Privacy Policy

Last updated: 28 August 2026

Who we are

This notice explains how The Kings Arms collects, uses and protects personal data when you book a table, send us an enquiry, or sign up for marketing updates. We are the "data controller" for that information under UK data protection law (the UK GDPR and the Data Protection Act 2018).

You can email demo@pubsuite.app.

What we collect, and why

Table bookings: Name, email and/or phone number, party size, date and time, and any notes you add (allergies, a high chair, celebrating something). For most booking types we need at least your name and one way to reach you, so we can send a confirmation and contact you if plans change — some booking types (for example a walk-in table logged by our staff when you arrive) don't need this at all. We use this to take and manage your booking, and to run the venue on the night (seating parties, planning covers). This is necessary to provide the booking you've asked for, and — where we keep a record after your visit — our legitimate interest in running The Kings Arms smoothly (for example, keeping a record of repeated no-shows).
Enquiries: Name, email, phone number and whatever you tell us in your message (event details, preferred dates). We use this to reply to you. This is based on our legitimate interest in responding to enquiries about our business.
Marketing updates: Name and email — only if you explicitly tick the opt-in box on a booking or enquiry; it is never ticked by default. We use this to send you news, events and offers. This is based on your consent, which you can withdraw at any time (see "Your rights" below) without affecting any booking.
Staff accounts: If you work for us and manage bookings through PubSuite: your name, email and a securely hashed password (we never store your password itself). Used to give you access appropriate to your role, based on our legitimate interest in running the business and controlling who can see guest data.

Automated processing

When you book online, PubSuite automatically checks which times and tables are free and offers you one that fits your party size. That's ordinary automated processing to give you a working booking system — it doesn't evaluate you personally, and we don't use any automated decision-making or profiling that would have a legal or similarly significant effect on you.

Who we share it with

We use a small number of specialist services to run The Kings Arms's booking system. They only process your data on our instructions, under a data processing agreement, and don't use it for their own purposes:

Resend — sends booking confirmation, enquiry and marketing emails on our behalf.
Railway — hosts the booking system itself.

Some of these providers may process data outside the UK (including in the US). Where that happens, appropriate legal safeguards apply (such as the UK's International Data Transfer Addendum to the EU's Standard Contractual Clauses). We don't sell personal data, and we don't share it with anyone for their own marketing purposes.

How long we keep it

Bookings and enquiries — kept for around 24 months after your visit or enquiry, to handle any follow-up or dispute and as a business record, then deleted or anonymised.
Marketing list — kept until you unsubscribe (every marketing email has a one-click unsubscribe link) or ask us to remove you.
Staff accounts — kept while you're part of the team, removed once you leave.

Cookies

PubSuite uses two small, strictly necessary cookies and nothing else — no analytics, advertising or tracking cookies, so we don't show a cookie banner:

A login session cookie, only set for staff who log in to manage bookings.
A short-lived (10 second) message cookie used to show a confirmation banner right after an action like making or cancelling a booking.

Your rights

Under UK GDPR, you have the right to ask us for a copy of the personal data we hold about you, to correct it, to have it deleted, to restrict or object to how we use it, and to receive it in a portable format. If we're relying on your consent (marketing updates), you can withdraw that consent at any time. To exercise any of these rights, please get in touch using the details above.

Complaints

If you're unhappy with how we've handled your personal data, please contact us first using the details above so we can try to put things right. If you're not satisfied with our response, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time; the date at the top shows when it was last changed.