Guests using the Order & Pay App

Greene King Companion App Colleague BETA Privacy Notice

This notice tells you what we do with the information you give us, where and how we collect it, how we keep it secure and what to do if you have any concerns.

Data Controller

'Greene King', ‘we’, ‘us’ and ‘our’ are references to Greene King Brewing and Retailing Limited, who is the data controller in respect of this application (app) and the processing described in this notice. Our ICO registration number is ZA054235. We have appointed a data protection officer whose contact details are provided at the end of this notice.

Why we process your information

When you use the App

As we build and develop the app, we need to monitor how users interact with it. This helps us to validate our approach, design and deployment and make improvements or changes as required. This will help us develop the best app for our customers to use.

When you Create an Account

You can create an account in the App; data entered by you and captured by the app (including new permissions presented to you, such as the app-level email consent) will be collected and held until we have completed technical build.

We will retain your app account data for the longevity of your account, or up until 26 months after the date of your last interaction with us. Within your account settings, you can select the delete account functionality, which will delete all data relating to this app. You can delete your account within the Order & Pay app by following the same steps within that app.

When you Sign up for Marketing

If you have an existing Order & Pay account and register a new account with the same email address as your Order & Pay account, the marketing settings in your Order & Pay account will apply. If your Order & Pay account is set to opted out, you will not receive marketing. If your Order & Pay account is set to opted in, you will continue to receive marketing, and you will receive new brand marketing if you complete a purchase within a new brand.

To adjust this:

- Navigate to your account within the Order & Pay app. If you want to receive marketing, toggle the switch to ‘on’. If you do not want to receive marketing, toggle the switch to ‘off’;
- Alternatively, please unsubscribe from any of the communications we send to you by following the steps at the bottom of the email that you receive.
If you do not have an existing Order & Pay account, and you do not give us permission within this app, you will not receive any marketing once the technical build is complete.

When you Book a Table

We will use the information you provide to make and confirm your booking. We will record your IP address so we can check if the booking is likely to be genuine.

If you make a group booking and provide us with the contact details of other people in your party, we will use these to communicate important information about the booking. Please ask their permission first.

If you tell us about dietary preferences, allergies, food intolerances or special access needs, we will use this information to help us look after you and anyone else in your party. If you provide us with information about birthdays, anniversaries or other celebrations that you want to commemorate during your visit, we will use this information to help make your celebration as special as possible. If you give us permission to do so, we will use this information to send you a reminder to book again when your next birthday or anniversary is almost due.

If you’re making a booking on behalf of a work colleague, we will ask for information about your organisation and the guest, so that we can invoice and bill the correct party.

Booking information that you provide directly to a venue is normally held for 1 year from the end date of the booking. Some of our venues use a booking diary, which is retained for 2 years from the end of the calendar year.

Contractual paperwork relating to bookings is kept for 2 years after the contract has concluded.

When you make a booking online, we keep booking information for 12 months from the date of your last booking. However, if you opt in to receive direct marketing, this period is extended.

Making a Payment and Redeeming Vouchers

We will use the information you provide when paying via Apple Pay and Google Pay to process your payment or refund. We do not keep records of payment card details. We retain this data for 6 years from the date of the transaction.

If you wish to use your staff discount, you will need to confirm the voucher code and your staff details for the discount to be applied.

How we collect your information

In addition to the information you give us directly, when you download and use the app, we will:

- Assign a unique Device ID to your device. This allows for communication between different systems and is not used for any other purpose;
- Collect event data, which enables us to collect information about the activity you do in app, such as page views, buttons clicked etc.;
- Deploy Google Analytics (GA). We combine the data from GA with the event data, above, to ensure the app is functioning;
- Deploy Instabug. This is a piece of in-app software and applicable to Colleague releases only. This will allow users to provide feedback and flag bugs or issues. If you flag an issue using Instabug, we will ask you to enter your name and work email so we can engage with you if we need. Instabug also collects other data, such as which help developers trace bugs easily, including device and system details, location information and event details prior to the issue occurring. If you want more information, please see https://docs.instabug.com/

Your participation in the Colleague BETA is not mandatory. When you choose to participate, under the Data Protection Act 2018 the lawful bases we rely on for processing this information is:

- Legitimate interest - we process your data to help us understand user interaction and app functionality so we can make improvements where required.
- Consent – when you choose to create an account, you have given us your consent to process the data required to manage your account. If you have an existing account in the Order & Pay app and you have given us your consent to receive marketing, your Order & Pay account settings will apply in the new app (please see When you Sign up for Marketing)
- Contract – when you make a booking, a payment, request a refund, use a voucher, or when we send you service-related communications, we process data to set up the contract, provide the services to you and notify you of any important changes to them.


How we store your information

Your information is securely stored within Greene King’s GA instance, presented in a non-identifiable format. Data received as part of an Instabug engagement will be stored in our Instabug instance for 90 days after we have fixed the issue raised. If you create an account within the new app, the data will be stored in Okta. If you complete an order through the new app, Zonal will pass the data to Greene King for storage within our systems and be retained as described above.

Data Sharing

Other organisations who help us to provide our products and services
We work with a third-party suppliers and service providers. Many of these organisations process personal data to provide products or services to us, or on our behalf.

The categories of recipients include:

- Our app development partner;
- Technology partners who provide account functionality, create orders for goods and products, and help us administer purchases.

International data transfers

Some of our third-party processors operate outside of the UK. Under these circumstances, before your personal data is transferred outside the UK, we implement at least one of the following safeguards:

- We work with suppliers who have signed up to the Data Privacy Framework (DPF);
- Carry out Risk Assessments to ensure there is a suitable level of protection for your personal data
- Put appropriate controls in place to ensure your personal data has a suitable level of protection where the recipient country is not deemed as adequate, for example standard contractual clauses or encryption.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - you have the right to ask us for copies of your personal information.
Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - you have the the right to object to the processing of your personal information in certain circumstances.
Your rights relating to automated decision making - if you want to object to or find out more about an automated decision which affects you, please contact dataprotection@greeneking.co.uk

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at dataprotection@greeneking.co.uk if you wish to make a request.

How to complain

You always have the right to make a complaint to a data protection authority. In the UK, that’s the Information Commissioner’s Office (ICO). You can find guidance on making a complaint on the ICO’s website.

If you want to find out more information about your rights, please refer to the information on the ICO’s website or contact the data protection team by emailing dataprotection@greeneking.co.uk

Our contact details

Name: Greene King Retail Services Limited
Address: Westgate Brewery, Bury St Edmunds, Suffolk IP33 1QT
Phone Number: 01284 763222
E-mail: dataprotection@greeneking.co.uk

This notice has been updated for the next release on 12th March 2024.