1. Welcome & Scope of Policy
At Four Wind Catering ("we", "us", "our", or "the Company"), we operate bespoke catering, private dining, corporate gala arrangements, and luxury culinary experiences throughout Northern Ireland and the United Kingdom. We are committed to safeguarding the personal data entrusted to us by our clients, guests, vendor partners, and website visitors.
1.1 Policy Applicability
This Privacy Policy applies to all personal information collected via our website (fourwindcatering.com), booking forms, custom quote estimators, tasting session registrations, event consultation surveys, and direct telephone or written correspondence.
1.2 Commitment to Confidentiality
We handle all guest dietary requirements, venue security specifics, VIP attendee details, and personal event schedules under strict confidentiality protocols complying with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
2. Information We Collect
Depending on how you interact with our culinary consultancy and digital platform, we collect information across several distinct categories:
2.1 Information You Provide Directly
- Identity & Contact Data: Full name, marital title, business entity name, billing address, contact phone numbers, and verified email address.
- Event & Booking Information: Event date, selected venue destination, guest headcount, table styling preferences, theme specifications, and sommelier pairing selections.
- Dietary, Allergen & Health Data: Severe food allergy disclosures (e.g., celiac, peanut, shellfish, dairy), religious dietary observances (e.g., Halal, Kosher-certified provisioning), and vegan/vegetarian accommodations.
- Billing & Payment Credentials: Transaction history, invoice billing addresses, bank transfer confirmations, and encrypted payment card authorization tokens (we never store raw CCV/CVV codes).
2.2 Automatically Collected Technical Data
- Device & Browser Identifiers: IP addresses, operating system version, browser type, screen resolution, and preferred locale settings.
- Navigational Analytics: Time spent reviewing seasonal menus, interaction with the interactive cost estimator, referral source URLs, and scroll depth on dish portfolios.
- Cookie & Local Storage: Essential session tokens and persistent client preference flags.
2.3 Third-Party & Partner Sources
We may receive verified data from accredited wedding planners, event venue coordinators, corporate booking agents, and partner luxury estates when organizing dual-service banquet execution.
3. How We Use Your Data
3.1 Culinary Execution & Service Delivery
To prepare custom food and beverage menus, manage kitchen mise-en-place scheduling, coordinate on-site waitstaff logistics, and execute cross-contamination safeguards.
3.2 Commercial & Contractual Management
To generate detailed quotation estimates, issue legally binding catering agreements, process security deposits, and produce post-event itemized reconciliations.
3.3 Communications & Customer Support
To confirm menu tasting dates, coordinate logistical site visits with venue directors, and address inquiries submitted via our web portals.
3.4 Quality Assurance & Legal Compliance
To maintain statutory food safety incident records, fulfill HMRC tax reporting mandates, and analyze web service performance.
4. Legal Bases for Processing (UK GDPR)
| Processing Activity | Data Type | Legal Basis (Article 6 / 9) |
|---|---|---|
| 4.1 Catering Contract Performance | Contact, Address, Event Logistics | Contractual Obligation (Art. 6(1)(b)) |
| 4.2 Food Allergen Management | Health & Severe Allergens (Special Category) | Explicit Consent & Vital Interests (Art. 9(2)(a)/(c)) |
| 4.3 Invoicing & Tax Audits | Financial, Billing, Transaction Records | Legal Statutory Obligation (Art. 6(1)(c)) |
| 4.4 Website Optimization & Security | IP Addresses, Diagnostic Log Files | Legitimate Business Interests (Art. 6(1)(f)) |
6. Data Security & Retention Policies
6.1 Technical Safeguards
All digital transmissions on our platform are encrypted in transit via Transport Layer Security (TLS 1.3). Digital files are protected behind enterprise-grade firewalls with role-based access limitation.
6.2 Data Retention Durations
- Event Invoices & Fiscal Ledger: Retained for 6 tax years in compliance with HMRC requirements.
- Allergen & Guest Dietary Disclosures: Securely purged 90 days following event conclusion.
- General Inquiries & Unconfirmed Quotes: Archived or removed after 12 months of inactivity.
7. Your Statutory Rights (GDPR / Data Protection Act)
Under applicable data protection legislation, you are entitled to exercise the following rights regarding your data:
7.1 Right to Access
Request a full copy of the personal data we maintain about you.
7.2 Right to Rectification
Request immediate correction of erroneous or outdated records.
7.3 Right to Erasure ("To Be Forgotten")
Request permanent deletion of non-statutory data.
7.4 Right to Data Portability
Obtain your structured records in machine-readable JSON/CSV format.
8. Children's Privacy
8.1 Underage Inquiries: Our online services and quotation forms are directed to adults aged 18 and over. While we provide children's menus and bespoke family catering at events, all child allergy information and details must be provided directly by an authorized parent or legal guardian.
9. Contact & Data Protection Officer
To submit a formal Subject Access Request (SAR), lodge an objection, or request clarification on our data policies: