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Privacy Policy

Partnership Hotels / Odney Club Privacy Policy

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About this Notice

 

The Odney Club ("We", "Us", "Our") is committed to protecting your privacy and ensuring your personal information is handled safely and responsibly. This notice outlines how we collect, use, and protect your data when you:

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Data Controller: The Odney Club, Odney Lane, Cookham, Berkshire, SL6 9SR (Company Registration No. 233462).

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Use of Cookies and Tracking Technologies

 

Like most websites, we use cookies and similar tracking technologies. Cookies are small data files placed on your device. We use them to help you personalise your online experience and track website performance.

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Your Consent is Required: We use strictly necessary cookies (required for the website to function) and non-essential cookies (for analytics and performance). We do not block access to our website if you decline non-essential cookies.

We use a cookie management platform on our website to allow you to actively set your preferences. You can update your choices at any time.

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Details of Cookies Used

 

  • Strictly Necessary Cookies: Provided by Wix and ResDiary. Their purpose is to allow basic site function, security, session management, and the booking widget to load. These are First-Party cookies with various expiry times (including session-based).

  • Performance & Analytics Cookies: Provided by Wix Analytics. Their purpose is to collect anonymous data on how visitors use our site (e.g., page views) to help us improve the website experience. These are First-Party cookies with various expiry times.

  • Third-Party Cookies: Such as Google Analytics. These are used if we enable additional Google tracking for deeper usage analysis. These are Third-Party cookies that typically expire after 2 years.

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Opting Out: Most browsers automatically accept cookies, but you can delete existing cookies and manage future acceptance via your browser settings. If you choose to restrict or delete cookies, this may affect the functionality of some parts of our website.

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Collection of Personal Data

 

We collect information from you when you make a booking, visit the restaurant, become a member, or sign up for marketing emails.

 

Data Categories and Lawful Basis (GDPR)

 

  • Contact & Booking Data: Examples include Title, Name, Email, Address, Phone Number, and Billing Information (for deposits/no-shows).

    • Lawful Basis: Contract (To fulfil your booking/membership request).

  • Special Category Data: Examples include Dietary requests and allergies.

    • Lawful Basis: Explicit Consent (Given by you at the point of booking, to ensure your health and safety while dining).

  • Membership Details: Examples include Membership status, loyalty information, and communication preference.

    • Lawful Basis: Contract (To administer your membership benefits and services).

  • Technical Data: Examples include IP address, device type, browser information, and access times.

    • Lawful Basis: Legitimate Interest (To secure the website, ensure network security, and improve our services).

  • Marketing Preferences: Whether you opt-in or opt-out of marketing communications.

    • Lawful Basis: Consent (Voluntarily given by you to receive promotional emails).

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How Your Information is Used and Shared

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We use your personal data to understand your needs and provide you with better service.

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Purposes and Third Parties

 

  • Booking Fulfilment: To process your reservation, send booking confirmations, and manage table allocation.

    • Third-Party Recipient: ResDiary (for online booking management).

  • Membership & Service: Internal record keeping and providing service updates related to your membership.

    • Third-Party Recipient: None (Internal Processing).

  • Marketing Communications: To send you updates, promotions, and relevant information only if you have opted in.

    • Reminder: You are receiving this because you purchased Odney membership and/or opted into marketing during a hotel booking.

    • Third-Party Recipient: Mailchimp (our email marketing provider).

  • Customer Insight: To analyse your preferences (profiling) to customise the website and tailor our marketing messages to you.

    • Third-Party Recipient: Odney Club/Restaurant Affiliates.

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Sharing Data: We will not sell, distribute, or lease your personal information to third parties for marketing purposes unless you have expressly permitted us to do so. We only share data with service providers (like ResDiary or Mailchimp) where necessary to deliver our services.

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Data Storage and Security

 

  • Retention: We keep your personal data only as long as necessary. Data for marketing purposes is typically kept for 5 years after your last interaction, and booking information for 3 years, allowing us to track customer loyalty and manage historical records.

  • Security: We take suitable measures to safeguard and secure data collected through our Site. For reservations, ResDiary stores data securely in data centres managed by Microsoft Azure.

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Your Choices and Rights

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You have certain rights regarding the personal information we hold about you. We will require evidence of your identity before acting on your request and will respond within one calendar month.

  • Right of Access: You can ask for a copy of the personal information we hold about you.

  • Right of Rectification: You can have inaccurate, out-of-date, or incomplete data updated or corrected.

  • Right of Erasure: You can request that we delete your personal information in certain circumstances (e.g., withdrawing consent).

  • Right to Object/Restrict: You can object to or restrict how we process your personal information.

  • Right of Data Portability: You can receive your data in a structured, commonly used format for transfer to another party.

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Withdrawing Consent: You have the right to withdraw your consent to us using your personal data at any time (e.g., unsubscribing from marketing). All rights requests should be sent via the contact emails below.

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Contact and Complaints

 

If you have any questions, concerns, or wish to exercise any of your rights, please contact us at:

General Enquiries: hotelsmarketing@johnlewis.co.uk

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Complaint: If you are not satisfied with how we are processing your data, you can lodge a formal complaint by emailing:

Complaint Email: hotelsmarketing@johnlewis.co.uk

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If you remain dissatisfied after our response, you have the right to lodge a complaint with the UK's supervisory authority:

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The Information Commissioner’s Office (ICO):

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