Privacy Policy

Privacy Policy
 
Last updated: 1 March 2026
 
This Privacy Policy explains how The Schoolrooms (“we”, “us”, “our”) collects, uses, stores and shares your personal data when you visit www.theschoolrooms.co.uk, contact us, make a reservation, buy a gift card, attend an event, or otherwise interact with us online.
 
We are committed to protecting your privacy and handling your data in a fair and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
 
 
1) Who we are (Data Controller)
 
The Schoolrooms is the data controller of the personal information collected through this website.
 
Contact details
The Schoolrooms
Mill Lee Road, Low Bradfield, Sheffield, S6 6LB
Phone: 0114 2851 920
 
If you have questions about this policy or want to exercise your data rights, contact us using the details above.
 
 
2) The data we collect
 
Depending on how you use our website and services, we may collect:
 
A) Information you give us
 

• Name

• Email address

• Phone number

• Booking/reservation details (date/time/party size and any notes you submit)

• Enquiry details (including private hire, weddings, meetings, events, catering/buffets)

• Any preferences or requirements you voluntarily share (e.g., accessibility needs, seating preferences, notes about visiting with a dog)

 
B) Information we collect automatically (website usage)
 

• IP address

• Device type, browser type and operating system

• Pages you view and how you navigate our site

• Approximate location (derived from IP)

• Referral source (e.g., Google search, Meta ad, social media link)

• Cookie identifiers and similar tracking technologies

 
C) Information from third parties
 

• Where you book via a third-party reservation platform or purchase gift cards via a third-party provider, we may receive booking/order confirmations and essential customer details needed to fulfil your request.

 
 
3) How we use your data
 
We use your data to:
 

• Process reservations and enquiries (including confirming bookings and responding to messages)

• Provide customer service (e.g., changes/cancellations, answering questions)

• Manage private hire and events (including quotes, planning and service delivery)

• Administer gift cards (processing orders, redemption, and support)

• Improve our website and services (understanding what visitors find useful)

• Measure advertising performance (so we can understand whether our Google and Meta advertising is working and improve it)

• Send marketing communications (only where you have opted in, or where permitted by law)

 
 
4) Our lawful bases for processing
 
Under UK GDPR, we rely on the following lawful bases:
 

• Contract: where processing is necessary to provide a service you request (e.g., reservations, gift card purchase, event bookings).

• Legitimate interests: to operate and improve our business, website, customer experience, and to measure the effectiveness of our advertising—where these interests are not overridden by your rights.

• Consent: for optional cookies/tracking (where required), and for direct marketing communications where you opt in.

• Legal obligation: where we must keep certain records for legal, tax or accounting purposes.

 
 
5) Cookies and tracking
 
We use cookies and similar technologies to help our website function, understand usage, and measure advertising performance.
 
These may include:
 

• Essential cookies: required for the site to work.

• Analytics cookies: help us understand how visitors use the site (e.g., which pages are most popular).

• Advertising cookies: help measure the performance of advertising on platforms such as Google and Meta, and may enable retargeting/remarketing.

 
We may work with marketing partners (including agencies such as OCPR) to implement tracking for phone calls, form submissions, button clicks and reservations, so we can understand the effectiveness of paid campaigns.
 
You can manage cookies via our cookie banner/settings (where available) and/or through your browser settings. Please note that disabling certain cookies may affect site functionality.
 
 
6) Who we share your data with
 
We do not sell your personal data.
 
We may share data with trusted service providers who help us run our business and website, such as:
 

• Website hosting and technical providers

• Reservation/booking providers (e.g., online booking systems)

• Gift card providers

• Email and communications providers

• Analytics providers (e.g., Google Analytics or similar)

• Advertising platforms (e.g., Google and Meta) for conversion tracking and performance measurement

• Professional advisers (e.g., accountants or legal advisers) where necessary

• Payment processors (if applicable to gift cards or deposits)

 
These providers are only permitted to process your data on our instructions (or as separate controllers where applicable) and must keep it secure.
 
Note: If your reservation, gift card purchase, or enquiry is processed through a third-party platform, that provider may act as a separate data controller and will have their own privacy policy.
 
 
7) International transfers
 
Some of our third-party providers may store or process data outside the UK. Where this happens, we will ensure appropriate safeguards are in place (such as UK adequacy regulations or approved contractual protections).
 
 
8) How long we keep your data
 
We keep personal data only as long as necessary for the purpose we collected it.
 
Typical retention examples:
 

• Reservations/enquiries: kept for a reasonable period to manage customer service, operations, and dispute resolution.

• Private hire/event records: kept as needed for planning, follow-up, and business records.

• Marketing subscriptions: kept until you unsubscribe (and then we keep a minimal record to ensure we respect your preferences).

• Legal/tax records: kept for the period required by law.

 
 
9) Security
 
We take appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, alteration or disclosure. No system is 100% secure, but we work to keep your data protected.
 
 
10) Your rights
 
You have rights under UK GDPR, including the right to:
 

• Access your personal data

• Correct inaccurate or incomplete data

• Request deletion of your data (where applicable)

• Restrict or object to processing (including marketing)

• Data portability (in certain cases)

• Withdraw consent (where processing is based on consent)

• Lodge a complaint with the UK Information Commissioner’s Office (ICO)

 
To exercise these rights, contact us using the details in section 1. We may need to verify your identity before responding.
 
 
11) Marketing
 
If you opt in, we may send you updates about events, seasonal menus, special offers, or news from The Schoolrooms and Assembly.
 
You can unsubscribe at any time via the link in our emails (where provided) or by contacting us directly.
 
We may also use advertising platforms (e.g., Google/Meta) to show relevant ads based on interactions with our website, where permitted by your cookie choices and applicable law.
 
 
12) Children’s privacy
 
Our website and services are not specifically directed at children. If you believe a child has provided personal data without appropriate consent, please contact us and we will take steps to address this.
 
 
13) Changes to this policy
 
We may update this Privacy Policy from time to time. The latest version will always be posted on www.theschoolrooms.co.uk with the “Last updated” date shown at the top.
 
 
14) Contact us
 
If you have any questions about this policy or your personal data, contact us:
 
The Schoolrooms
Mill Lee Road, Low Bradfield, Sheffield, S6 6LB
0114 2851 920