Wine Factor Privacy Policy

Privacy Policy

Effective Date: 3 August 2025
Last Updated: 3 August 2025

At The Wine Factor, we are committed to safeguarding the privacy and personal information of our customers, website visitors, and event participants. This Privacy Policy outlines how we collect, use, store, and protect your data, and explains your rights in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

By visiting our venue, browsing our website, making a purchase, booking a table or event, or interacting with us in any way, you agree to the terms of this Privacy Policy.

1. Who We Are

The Wine Factor
75 Station Road, London E4 7BU
United Kingdom
Phone: 020 8524 6035
Email: info@thewinefactor.co.uk

We are the data controller responsible for your personal information. If you have any questions about this policy or wish to exercise your rights, please contact us using the details above.

2. Information We Collect

We may collect and process the following categories of personal data:

a. Personal Information

  • Name

  • Email address

  • Phone number

  • Date of birth (for age verification)

  • Postal address (where necessary)

  • Dietary or accessibility requirements (if provided)

b. Booking and Transactional Information

  • Table or event booking details

  • Purchase history (including in-store and online sales)

  • Payment information (processed securely via third-party payment providers; we do not store card details)

c. Website and Technical Data

  • IP address

  • Browser type and version

  • Time zone setting

  • Device information

  • Cookies and usage data (see Section 7)

d. Marketing and Communications Preferences

  • Your preferences for receiving updates, newsletters, and promotional materials

  • Email open and click rates (to improve our communications)

3. How We Use Your Information

We use your personal data for the following lawful purposes:

Purpose Legal Basis
To manage bookings, reservations, or event attendance Contractual necessity
To process purchases and provide products or services Contractual necessity
To send you event reminders or order confirmations Contractual necessity
To respond to your queries or feedback Legitimate interest
To improve our website and customer service Legitimate interest
To send you marketing communications (with your consent) Consent
To comply with legal obligations (e.g. licensing or safety) Legal obligation

We will not use your personal information for automated decision-making or profiling without your consent.

4. Marketing and Communication Preferences

With your permission, we may use your personal data to send you:

  • Updates on upcoming events (e.g., wine tastings, live music)

  • Special offers or promotions

  • News about menu changes or pop-up kitchen collaborations

  • Invitations to exclusive tastings or private functions

You can opt out of receiving marketing at any time by:

We respect your preferences and will never spam you.

5. Sharing Your Information

We do not sell, rent, or trade your personal data. However, we may share it with trusted third parties, including:

  • Payment processors (e.g., Stripe, Square)

  • Event management systems or booking platforms

  • Email marketing services (e.g., Mailchimp)

  • Analytics providers (e.g., Google Analytics)

  • Catering or third-party chefs for events, if dietary requirements are shared

  • Regulatory or legal authorities when required

All third parties are bound by confidentiality and data protection agreements, and they are only permitted to use your information for specific purposes related to our services.

6. Data Storage and Retention

We store your personal data securely on protected servers located within the UK or EEA. Where we use cloud-based systems or software providers, we ensure they meet UK GDPR standards.

We only retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, including satisfying any legal or accounting requirements. In general:

  • Booking and purchase information is retained for 6 years (as required for tax and accounting)

  • Email marketing lists are reviewed every 12 months

  • Inactive customer data is deleted or anonymised after 2 years

7. Cookies and Website Tracking

We use cookies on our website to enhance user experience, analyse traffic, and improve functionality.

Cookies help us:

  • Remember your preferences (e.g., booking info)

  • Understand how users navigate our site

  • Measure the effectiveness of our marketing campaigns

You can manage or disable cookies via your browser settings. For more details, see our full Cookie Policy (link placeholder).

8. Your Data Protection Rights

Under UK GDPR, you have the following rights:

  • Right to access – Request a copy of the personal data we hold about you

  • Right to rectification – Request correction of inaccurate or incomplete data

  • Right to erasure – Ask us to delete your personal data (under certain conditions)

  • Right to restrict processing – Ask us to limit how we use your data

  • Right to data portability – Request to transfer your data to another provider

  • Right to object – Object to processing based on legitimate interests or for marketing purposes

  • Right to withdraw consent – If you’ve previously consented to marketing

To exercise any of your rights, please email: info@thewinefactor.co.uk
We will respond to your request within 30 days, unless extended due to complexity.

9. Children’s Privacy

We do not knowingly collect personal information from individuals under the age of 18. Our events, website, and services are designed for adults. If you believe a child has provided us with their data, please contact us immediately so we can remove it.

10. Security Measures

We take data security seriously. We implement appropriate technical and organisational measures to protect your personal data, including:

  • Secure hosting with encrypted access

  • HTTPS encryption on our website

  • Restricted access to personal data

  • Staff training in data handling and confidentiality

  • Regular review of our security practices

Despite these efforts, no system is 100% secure. If you believe your data has been compromised, please notify us immediately.

11. Third-Party Links

Our website or emails may contain links to third-party websites (e.g., social media, booking platforms). Once you leave our site, we are not responsible for how those websites handle your data. Please review their privacy policies separately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our practices. The latest version will always be available on our website, with the “Last Updated” date clearly marked.

Where changes are significant, we may notify you directly via email or display a notice in-store.

13. How to Contact Us

If you have questions, concerns, or complaints about how we handle your data, please get in touch:

The Wine Factor
75 Station Road
London E4 7BU
📞 020 8524 6035
📩 info@thewinefactor.co.uk

If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Back to blog

Leave a comment