Privacy notice.

Who to contact

Willow & Ram handles enquiries sent to Jennifer@willowandram.co.uk. For a question about this notice, a request about your personal information, or a data protection complaint, email that address or call 01925 295999. The venue is on High Street, Newton-le-Willows, WA12 9SL.

What we use and why

• Private hire enquiries: your name, email, optional phone number, proposed event details and anything you write to us. We use these to respond, discuss availability and arrangements, and keep a record of the conversation. The lawful basis is taking steps at your request before an agreement; for general follow-up and managing enquiries, our legitimate interest in running the venue.
• Direct contact: if you email or call, we use the contact details and message you provide to reply and deal with the request. The lawful basis is your request before an agreement or our legitimate interest in handling correspondence, depending on the subject.
• Parking directions: if you choose to enter a postcode, tap the map, or use your current location, the map uses that location to show a walking route and time. We do not save your parking location or track you in the background. OpenStreetMap map tiles, Postcodes.io postcode lookup and Valhalla routing may receive the location needed to provide the route. Device location is used only after you grant browser permission.
• Website delivery: the hosting service may process an IP address, browser and device details, requested pages and security logs to deliver and protect the site. The lawful basis is our legitimate interest in operating a reliable and secure website.
• Event updates: if you sign up, we store your email address, selected topics, selected events and confirmation time to record your choice. Confirm your preferences using the email we send before updates are activated. Day-before reminders are sent at 9am Europe/London for selected events, including recurring weekly events; the weekly newsletter is separate and optional. When email delivery is connected, newly approved events are emailed automatically to subscribers who selected New events. You can unsubscribe through any update email or ask us to remove your address through the contact details above. We use your consent for event marketing and can connect this list to the venue’s chosen email service when configured.
• Events: if the venue connects its Instagram account, the site reads public posts from that account to prepare event drafts for venue approval. Visitors' Instagram accounts are not connected to this site. The venue's authorisation token is stored encrypted for this feature.

The private hire form stores your enquiry securely and, when email delivery is connected, notifies Jennifer@willowandram.co.uk. Name, email and a short description are needed to answer an enquiry; the other fields are optional.

Who receives information

Our website host processes technical data needed to serve the site. Your email provider and ours process messages you send. Our booking provider, event organisers, Instagram, Google Maps and linked menu host run their own sites when you choose to follow those links; their notices apply there. This site also requests fonts from Google when a page loads, so Google may receive technical request information such as your IP address. We do not sell enquiry details. Event update sign-ups are used only for the updates selected.

Some providers may process information outside the UK. Ask us for details of the providers and safeguards relevant to your information.

How long we keep it

We keep enquiries while arranging or answering them, then only for as long as needed for the resulting booking, accounting requirements, a complaint or a legal claim. Unneeded enquiries are removed during routine mailbox reviews. Technical logs are held by the hosting provider according to its operational and security retention settings. The Instagram connection lasts until disconnected or its authorisation expires; its token is replaced or deleted when no longer needed. You can ask us for the applicable retention details for a particular record.

Private-hire enquiries

When you submit a private-hire enquiry, your contact details and event requirements are stored in the venue’s private website inbox. Authorised staff use them to respond and arrange your requested booking. Where enabled, the email provider sends a notification to the venue’s configured recipients. This does not subscribe you to marketing. Unneeded enquiries are deleted during staff reviews; related booking records may be retained for accounting or legal requirements. Please avoid including sensitive personal information in the message.

Your choices and rights

Depending on the circumstances, you can ask to see, correct, delete or restrict use of your information, object to processing based on legitimate interests, or ask for information you provided in a portable form. Email Jennifer@willowandram.co.uk with your request. We may need to verify your identity. You can also complain to us first, and you have the right to complain to the Information Commissioner’s Office.

Cookies and changes

Read the cookie notice for details of site cookies. We will update this notice when the site's services or data use changes.

Optional website analytics

With your permission, we record page views, a random tab session identifier, broad traffic source, device category and booking, phone and email link clicks. We do not include names, contact details, IP addresses or full referrer URLs in analytics events. Aggregate figures are available to authorised venue staff through a passcode-protected dashboard. This dashboard also counts saved private hire enquiries without showing their personal details. See the cookie policy to change your analytics preference.