteers or external parties have routine access to your data unless:
- You have given explicit consent, or
- Access is necessary to comply with a legal obligation (for example, for insurance, legal advice, or
regulatory inspection).
Any third parties who may need to process data on our behalf (for example, accountants or IT providers) will be bound by appropriate confidentiality and data processing terms.
Section 8How Long We Keep Your Data (Retention)
We retain personal data only for as long as is necessary to:
- Deliver and administer your event
- Meet food safety, health and safety, accounting, tax and legal obligations
- Resolve any complaints, claims or queries relating to the event
Typical retention periods are:
- Booking and event information: usually up to 6 years after the end of the financial year in which the
event took place (to meet legal and accounting requirements).
Compliments & complaints: usually up to 3 years after resolution, or longer if linked to an ongoing
- legal or insurance matter.
After the relevant retention period, your personal data will be securely deleted or destroyed.
8.1 Data Retention for Photographs
Privacy, Data Protection & Confidentiality Statement
Photographs used for marketing purposes may be retained for as long as they remain relevant to Somerset Sizzlers Ltd’s promotional activities, unless consent is withdrawn. Where consent is withdrawn, we will remove images from future use wherever reasonably possible.
Section 9Your Rights Under UK GDPR
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request deletion of your personal data (“right to be forgotten”), where applicable
- Restrict or object to certain types of processing
- Withdraw consent where we are relying on consent (e.g. use of identifiable photographs)
- Request information about how and why your data is being processed
To exercise any of these rights, please contact us using the details on your booking form or via email at somersetsizzlers@outlook.com. We will respond to your request within one month, in line with UK GDPR.
If we need more time due to the complexity of the request, we will explain why and let you know.
Section 10Requesting Data Deletion
If you would like your personal data removed from our system, please contact us in writing or by email and state:
- Your name
- The event or form the data relates to (e.g. date of event, type of form)
- The type of information you wish to be deleted
We will:
- Confirm receipt of your request
- Explain if any information must be kept for legal reasons (for example, financial records)
- Confirm what has been deleted once the request has been processed
We will normally respond within 30 days, in line with UK GDPR.
Section 11Children & Young People’s Data
Privacy, Data Protection & Confidentiality Statement
Somerset Sizzlers Ltd contracts only with adults aged 18 or over.We do not knowingly enter into agreements directly with children.
However, some events may involve children or young people, and certain limited information may be shared with us (e.g., allergy information or names relevant to food safety). Where this occurs:
- The information will only be used for essential safety and operational purposes connected to the event.
- All data will be kept securely and retained only for as long as necessary to meet food safety, legal or
operational requirements.
11.1 Photography & Safeguarding of Children
To ensure full compliance with UK GDPR and safeguarding expectations:
- We do not take targeted photographs of children.
- If children appear unintentionally in photographs of our setup or service area, we will not use those
images in marketing unless written parental or guardian consent is provided.
- Where consent cannot be obtained, the image will either be edited to obscure the child’s identity or not
used at all.
- Children’s names, ages or any other identifying information will never be published under any
circumstances.
These steps ensure full safeguarding protection and compliance with privacy regulations where children are present.
Section 12Data Breaches
In the unlikely event of a personal data breach:
- Somerset Sizzlers Ltd will assess the risk to your rights and freedoms.
- Where required by law, we will notify the Information Commissioner’s Office (ICO).
- Where appropriate, we will also inform you if the breach is likely to result in a high risk to your rights or
freedoms (for example, risk of fraud or identity theft).
Section 13Sharing Data With Essential Third Parties (If Required)
Somerset Sizzlers Ltd will only share personal data with third parties where it is necessary to:
- Fulfil our contract with you (e.g., communicating with a venue if required for access or safety)
- Meet legal or regulatory obligations (e.g., environmental health, insurance, tax authorities)
- Obtain professional services such as legal or financial advice
Any third party receiving personal data will be required to comply with UK data protection legislation and act only on our instructions.
13.1 Transfer Data Outside the UK
Privacy, Data Protection & Confidentiality Statement
Somerset Sizzlers Ltd does not transfer personal data outside the UK.
If this were ever required in the future, we would ensure appropriate safeguards were in place in accordance with UK GDPR.
13.2 Automated Decision-Making
Somerset Sizzlers Ltd does not use automated decision-making or profiling processes as defined under UK
GDPR. All decisions relating to bookings, events, cancellations or customer service are made by authorised staff members.
Section 14Contact Details & Complaints About Data Handling
If you have any questions about this Privacy & Data Protection Statement, or how your data is handled, please contact:
Email: somersetsizzlers@outlook.com
If you are not satisfied with our response, you have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office (ICO) www.ico.org.uk
14.1 Accuracy of Data
Clients are responsible for ensuring that the personal data they provide to Somerset Sizzlers Ltd is accurate and up to date.
We may periodically ask you to confirm that information related to your booking remains correct.
Section 15Changes to This Privacy Policy
Somerset Sizzlers Ltd may update this Privacy & Data Protection Statement from time to time.
Any changes will be published on our website or provided to clients upon request. The version in force at the time of your booking or enquiry will apply.
We will always handle your personal information fairly, lawfully and with respect. We only ask for information we genuinely need to run your event safely and professionally.
Section 16Declaration
‘I confirm that I have read and understood Somerset Sizzlers’ GDPR & Data Protection statement. I understand how my data is collected, stored, used, and protected, and I am aware of my rights regarding access and deletion of my information.’
Privacy, Data Protection & Confidentiality Statement
Name:
Signature:
Date: