Privacy Policy

This privacy notice sets out how The Botanist uses and protects your personal data. Your personal data is any information relating to you that identifies you (either itself or in combination with other information). The Botanist is run by The New World Trading Company (UK) Limited (company registered address 6 Time Square, Warrington, England, WA1 2NT; company registration number 07685158).

As well as The Botanist, The New World Trading Company (UK) Limited runs a number of other similar venues. If you consent to receive marketing emails from The Botanist they may include information about those other venues.

1. How to contact us If you want to contact us about how we use your personal data you can use the following contact details: Email to: dataprotection@nwtc.uk.com Write to: FAO Data Protection Committee, The New World Trading Company, 6 Time Square, Warrington, England, WA1 2NT; company registration number 07685158).

2. How we collect personal data The personal data we collect depends on how you interact with us. Most of the personal data we collect is provided to us directly by you in the following circumstances: You contact us directly to make an enquiry, reservation, complaint, or for another of your own reasons You subscribe to receive marketing information from us (for example, about events, promotions, or venue openings) You complete a customer survey, questionnaire, competition, or other similar activity You engage with us on social media channels, such as Instagram, X, and Facebook You visit our website and consent to our use of cookies You enquire about or apply for a job with us

3. What personal data we collect The exact personal data we collect will depend on how you interact with us. It may include: Name information (including full name, social media user name, job title, any other names or aliases you use) Contact information (including email address, phone number, postal address) Demographic information (including age, sex, location, race, ethnicity, marital status, income, education, and employment) Other information you choose to provide (for example, allergy information, disability status, information required for employment-related checks). We do not provide services to children or intentionally collect their personal data. However, we are sometimes given information about children while handling an enquiry or complaint. The information in the relevant parts of this privacy notice applies to children as well as adults.

4. Why we collect your personal data and our ‘lawful basis’ for using your personal data We collect your personal data only for use in connection with the operation of our business. The law that covers personal data in the UK requires that we must have a ‘lawful basis’ for using your personal data. A different lawful basis or more than one lawful basis can apply to different types of use. The ways we may use your personal data and the relevant lawful basis for that use are as follows:

Purpose: Making improvements to our products and services based on customer feedback. Lawful Basis: the use is necessary for our legitimate interest (to be able to make improvements based on customer feedback)

Purpose: Contacting you with marketing information about services, offers, or other information relating to our venues we think you may find interesting. (You will be given an option to unsubscribe from marketing emails in each email and you also have the option to update your preferences at any time here.)

Lawful Purpose: you have given consent to the use of your personal data for this purpose the use is necessary for our legitimate interests (only if you are a business customer) (to send relevant marketing to business contacts).

Purpose: Contacting you for market research purposes. Lawful Basis: the use is necessary for our legitimate interest (to better understand the views of our customers).

Purpose: Responding to your enquiries or complaints. Lawful Basis: the use is necessary for our legitimate interest (to be able to deal with enquiries and complaints in an effective way) the use is necessary for a contract we have with you

Purpose: Customising our website according to your interests. Lawful Basis: you have given consent to the use of your personal data for this purpose.

Purpose: processing a card payment through a third party payment processor (who will only have access to the personal data you provide directly to them when you make the card payment). Lawful Basis: the use is necessary for a contract we have with you

Purpose: handling a job application you make to us . Lawful Basis: the use is necessary for us to comply with the law the use is necessary for our legitimate interest (to be able to conduct recruitment activity effectively).

5. Third party data processors In carrying out our business, including our obligations to you, we may share your personal data with other trusted third party service providers, such as email broadcasters, marketing agencies, and reservation systems. We have contracts in place with these third party service providers. This means they cannot do anything with your personal data unless we have instructed them, they will not share your personal data with any organisation apart from us, and they will hold your personal data securely and retain it for the period we instruct.

6. Retention periods We will keep your personal data for as long as is necessary for the purpose for which it was collected, as explained in paragraph 4 of this privacy notice. The majority of personal data we collect is retained for three years, however if you would like to find out the retention period for any particular type of personal data please get in touch with us directly and we will confirm this for you. In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example your email address) in order to comply with our obligations under UK law, or for fraud detection purposes.

7. Data subject’s rights You have rights in respect of the personal data we hold about you. We may need to confirm your identity before we can deal with a request to exercise these rights. Details of these rights are set out below. You can exercise any of these rights by contacting us at the postal address or email address set out in paragraph 1 of this privacy notice, free of charge. If you want to know more about your rights, the UK data protection regulator, the ICO, has more guidance on their website here.

7.1 Right of access; you have the right to know whether we are processing your personal data, and to a copy of that data, and ordinarily you have the right to receive that within one month of requesting it.

7.2 Right to rectification; you have the right to have any incorrect personal data corrected or completed if it is incomplete. We will look at any request and inform you of our decision within one month of receiving the request.

7.3 Right to erasure; this right, often referred to as the ‘right to be forgotten’ allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within one month of receiving the request.

7.4 Right to restrict processing; you have the right to ask us to restrict processing of your personal data. We will look at any request and inform you of our decision within 28 days of receiving the request.

7.5 Right to data portability; you have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to personal data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and that processing is by automated means. We will respond to your request within one month of receipt of your request.

7.6 Right to object; you have the right to object to our processing of your personal data based on (i) legitimate interests (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics. (i) Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests (ii) Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible (iii) Scientific/historical research and statistics - your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection

7.7 Rights relating to automated decision making/profiling; you have rights in respect of automated decision making, including profiling. Where we carry out solely automated decision making, including profiling, which has legal or similarly significant effects on you, we can only do this if it is in connection with a contract with you, we have a right under law, or you have provided your explicit consent. We will tell you if this happens and tell you how you can request human intervention or challenge an automated decision.

8. Complaints If you are unhappy with any aspect of our handling of your personal data you can contact us at the postal address or email address in paragraph 1 of this privacy notice. You are also entitled to lodge a complaint with the ICO using ico.org.uk/concerns.

9. Cookies A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. For more information about how we use Cookies please click here.

10. Security We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

11. Third party websites Our website contains links to other websites that are outside our control and are not covered by this privacy notice. If you access other websites using the links provided, you should read their privacy notices, which may differ from ours.

12. Changes to this privacy notice We may change this privacy notice from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. If we change any of the reasons for collecting your personal data set out in this privacy notice we will also contact you using your email address (and you will receive this email even if you have not subscribed to receive marketing emails).

This policy is effective from 29 January 2024.