Rhapsody Wine Bar Privacy Policy
Who we are
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This Privacy Policy explains how Rhapsody Wine Bar collects, uses and shares personal data when you visit our website, make a reservation, place an order, attend our events, or otherwise interact with us.
Controller: KGT (SW) Ltd, 6 Denmark Street, Bristol, BS1 5DQ
Contact: info@rhapsodybristol.co.uk
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Quick summary
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• We only collect the personal data we need, for clear purposes, and keep it secure.
• Typical data we collect: contact details, booking details, order history, payment information (processed securely by our payment provider), and website usage data (e.g., cookies/analytics).
• Legal bases include: performing a contract (e.g., taking a booking), our legitimate interests (running and improving our services, preventing fraud), consent (e.g., email marketing, non‑essential cookies), and legal obligations (e.g., tax, accounting).
• We share data with trusted service providers (e.g., website hosting, booking and payments platforms, email marketing) and authorities when required by law.
• You have rights under UK data protection law, including to access, correct, delete, and object to certain processing. See “Your rights” below.
Personal data we collect
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We may collect and process the following categories of personal data:
• Identity and contact information (e.g., name, email, phone).
• Booking and order information (e.g., reservation date/time, party size, dietary notes you choose to provide, purchases, receipts).
• Payment information (processed by our payment provider; we typically receive only limited confirmation data).
• Marketing preferences and communications you send us.
• Event participation (e.g., tastings or private hires).
• Website and device data (e.g., IP address, browser type, pages viewed, cookies and similar technologies).
• Premise visits : Wi‑Fi connection logs, and CCTV for safety and security we use it only if police or other government authorities require, we retain the details for 3 months.
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How we collect data
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• Direct interactions: forms on our website, email, phone, in‑venue sign‑ups, reservations and orders.
• Automated technologies: cookies, pixels and similar technologies on our website (see “Cookies”).
• Third parties: booking/reservation platforms, payment providers, delivery partners, marketing platforms and social media (when you choose to interact with us there).
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Why we use your data (legal bases)
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We use personal data only where UK GDPR permits:
• To provide our services and operate our website (performing a contract or taking steps at your request).
• To manage reservations, orders, events, and customer service (contract; legitimate interests).
• To send service messages (e.g., booking confirmations) (contract; legitimate interests).
• To send marketing you’ve opted into or where permitted by the “soft opt‑in” under PECR for similar products/services (consent or legitimate interests; you can opt out at any time).
• To keep our website, premises and customers safe, prevent fraud and enforce our rights (legitimate interests; legal obligations).
• To comply with legal and tax obligations (legal obligation).
• With your consent for non‑essential cookies/analytics and for certain communications where consent is required (consent).
Sharing your data
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We share personal data with:
• Service providers acting on our instructions (e.g., website hosting, IT support, booking/reservation platforms, payment processors, delivery, email and newsletter platforms, analytics).
• Professional advisers (e.g., accountants, lawyers) and authorities or law enforcement where required.
• Third parties you authorise us to share with (e.g., when you link your social media or use a third‑party booking tool).
International transfers: Where data is transferred outside the UK/EEA, we use appropriate safeguards (e.g., UK International Data Transfer Agreement/Clauses) where required by law.
How long we keep your data
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We keep personal data only for as long as necessary for the purposes set out in this notice, including to satisfy legal, accounting or reporting requirements. Typical periods (you may tailor these):
• Reservation and order records: usually [24 months] after your last interaction.
• Marketing contacts: until you unsubscribe or after [24 months] of inactivity.
• CCTV and Wi‑Fi logs (if used): typically [30 days] unless needed for an incident.
• Financial records: at least [6 years] as required by law.
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Cookies and analytics
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Our website uses cookies and similar technologies. Essential cookies are necessary for the site to function. Non‑essential cookies (e.g., analytics, performance, marketing) are used only with your consent. You can manage your preferences at any time via our cookie banner or your browser settings. For more information, see our Cookie Notice (or the cookie table on our website).
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Keeping your data secure
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We use technical and organisational measures appropriate to the risk, including encryption in transit, access controls and staff training. No system is 100% secure; we encourage you to use unique, strong passwords where relevant and notify us promptly if you suspect any misuse of your data.
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Your rights
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You have rights under UK data protection law, including to:
• Access your personal data and receive a copy.
• Correct inaccurate or incomplete data.
• Delete your data in certain circumstances.
• Restrict or object to certain processing, including direct marketing.
• Port data to another provider where applicable.
• Withdraw consent at any time where processing is based on consent.
To exercise your rights, contact us using the details above. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
Children
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Our services are intended for adults. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.
Changes to this notice
We may update this notice from time to time. Any changes will be posted on this page with a new “Last updated” date.
Last updated: 19 August 2025
Contact us
Questions or requests about this Privacy Policy? Contact: info@rhapsodybristol.co.uk, or write to: Rhapsody Wine Bar, 6 Denmark, Bristol, BS1 5DQ.