Who we are

The Crooked Swan is operated by Swan Out Ltd (“we”, “us”), of The Crooked Swan, 4 Church Street, Crewkerne, Somerset, TA18 7HR. We are the data controller for the personal information described here.

Company registration number: [TO CONFIRM: company registration number].
Registered office: [TO CONFIRM: registered office address, if different from the pub].
ICO data protection register entry: [TO CONFIRM: ICO registration number — and confirm the annual data protection fee is paid].

You can reach us about anything on this page by email at info@crookedswan.com, by phone on 01460 208414, or by post at the address above. We have not appointed a data protection officer — we are not required to — so your message comes to the people who run the pub.

This notice covers this website and the enquiries, sign-ups and room bookings that come through it.

What we collect, and why

Joining our mailing list

Your email address, the fact that you ticked the consent box, and the date, time and page you did it from. We keep that record so we can show you agreed — and so we never email anyone who did not.

Enquiries

Whatever you tell us when you get in touch about a table, a party, a wedding, private hire or a package: your name, phone number or email, the dates and numbers you have in mind, and any details of the occasion. If you tell us about dietary requirements, allergies or access needs, we use that only to look after you properly during your visit, and we do not keep it any longer than we need to.

Room bookings

Your name, contact details, billing address, the dates and room booked, and any requests you make. Bookings are taken through a third-party booking system (see below), which handles the card payment — we do not receive or store full card numbers from the website.

Using the website

Our website host keeps standard server logs (IP address, browser, pages requested) to keep the site running and secure. We do not use those logs to build a profile of you.

Our lawful bases

Consent — marketing emails. You can withdraw it at any time, using the unsubscribe link on every email or by replying to us.
Contract — taking, confirming and delivering a room booking, a private hire or a gift voucher.
Legitimate interests — replying to an enquiry you sent us, keeping the website working and secure, and preventing fraud and abuse.
Legal obligation — keeping accounting and tax records.

Marketing emails

We only add you to our mailing list if you tick the box and ask us to. Booking a room, eating here or sending an enquiry does not put you on the list. Every email we send has a one-click unsubscribe, and we will act on it straight away.

Who else handles your information

Our website host — the website is hosted and delivered by Cloudflare, which handles your IP address and the details of your request in order to serve the pages to you and to keep the site secure.
Our forms and email platform — when you send us an enquiry or join our mailing list, what you type is passed to Brevo, which delivers your message to us and holds our mailing list.
Our spam check — the forms on this site are protected by Cloudflare Turnstile, which checks that a submission comes from a person rather than a bot. It does not track you across other websites.
The room booking system — room bookings are processed by a third-party booking provider. When you click through to check availability you leave this website for direct-book.com, and that provider’s own privacy terms apply to what happens there. [TO CONFIRM: name the booking provider and link its privacy policy — and update this if the engine changes.]
Google Maps — the Find Us page embeds a Google map. Loading that map contacts Google, which may set cookies or store data in your browser under its own privacy policy. Our address and phone number are printed next to the map, so you never need to load it.
Our email provider — handles the messages you send us and the replies we send you.

We do not sell your personal information, and we do not share it for anyone else’s marketing.

Cookies and analytics

This website does not currently run any analytics, and sets no analytics or advertising cookies of its own. No measurement ID is configured, so no analytics script loads, no request is made and no cookie is set. The only third-party content that can store anything in your browser is the embedded Google map on the Find Us page, and the booking system once you have left our site for it.

[TO CONFIRM: if Google Analytics is switched on (a measurement ID added to the site settings), this notice must be updated before that goes live — analytics cookies require consent under the Privacy and Electronic Communications Regulations, which means adding a consent mechanism as well as changing this page.]

How long we keep it

Mailing list — until you unsubscribe, or until we tidy the list of addresses that have not opened anything for a long time.
Enquiries that do not lead to a booking — [TO CONFIRM: retention period for unsuccessful enquiries].
Bookings, functions and payment records — six years, because HMRC requires us to keep business records for that long.
Consent records — for as long as we rely on the consent, and a reasonable period afterwards so we can show we had it.

Where your information is held

Wherever we can, we use suppliers who store data in the UK or the European Economic Area. Some of the services above are provided by companies based outside the UK; where your information is transferred out, we rely on the safeguards allowed by UK data protection law. [TO CONFIRM: list which suppliers transfer data outside the UK/EEA and on what safeguard, once the final supplier set is fixed.]

Your rights

Under UK data protection law you have the right to:

ask what we hold about you, and get a copy;
have anything wrong corrected;
ask us to delete information we no longer need;
ask us to restrict how we use it, while a question is sorted out;
object to us using it on the basis of our legitimate interests;
ask for a copy in a portable format, where it was given with your consent or under a contract;
withdraw your consent to marketing at any time, without giving a reason.

Ask us by email at info@crookedswan.com or by phone on 01460 208414. It costs you nothing, and we will reply as quickly as we can — and in any case within one month.

If you are not happy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first, so we can put it right.

Children

This website is not aimed at children, and we do not knowingly collect information from them. Children are, of course, very welcome in the pub.

Changes to this notice

If we change how we handle your information — for instance when analytics or a mailing platform is switched on — we will update this page and change the date at the top.

Privacy notice