Merlins Catering Privacy Policy GDPR

Merlins Catering Privacy Policy



This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you with any third parties.


We will use the personal data provided to us only for its intended purpose, and in accordance with the requirements of the General Data Protection Regulation 2018.


Merlins Catering LTD ('Company') is a 'data controller' and gathers and uses certain information about you and/or your company.


Customer Information

This is collected by our events team and anyone else with sales responsibilities including our Director, Office Manager, Operations Manager, Events Organiser or Accounts team.


Data protection principles

We will comply with the date protection principles when gathering and using personal information in a transparent and fair way and we have a lawful basis for processing your information.


About the information we collect and hold


What information:


We will collect the following information about you


  • Your name, contact details including your home address, mobile and home telephone numbers and email address


How we collect this information

  • We may collect this information from you face to face, email and instant messaging systems, internet facilities, telephone, voicemail and mobile phone records.
  • Direct from Parley Manor via email in the form of a new booking form, for our legitimate interest
  • From other suppliers who will be seeking our services on your behalf


Why we collect the information and how we use it

We typically collect the following information for the following purposes:


  • For the performance of a contract with you, or to take steps to enter into a contract
  • To prepare documents for your wedding, function or event
  • We use your information to prepare documents such as Function Sheets, Menu's and Cost tables, as well as our Checking table
  • For the purposes of our legitimate interests, but only if these are not overridden by your interests, rights of freedoms

We seek to ensure that our information collection and processing is always proportionate.

We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.


How we may share the information

We may be required to share some personal information as required with the law. Information about our customers and/or suppliers may be passed to our accountants.


Where information may be held

Information will be held in our office in a locked filing cabinet, as well as on our company computers which are password protected.


How long we keep your information

We keep your information in paper format for an obligatory six years and according to HMRC and general accountancy practices and otherwise for no longer than is necessary for the purposes for which the personal information is processed.


Your rights to correct and access your information and to ask for it to be erased

Please contact our Data Protection Officer (DPO) (in accordance with applicable law) if you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our DPO for some but not all of the information we hold and process, to be erased (the 'right to be forgotten') in certain circumstances. Our DPO will provide you with further information if you request it.


Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.


How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your personal information. However if not, contact the Information Commissioner at or telephone them on 0303 123 1113 for further information about your rights and how to make a formal complaint.