Privacy Policy
Last updated: 4 October 2026
This policy explains what personal information we collect when you use this website or our services, why we collect it, who we share it with, how long we keep it and the rights you have. It applies to clients, guests, people who make an enquiry, partners who request information and people who apply to work with us.
1. Who we are
Private Dining Experience is a trading name of PDE Catering Ltd, a company registered in England and Wales (company number 14610813). Our registered office is 853-859 Salisbury House, 29 Finsbury Circus, London EC2M 5QQ.
PDE Catering Ltd is the controller of your personal information. If you have a question about this policy or your information, email hello@privatediningexperience.com or call 020 3962 0603.
2. Information we collect
We collect information you give us, information created when you use our services, and some information automatically when you use the website.
| When | What we collect |
|---|---|
| Enquiry and booking forms | Name, email, phone number, preferred contact method and time, the service you want, event date and time, number of guests, event postcode or location, what you are celebrating, budget per head, dietary requirements, menu preferences, special requests and how you heard about us. For corporate enquiries, your company name and job title. |
| Contact form | Name, email, phone number and your message. |
| Partnership pack requests | Your name, agency name, work email, phone number (optional), roughly how many clients you place each year (optional) and your agreement to be contacted. |
| Job applications | Name, email, phone number, cover message and your CV. |
| Bookings, menus and events | Event details, agreed menus, guest names, guest dietary and allergy information, timings, venue access notes and any notes you share with us so we can deliver the event. |
| Invoices and payments | Billing name, contact details, invoice amounts and payment status. Card payments are taken by Stripe. We do not see or store your full card number. |
| Feedback | Your rating, comments and, if you choose to give them, your name and contact details. |
| Calls, emails and messages | Records of emails, phone calls and WhatsApp messages with our team, including call logs and notes. |
| When you submit a form | Your IP address and the approximate city, region and country we look up from it, the page you submitted the form from and any campaign tags in the link you followed (UTM source, medium and campaign). If you allow analytics cookies, also the page you first landed on in that visit. |
| When you browse the website | The pages you visit, the full page address and the referring website. If you allow analytics cookies, analytics and session-recording tools also collect device, browser and usage information. See our Cookie Policy. |
3. Dietary, allergy and health information
Allergy and medical dietary information is health data. A preference such as halal or kosher can also reveal religious belief. The law treats this as special category data.
We only ask for it so we can plan and prepare food safely for you and your guests. We use it on the basis of your explicit consent when you give it to us, and we share it only with the chefs and team members working on your event. If you give us information about your guests, please make sure they are happy for you to do so. You can withdraw consent at any time, but we may then be unable to cater safely for that guest.
4. How we use your information and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to your enquiry, preparing a proposal and arranging a consultation | Steps taken at your request before entering a contract |
| Delivering a booking or contract, including menus, staffing and event logistics | Performance of a contract |
| Invoicing, taking payment and keeping accounting records | Performance of a contract and legal obligation |
| Catering safely for allergies and dietary needs | Explicit consent (special category data) |
| Sending a partnership pack and discussing a referral partnership | Consent, which you give on the form, and our legitimate interest in developing partnerships |
| Considering job applications | Steps taken at your request before entering a contract, and legitimate interests |
| Keeping records of enquiries in our CRM, following up and understanding which pages and campaigns lead to enquiries | Legitimate interests in running and growing our business |
| Protecting forms from spam and abuse, and keeping the website secure | Legitimate interests |
| Website analytics, session recording and marketing tools | Consent, given or refused by category in our cookie window. Nothing optional runs until you choose |
| Sending marketing emails | Consent, or our legitimate interests for existing clients where the law allows. You can opt out at any time |
| Complying with the law and dealing with disputes or claims | Legal obligation and legitimate interests |
5. Who we share your information with
We do not sell your personal information. We share it only where we need to, with:
- The chefs, front-of-house staff and team members working on your enquiry or event. Some are self-employed and work under confidentiality obligations.
- The agency or partner who introduced you, where you came to us through a referral, so they know the introduction was received.
- Our professional advisers, insurers, banks and, where required, HMRC, the police or other authorities.
- Service providers who process information for us, listed below.
| Provider | What they do for us |
|---|---|
| Supabase | Database, file storage (including CVs and event photos) and the server functions that run our forms |
| Lovable | Website hosting and build platform, and the AI tools our team uses to read documents such as menus, contracts and guest lists |
| Cloudflare | Turnstile security check on our forms, and parts of the hosting network |
| Resend | Sending emails, such as enquiry confirmations and partnership packs |
| HubSpot | Customer relationship management, meeting booking and, if you allow marketing cookies, website tracking |
| JustCall | Business phone calls and call records |
| Stripe | Card payments and payment links |
| Hubdoc (Xero) | Bookkeeping and invoice records |
| ipwho.is | Looking up the approximate location of the IP address that submitted an enquiry |
| Tag Manager, Analytics, Maps, Fonts and our Google reviews | |
| Microsoft Clarity, Lucky Orange and DataFast | Website analytics, heatmaps and session recordings |
| Trustpilot | Displaying our reviews |
| Adobe Fonts | Website typefaces |
| Meta (WhatsApp and Instagram) | If you choose to message us on WhatsApp, and Instagram posts shown on our campaign pages if you allow external content |
6. International transfers
Some of our providers store or access information outside the UK, for example in the European Economic Area or the United States. Where this happens, we rely on UK adequacy regulations, or on safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses offered by those providers.
7. How long we keep your information
We keep personal information for up to six years from our last contact with you or the end of your booking or contract. This covers enquiries, bookings, dietary and allergy information, partnership requests and job applications.
Invoices and payment records are kept for six years from the end of the financial year they relate to, as HMRC requires. Website analytics data is kept for the period set in each tool, as explained in the Cookie Policy.
You can ask us to delete your information sooner. We will do so unless we need to keep it by law or to deal with a claim.
8. How we protect your information
Access to client and guest information is limited to the team members who need it, behind individual logins with role-based permissions. Our forms use a security check to block automated abuse, and our providers use encryption in transit. No system is completely secure, so please contact us straight away if you think your information has been put at risk.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to restrict how we use your information
- object to our use of your information where we rely on legitimate interests, including for marketing
- ask us to transfer information you gave us to another organisation
- withdraw consent at any time, where we rely on consent
To use any of these rights, email hello@privatediningexperience.com. We will reply within one month. There is usually no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
10. Cookies
We use cookies and similar technologies on this website. Our Cookie Policy explains which ones, what they do and how to control them.
11. Children
Our website and services are for adults. We do not knowingly collect information directly from anyone under 18. Where a parent or guardian gives us details of a child's dietary needs for a children's menu, we use them only to cater for that child.
12. Changes to this policy
We will update this policy when our services or the tools we use change. The date at the top shows when it was last updated.