Privacy Policy

Last updated: 31 August 2026

This policy is a plain-English starting point, not legal advice. We’d recommend a solicitor reviews it — particularly the international transfers and data processing sections below — before you rely on it as your final published version.

Who we are

PubSuite is operated by Darwen Pub Co Ltd (trading as PubSuite), a company registered in England and Wales under company number 16420301, with its registered office at 253 Bolton Road, Darwen, England, BB3 2PG (“PubSuite”, “we”, “us”, “our”). You can contact us at pubsuite@spinnersdarwen.com.

Scope of this policy

This policy covers two things: visitors to this website (pubsuite.app), and the people who sign up for and use PubSuite on behalf of a pub, bar or restaurant (“Venues”) — venue owners, managers and staff with a login.

It does not cover a Venue’s own customers — the guests who make a table booking. Each Venue using PubSuite has its own privacy notice, specific to that business, published at their own address (for example yourvenue.pubsuite.app/privacy) and linked from every booking form. For that guest data, the Venue is the data controller and PubSuite acts as their data processor — see “How we handle data on a Venue’s behalf” below.

What we collect, and why

If you sign up for or use PubSuite

Name, email address, phone number (if given), and your business’s details (venue name, address). Used to create and run your account, provide the service, bill you, and respond to support requests — necessary to perform our contract with you.

Payment details

We use GoCardless to collect subscription payments by Direct Debit. We never see or store your full bank account details ourselves — GoCardless collects and holds those directly, under their own privacy policy.

If you contact us or visit this website

Whatever you tell us in an email or enquiry, and ordinary web server logs (IP address, browser type, pages visited) generated automatically by visiting pubsuite.app. Used to reply to you and to keep the site running securely — our legitimate interest in operating our business.

How we handle data on a Venue’s behalf

Once a Venue is using PubSuite, we process personal data that belongs to their business as a data processor, on their instructions — mainly their guests’ booking details and their own staff’s HR/rota data. We only use that data to provide the service, keep it secure, and as the Venue itself directs; we don’t use it for our own marketing, and we don’t sell it. A written data processing agreement covering this is available on request.

Who we share data with

We use a small number of specialist service providers to run PubSuite. They only process data on our instructions (or, for booking/guest data, on the Venue’s instructions) and don’t use it for their own purposes:

• Railway — hosts the PubSuite application itself.
• Resend — sends transactional email (booking confirmations, staff onboarding, password resets, account emails).
• GoCardless — collects subscription payments by Direct Debit, and a Venue’s own guest deposits where a Venue has this switched on.
• Twilio — sends booking confirmation text messages, for Venues that switch this on.
• Anthropic — powers the optional AI chat assistants (answering guest questions on a Venue’s booking page, and “how do I…” questions for venue staff inside PubSuite). Chat messages sent to these assistants are processed by Anthropic to generate a reply.
• OpenAI — powers optional AI-generated marketing images, for Venues that use this feature.

Some of these providers may process data outside the UK, including in the US. Where that happens, appropriate legal safeguards are in place, such as the UK’s International Data Transfer Addendum to the EU’s Standard Contractual Clauses. We don’t share personal data with anyone else for their own marketing purposes.

How long we keep it

• Your PubSuite account details — kept for as long as your subscription is active, then for a limited period afterwards for legitimate business and legal/accounting purposes, then deleted.
• Support emails and enquiries — kept for as long as reasonably needed to resolve the matter and keep a record of it.
• Website server logs — kept for a short rolling period for security purposes.

Cookies

PubSuite’s application (the part your team logs into) uses only strictly necessary cookies — a login session cookie and a short-lived one used to show a confirmation message after an action — no analytics, advertising or tracking cookies. This website (pubsuite.app) may use WordPress.com’s own standard cookies to operate; see WordPress.com’s own cookie policy for details.

Your rights

Under UK GDPR, you have the right to ask us for a copy of the personal data we hold about you, to correct it, to have it deleted, to restrict or object to how we use it, and to receive it in a portable format. To exercise any of these rights, get in touch using the details above.

Complaints

If you’re unhappy with how we’ve handled your personal data, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time; the date at the top shows when it was last changed.