Privacy notice

This notice explains how Trestle demo, of the address shown on our contact page (“Trestle demo”, “we” or “us”) uses personal information when you visit our website, place an order, ask for a quote or get in touch. We are the controller of that information under the UK General Data Protection Regulation and the Data Protection Act 2018.

You can contact us about anything in this notice through our contact page, or by writing to us at the address shown on our contact page.

The information we collect

• Contact details for the person ordering or enquiring, such as name, email address, phone number and the company or organisation you work for.
• Order details, including what you ordered, delivery or collection dates and times, delivery addresses, site instructions, headcount, purchase order references, payment method and invoices.
• Dietary and allergy information you choose to tell us so that we can cater safely for your guests. Where this relates to an identifiable person it may be health information, so we use it only to prepare your order and ask that you share no more than we need. When an organiser uses our guest dietary link, each guest gives their name and any dietary needs or allergies, which are shared only with that organiser and our kitchen for that event.
• Messages you send us through the contact form, the event enquiry form or your order page.
• Technical information such as a one way coded version of your internet address, kept for a short time to stop our forms being misused, and server logs kept by our hosting provider for security.
• Visit statistics, such as which pages are viewed, the website that linked to us and whether a phone or computer was used. We count visitors with a code made from your internet address and browser that changes every day and cannot be turned back into either, so we can count visits without cookies and without knowing who you are. If your browser asks websites not to track you, we do not count your visit at all.

How and why we use it

• To take, prepare, deliver and invoice your order, and to tell you about it. This is necessary to perform our contract with you or your organisation.
• To reply to enquiries and prepare quotes, at your request before entering into a contract.
• To keep accounting and VAT records, which we must do by law.
• To run loyalty rewards and send occasional offers to business customers, which is in our legitimate interests. You can ask us to stop at any time and we will.
• To keep our website and systems secure and prevent misuse, which is in our legitimate interests.
• To understand how our website is used so we can improve it, using the visit statistics above, which is in our legitimate interests.

We do not sell your information, and we do not use it for automated decisions that affect you.

Who we share it with

We share information only with the suppliers who help us run the business, under contracts that protect it.

• Microsoft Azure, which hosts our website and database in the United Kingdom.
• Resend, which sends our emails on our behalf.
• Stripe, which processes card payments. We never see or store your full card number.
• Postcodes.io, which we use to look up a postcode. Only the postcode is sent.
• Our accountants, and HMRC or other authorities where the law requires it.

Some suppliers may process information outside the UK. Where they do, we rely on the safeguards UK law requires, such as the UK International Data Transfer Addendum or an adequacy decision.

How long we keep it

• Orders, invoices and payment records are kept for six years after the end of the financial year they relate to, as required for tax purposes.
• Enquiries that do not lead to an order are deleted after two years.
• The coded internet address kept with an enquiry is used only to limit repeat submissions.
• Visit statistics are kept for 13 months, and the daily code used to count visitors is deleted the next day.
• Guests’ answers to a dietary link are deleted 30 days after the event, or 90 days after the link was made if it has no date.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Some rights depend on why we hold the information, and we may need to keep order records for the periods above. We will reply within one month.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Cookies

We use only what is needed for the website to work, and no advertising or analytics cookies. Our cookie policy has the details.

Changes to this notice

We will update this notice when how we use information changes, and the date at the top will show when.