Privacy Policy

Last updated: 01 January 2026

The Cartologist at the Garden House (“The Cartologist”, “we”, “us” or “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, share and protect your personal information when you visit our website, make a booking, stay with us, dine with us, attend an event, contact us or otherwise interact with The Cartologist.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

1. Who We Are

The organisation responsible for determining how and why your personal information is processed is known as the “data controller”.

Data Controller: Pink Panther Pubs
Trading as: The Cartologist at the Garden House
Address: The Cartologist, North Road, Durham, DH1 4NQ
Telephone: 0191 323 0883
Website: www.thecartologist.co.uk

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the contact details published on our website.

2. Information We May Collect

The personal information we collect depends on how you interact with us.

We may collect and process information including:

Your name;
Telephone number;
Email address;
Postal address where required;
Restaurant reservation details;
Hotel reservation details;
Arrival and departure dates;
Event and function details;
Number of guests;
Food and drink selections;
Dietary requirements;
Allergy information;
Accessibility requirements;
Special requests;
Payment and transaction information;
Booking history;
Communications with us;
Complaints and feedback;
Marketing preferences;
Competition or promotional entries;
Website usage information;
IP address and device information;
CCTV images and recordings; and
Information relating to incidents occurring on our premises.

We aim to collect only information that is reasonably necessary for the relevant purpose.

3. How We Collect Your Information

We may collect personal information directly from you when you:

Make a restaurant reservation;
Book accommodation;
Book Bottomless Brunch;
Make an event or function enquiry;
Confirm an event;
Purchase a ticket, package or gift voucher;
Contact us by telephone or email;
Contact us through social media;
Complete a form on our website;
Provide a food pre-order;
Tell us about an allergy or dietary requirement;
Make a payment;
Submit feedback or a complaint;
Enter a promotion or competition;
Subscribe to marketing communications; or
Otherwise communicate with us.

We may also receive information from third parties where you have used them to interact with us, such as restaurant or accommodation booking platforms.

4. Restaurant Reservations

When you make a restaurant reservation, we may process information including your name, contact details, reservation date and time, party size, special requests, dietary requirements and booking history.

We use this information to administer your reservation, communicate with you and provide the requested service.

5. Hotel Reservations

When you make an accommodation booking, we may process information including:

Guest name;
Contact details;
Arrival and departure dates;
Number of occupants;
Room requirements;
Special requests;
Payment and transaction information; and
Booking history.

Where you book through an external accommodation provider, we may receive relevant personal information from that provider so that we can administer your reservation.

6. Events & Functions

When you enquire about or book a private event, celebration or function, we may process information including organiser details, contact information, event date and time, guest numbers, event type, food and drink selections, dietary and allergy information, accessibility requirements, payment information, correspondence relating to the event and other information necessary to plan and deliver the booking.

We use this information to respond to enquiries, prepare quotations, manage bookings and deliver agreed services.

7. How We Use Personal Information

We may use your personal information to:

Process and manage reservations;
Provide restaurant services;
Administer hotel stays;
Manage Bottomless Brunch bookings;
Plan and deliver private events;
Process payments and refunds;
Communicate important booking information;
Respond to enquiries;
Provide customer service;
Handle complaints;
Manage cancellations and no-shows;
Maintain appropriate business records;
Prevent and investigate fraud;
Maintain security;
Protect customers, employees and property;
Comply with licensing and legal requirements;
Improve our services;
Analyse the performance of our website and business;
Manage promotions and competitions;
Send marketing where legally permitted; and
Establish, exercise or defend legal claims.

We will not use your personal information for purposes incompatible with the reason it was collected unless permitted or required by law.

8. Our Legal Bases for Processing

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending upon the circumstances, we may rely upon:

Contract — where processing is necessary to enter into or perform a contract with you, such as managing a restaurant, hotel or event reservation.

Legitimate interests — where processing is necessary for our legitimate business interests and those interests are not overridden by your rights. This may include operating our business, maintaining records, providing customer service, protecting our premises, preventing fraud and handling complaints.

Legal obligation — where processing is necessary to comply with requirements relating to taxation, accounting, licensing, health and safety, food safety, law enforcement or other applicable laws.

Consent — where you have provided consent for a particular activity, such as certain forms of marketing or non-essential website technologies.

Where we rely upon consent, you may withdraw that consent at any time.

9. Allergies, Dietary & Accessibility Information

Information concerning allergies, intolerances, medical requirements or certain accessibility requirements may constitute health information and therefore receive additional protection under UK data protection law.

We will only process special category information where we have an appropriate lawful basis and an additional condition permitting that processing.

Depending upon the circumstances, this may include explicit consent or another condition available under applicable data protection legislation.

We will only use this information where reasonably necessary to safely and appropriately provide our services.

When making a booking on behalf of another person, please avoid providing unnecessary medical information and ensure that you are entitled to provide any relevant information to us.

10. Payment Information

Payments may be processed by external payment service providers.

Depending upon the payment method used, we may receive information such as the amount paid, transaction date, payment status, transaction reference, limited payment-method information and refund information.

Where payments are securely processed by a payment provider, we may not receive or store complete payment-card information.

11. CCTV

CCTV operates in and around parts of our premises for purposes including:

Customer and employee safety;
Crime prevention and detection;
Security;
Protection of property;
Investigation of accidents or incidents; and
Establishing, exercising or defending legal claims.

Appropriate signage is displayed where CCTV operates.

CCTV footage will only be accessed where there is a legitimate reason to do so.

Where lawful and appropriate, recordings may be disclosed to the police, courts, insurers, legal advisers, regulatory authorities or individuals exercising applicable data protection rights.

12. Website Information

When you use our website, certain technical information may be collected automatically.

This may include your IP address, device type, browser, operating system, pages viewed, time and date of visits, referral information and website interaction information.

We may use this information for security, website operation, troubleshooting, analytics and service improvement.

13. Cookies

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to operate correctly.

Other cookies, including certain analytics, advertising and tracking technologies, may require your consent.

Where consent is legally required, these technologies will only be used after appropriate consent has been obtained.

Further information is available in our Cookie Policy.

14. Third-Party Services

We may use third-party providers to support our business, including providers of:

Website hosting;
Restaurant reservation systems;
Hotel reservation systems;
Accommodation booking platforms;
Payment processing;
Email services;
IT services;
Analytics;
Marketing systems; and
Other operational services.

These providers may process personal information on our behalf or, in some circumstances, act as independent data controllers.

Where another organisation processes information on our behalf, we take appropriate steps to ensure suitable data-protection arrangements are in place.

15. Third-Party Booking Platforms

If you make a reservation through a third-party booking platform, that organisation may independently collect and process your personal information.

Its own privacy policy will apply to its processing.

The platform may provide us with information required to administer your reservation and provide the services you have booked.

16. Social Media

When you interact with us through social media, the relevant platform may process information independently in accordance with its own privacy terms.

If you send us a direct message, we may use the information you provide to respond to your enquiry or administer a booking.

Please do not send complete payment-card information or other unnecessary sensitive information through social media.

17. Sharing Your Information

Where necessary and lawful, we may share personal information with:

Booking and reservation providers;
Accommodation platforms;
Payment processors;
Website and hosting providers;
IT service providers;
Professional advisers;
Accountants;
Insurers;
Relevant event suppliers;
Law-enforcement authorities;
Courts;
Regulators; and
Government authorities.

We do not sell your personal information.

We may disclose information where reasonably necessary to comply with a legal obligation, respond to a lawful request, prevent or investigate crime, protect an individual’s safety, protect our legal rights or establish, exercise or defend a legal claim.

18. International Data Transfers

Some technology providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards required by UK data protection legislation will be used.

This may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards.

19. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable legal, accounting and regulatory requirements.

Different categories of information may therefore be retained for different periods.

When determining an appropriate retention period, we consider factors including:

Why the information was collected;
The nature and sensitivity of the information;
Applicable legal requirements;
Accounting and taxation requirements;
Potential complaints or disputes;
Legal limitation periods; and
Security requirements.

When information is no longer required, it will be securely deleted, anonymised or otherwise appropriately disposed of.

20. Booking & Transaction Records

Certain booking and transaction information may need to be retained after your visit for legitimate business, accounting, taxation, dispute-resolution and legal purposes.

We will not retain personal information indefinitely without a legitimate reason.

21. CCTV Retention

CCTV footage is normally retained only for an appropriate and proportionate period.

Footage relating to a particular incident may be retained for longer where required for an investigation, insurance claim, legal proceedings or law-enforcement purpose.

22. Marketing Communications

Where permitted by law, we may contact customers about events, menus, Bottomless Brunch, seasonal activities, accommodation, promotions and other products and services offered by The Cartologist.

Where consent is required for marketing, we will obtain it before sending the relevant communication.

You may unsubscribe from marketing communications at any time using an unsubscribe facility provided within the communication or by contacting us.

Unsubscribing from marketing does not prevent us from sending necessary communications relating to an active reservation or transaction.

23. Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access,

accidental loss, unlawful disclosure, alteration, destruction and misuse.

Access to personal information is restricted according to operational requirements.

While no electronic system can guarantee absolute security, we take reasonable steps to protect information in our possession.

24. Personal Data Breaches

If a personal data breach occurs, we will assess the nature and potential consequences of the incident.

Where required by law, we will notify the Information Commissioner’s Office and affected individuals within the applicable legal timeframes.

25. Your Data Protection Rights

Depending on the circumstances, UK data protection law provides you with rights including:

The right to be informed about how your information is used;
The right of access to personal information we hold about you;
The right to rectification of inaccurate or incomplete information;
The right to erasure in certain circumstances;
The right to restrict processing in certain circumstances;
The right to object to certain types of processing;
The right to data portability in certain circumstances;
Rights relating to automated decision-making where applicable; and
The right to withdraw consent where processing is based upon consent.

These rights are subject to conditions and exemptions under applicable law.

26. Making a Data Request

To exercise a data protection right, please contact:

manager@thecartologist.co.uk

We may need to verify your identity before providing personal information.

We will respond within the timeframe required by applicable data protection legislation.

Requests are normally free of charge. In limited circumstances permitted by law, we may charge a reasonable fee or refuse to act on a request that is manifestly unfounded or excessive.

27. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.

28. Children’s Information

We do not intentionally collect unnecessary personal information relating to children.

Where information about a child is reasonably required for a restaurant booking, hotel stay, event or other service, we will seek only information reasonably necessary for that purpose.

Parents, guardians and booking organisers should avoid supplying unnecessary personal information about children.

29. Links to Other Websites

Our website may contain links to websites operated by other organisations.

Those organisations are responsible for their own privacy practices.

We encourage customers to review the privacy information provided by third-party websites before supplying personal information.

30. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology, suppliers or legal obligations.

The latest version will be published on our website.

The “Last updated” date at the top of this policy identifies the version currently in effect.

31. Contact Us

For questions about this Privacy Policy, requests concerning your personal information or other privacy enquiries, please contact:

Pink Panther Pubs
Trading as The Cartologist at the Garden House

The Cartologist
North Road
Durham
DH1 4NQ

Telephone: 0191 323 0883
Email: manager@thecartologist.co.uk
Website: www.thecartologist.co.uk