This privacy policy outlines the types of personal data we may collect about you when you interact with us. It also explains how we store, handle and protect your data, and to ensure that you, as a customer of The Italian Club Family, are fully informed of your rights.  The sections outlined below should answer any questions you may have. However, if you do have any further queries, please contact us at:

The Italian Club Limited
85 Bold Street
Liverpool
L1 4HF
0151 708 5508  theitalianclub@ymail.com

 

Who is The Italian Club Family?

The Italian Club Family consists of The Italian Club Ltd, The Italian Club UK Ltd, The Italian Club Glasgow Ltd, The Club Sandwich Ltd and Croma Liverpool Ltd.  In this privacy notice, they are all together referred to as the “The Italian Club Family”:

  • The Italian Club Ltd  (Company no: 05882164) t/a The Italian Club, 85 Bold Street, Liverpool, L1 4HF
  • The Italian Club UK Ltd (Company no: 06605959) t/a The Italian Club Fish, 128 Bold Street, Liverpool, L1 4JA
  • The Italian Club Glasgow Limited (Company no: SC542585) t/a The Italian Club Glasgow, Panevino, 1075 Argyle Street, Glasgow, G3 8LZ
  • Croma Liverpool Ltd, (Company no: 08088561) t/a The Italian Club Bakery, 22 Newington, Liverpool, L1 4ED
  • The Club Sandwich Limited (Company no: SC305677) t/a The Club Sandwich, 11 Clifton Terrace, Edinburgh, EH12 5DR

This privacy notice is issued on behalf of the The Italian Club Family, therefore when we mention The Italian Club Family, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company or companies in the The Italian Club Family which is/are responsible for processing your data.

 

What Personal Data do we Process?  

We process the personal data of our customers or visitors to our websites for a number of different purposes, which are explained below. “Personal data” or “personal information” means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Restaurant/Private Dining Reservations: The following personal information is required in order for us to make a reservation at our restaurants:

  • Booking name
  • Telephone number and/or email address

In order to provide exceptional customer service and to improve your dining experience, we may also collect and process additional personal information, including the following:

  • Special occasions – birthdays (excluding year of birth), anniversaries and that of your guest(s)
  • Seating preferences
  • Allergies or food intolerances
  • Food and beverage preferences
  • Personal connections to other customers or staff
  • General preferences
  • Previous booking history
  • Any publicly available information – ie job title, company where you work, name of spouse, photograph
  • Encrypted credit card information
  • Mobility requirements

For online reservations at our restaurants, we use the third party booking services ResDiary, Trip Advisor and OpenTable. In order to provide these services, your personal data will be collected.
e-Commerce and Retail: The following personal information is collected and processed by us in order to provide e-commerce services to you:

  • Name
  • Postal address and billing/delivery addresses (if different)
  • Telephone number
  • Email address
  • Credit/debit card details
  • Name of recipient (if a gift)
  • Delivery address, telephone number and email address of recipient (if a gift and if applicable)

This personal information may be shared with trusted third parties as data processors in order to carry out any necessary services for us, including shipping, fulfilment, and personalisation for a given order transaction.

 

How do we Capture your Personal Data?

Reservations, bookings and orders at can be made in the following ways:

  • Online
  • Telephone
  • Email
  • In person
  • Via a third party, such as an online booking service
  • Through social media – if you choose to interact with us

Personal data which is collected is then stored by us and processed in the corresponding business system in order for us to be able to provide the relevant goods and services to you.  We may also collect and process publicly available information that we believe could be relevant to your reservations, bookings, orders or other interactions with us. We typically search engines like Google or social media (eg LinkedIn) to collect this information. In these circumstances, your personal information may be said to have been passively collected (that is, gathered without you actively providing the information).  We do not knowingly collect personal information from children under the age of 13. If we learn that we have collected personal information from a child under this age without parental consent, we will take steps to delete that personal information as soon as possible.

 

What is your Personal Data used for?

We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you (please refer to the “Business Services” section below for more information)
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (please refer to the “Marketing and Communications” section below for more information)
  • Where we need to comply with a legal or regulatory obligation

Business Services:  We use the personal data you have provided us in order to:

  • Confirm bookings, appointments and/or orders you have placed
  • Amend bookings, appointments and/or orders you have placed
  • Cancel bookings, appointments and/or orders you have placed
  • Tailor-make – to your exact requirements – bookings, appointments and/or orders you have placed
  • Communicate with you in regards to future or past bookings and/or orders you have placed
  • Provide exceptional customer service and to improve you and your guests’ experiences at our restaurants

The data that we capture for these purposes ensures that we can provide the best possible customer service and experiences. We use personal information so that our employees familiarise themselves with and look after you and your guests. The data you provide allows us to ensure that this can be achieved in the best possible way.

Marketing and Communications:  As our customer, at the time of making a reservation or order, we would like to send you marketing communications from time to time to inform you about our restaurants, including new openings, developments, events and partnerships, and other services we think may be of interest to you.  You may unsubscribe to these marketing communications from us at any time by emailing us at theitalianclub@ymail.com
Where we need to collect personal data by law, or under the terms of a contract we have with you and you do not provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

Cookies:  We use cookies on our site in order to preserve the information stored as you add items to your order, to maintain your order history and to measure the site activity, so we can identify which pages are visited most frequently. We use this information to ensure we guarantee you the most efficient and enjoyable browsing experience. You can set your browser to stop cookies or to let you know when cookies are being sent, however this will disable the function of a lot of the site.

Third Party Links:  Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

 

Who do we share your Data with?

External Third Parties: We work with a number of trusted and contracted third parties in order to be able to provide our goods and services to you. These third parties include (but are not limited to) those who provide services to us for the delivery of goods and restaurant bookings.  We may transfer your personal data to the following third parties, with whom we have contracts, for them to process your data as our service providers:

  • Trip Advisor Web address for policy https://tripadvisor.mediaroom.com/UK-privacy-policy
  • OpenTable Web address for policy https://www.opentable.com/legal/privacy-policy
  • ResDiary Web address for policy https://sales.resdiary.com/privacy-statement
  • Professional advisors, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services
  • HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, based in the UK
  • In the event of a merger, acquisition, or any sale of one or more of our businesses or assets personal information held by us about our customers will be among the assets shared with and transferred to the buyer or merged business. If a change happens to our business, then the buyer or merged business may use your personal data in the same way as set out in this privacy notice.

 

How do we Protect your Personal Data?

Our websites use encrypted ‘https’ technology and access to your personal data is password protected and sensitive data (such as payment card information) is secured by SSL encryption.  We undergo vulnerabilities assessments and penetration testing in the form of scheduled Payment Card Industry (PCI) compliance testing, to identify ways to further strengthen our information security.

 

How long do we keep your personal data?

We retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.  In some circumstances you can ask us to delete your data (see the section “Your Rights” below for further information) and in some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 

Your rights as a customer of The Italian Club Family

Right of access: You may request access to the data we hold on you, which is usually free of charge. We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
Right to rectification: You may have your data corrected if it is incomplete or incorrect. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Right to restrict processing: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Right to withdraw your consent to processing: You may withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Right to object to processing: You may object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Right to erasure: You may request to have your data removed from our systems. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

 

Potential, current or former employees

The following personal information is collected and processed in order to find you a suitable role and/or keep you informed of opportunities as they arise:

  • Name
  • Curriculum vitae

Information processed by us in respect to individuals that work for us, have worked for us previously, or who may work for us, may include one or more of the following:

  • Passport details
  • Permit and visa details
  • DOB
  • National insurance number
  • Full details of job offers and placements
  • Outcome of criminal record checks and security clearance for certain roles
  • In certain cases, medical information
  • References
  • Financial information (including, but not limited to, payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
  • Bank details necessary for payments
  • A log of our communications with you by email

We may use this information in the following ways:

  • To establish that you have the right to work in the UK
  • To deal with any medical and health and safety issues relating to certain positions
  • To put in place contractual arrangements and documentation once a role has been secured
  • To pay you, if placed
  • To enable us to provide feedback on applications if requested
  • During your employment employees may be photographed or filmed working on any of our premises and we reserve the right to use these images in videos and photographs

 

Legal obligations beyond GDPR

There may be certain circumstances in which we have a legal obligation, above and beyond the General Data Protection Regulation (GDPR), to control your data and share it with the police or relevant regulatory, government or legal enforcement bodies. These circumstances include:

  • Situations where we expand, reduce or sell the whole or parts of the business, may involve a transfer of ownership to a new owner or controlling party. Should this occur, where considered necessary, your personal data will be transferred to the new owner or party, under the terms of this Privacy Notice.
  • CCTV recording for the protection and wellbeing of our customers and employees
  • Personal Identification document checking for employment purposes
  • Transaction information for financial auditing purposes
  • Prevention of fraudulent activity in our premises or within our systems