Last updated 14 November 2026
Privacy policy.
RS (Headingley) Ltd, trading as Residence Cafe Bar.
Who we are and what this covers
This policy explains how RS (Headingley) Ltd, trading as Residence Cafe Bar ("Residence", "we", "us"), handles personal information when you visit residencecafebar.co.uk, sign up to our newsletter, or contact us through the site. For these purposes we are the controller.
Table bookings, deposits and gift voucher orders are handled by the venue operator named in your booking or order confirmation. If you're not sure who that is, contact us using the details below and we'll pass your request to the right team.
Correspondence address: 5–7 North Lane, Headingley, Leeds LS6 3HG. Email: headingley@residencecafebar.co.uk.
What we collect and where it comes from
- Newsletter: your email address, and a record of when and how you asked to join (the sign-up form, and the wording version you saw).
- Private hire enquiries: the name, email, phone number, venue, date, guest numbers, event type and message you choose to send. The form on our site doesn't store anything — it opens your own email app with a pre-filled message, and we only receive it if you send that email.
- Bookings through ResDiary: the details you give when booking, such as name, contact details, party size, date, any requests, and the status of any deposit or payment.
- Gift vouchers through Giftpro: purchaser, recipient and order details needed to issue and redeem vouchers.
- Technical information: IP address, browser and device type, pages visited, the site you came from, time of visit and error reports, collected by our hosting and site analytics.
Most of this comes from you directly. Some comes from our booking and voucher providers, or from a group organiser who books or enquires for others. If you give us someone else's details, please only do so with their permission and point them to this policy.
Why we use it and our lawful basis
| What we do | Lawful basis |
|---|---|
| Handle bookings, events and voucher orders, and take steps you ask for before one | Contract |
| Reply to enquiries and complaints that aren't part of a contract, and resolve issues | Legitimate interests — responding to people who contact us and sorting out problems |
| Keep the website safe, secure and working reliably | Legitimate interests — running a safe, reliable website |
| Keep accounting records and make disclosures the law requires | Legal obligation |
| Send our email newsletter about food, events and offers | Consent |
| Measure how the site is used, to improve it | Legitimate interests, where the law allows. Anything that needs optional access to your device is only used with your consent |
Making an enquiry or a booking never signs you up for marketing, and you don't have to accept this policy to use the site.
Dietary, allergy and accessibility needs
Details about allergies, diet or accessibility can reveal information about your health or religion. Please discuss any needs with the venue directly and share only what's needed to help you. Don't include medical history in an enquiry.
If we need to record sensitive details to meet a request, we'll ask for your explicit consent separately first. You can withdraw it at any time, though that may limit what we can arrange for you.
Processing outside the UK
Some providers, including Mailchimp, process data in other countries such as the United States. Where that happens we rely on UK adequacy regulations where they apply, or approved contractual safeguards such as the UK International Data Transfer Agreement or Addendum. Contact us if you'd like details of the safeguards for a particular transfer.
How long we keep it
We keep information only as long as we need it, based on these criteria:
- Enquiries and bookings: until handled or the event is over, plus a reasonable period for follow-up questions or disputes.
- Transaction records: as long as accounting and tax rules require.
- Notes about sensitive requests: only as long as needed for your visit, unless you've separately agreed otherwise.
- Newsletter: while you're subscribed, with periodic reviews of inactive contacts. After you unsubscribe, we keep the minimum needed to respect your choice and show we had consent.
- Security logs: only as long as needed to investigate problems.
- Site analytics: detailed data for 90 days and daily summaries for one year.
You can make a privacy request for as long as we hold your information.
Keeping it secure
We limit access to people and providers who need it and choose providers with appropriate security. No system is completely secure, but we take reasonable steps to protect your information.
Your rights
Subject to conditions in the law, you can ask us to give you a copy of your information, correct it, erase it, restrict how we use it, or transfer it to you or another organisation, and you can withdraw consent at any time.
You have the right to object to anything we do on the basis of legitimate interests. You can always tell us to stop sending you direct marketing, and we will.
We normally reply within one month. We may need to check your identity, and sometimes the law lets us extend that time or limits a right. We don't make decisions about you based solely on automated processing that have legal or similarly significant effects.
You can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We'd appreciate the chance to help first, but you don't have to contact us before going to the ICO.
Children
Our website isn't designed to collect information from children. Parents or guardians can contact us with any questions about a child's information.
Changes to this policy
We'll update the date at the top when this policy changes, and let you know about significant changes where appropriate.