Last updated: 27 June 2019

Protecting your personal details on our website

Easy Pre-Orders Ltd (Registered number 07597710), whose registered office is at Atomic House, 50 High Pavement, Nottingham NG1 1HW, knows that you care how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy and forms part of our website terms and conditions ("Website Terms").

By accepting our Website Terms or by visiting ("the Website") you are accepting and consenting to the practices described in this Privacy Policy.

The Website is brought to you by Easy Pre-Orders Ltd. Easy Pre-Orders Ltd believes it is important to protect your Personal Data (as defined in the General Data Protection Regulation 2018) and we are committed to giving you a personalised service that meets your needs in a way that also protects your privacy. This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data, and tells you certain things we will do and not do. You should read this policy in conjunction with the Website Terms.

When we first obtain Personal Data from you, or when you take a new service or product from us, we will state that by entering and using the system you are accepting to our Terms & Privacy. You can ask for your data to be forgotten by the system and have it removed at any time, by emailing [email protected] or [email protected]. Your query will be dealt with within 24 business hours of it being received by EasyPreOrders.  

Some of the Personal Data we hold about you may be 'sensitive personal data' within the meaning of the General Data Protection Regulation 2018, for example, information about your dietary needs that you enter when making a PreOrder.

Privacy for customers in plain English

If you are a customer who made a booking with a restaurant or venue

Any data we hold against you is for transactional purposes of enjoying goods and services at a restaurant that uses in order to transact orders or payments. Such information could be passed from reservation partners in order to fulfill transactions and would only include data pertinent to your booking, for example name, email address or phone number. Think of EasyPreOrders as a replacement service of email boxes, Google Drives or Excel that are commonly used to aid organisers in collating pre orders.

EasyPreOrders does not market to you or hold any data to then re-use to sell further goods or services from EasyPreOrders. Restaurants that you are interested in i.e. where you have a booking, may want to use your data to re-market their services to you. However, in accordance with GDPR rules you as a customer have to actively opt-in to receive such marketing materials.

Customers who have been invited to a booking at a restaurant or a venue

Organisers of bookings can use EasyPreOrders to make their lives easier and rather than using emails or text messages to invite you collect pre orders or deposits, EasyPreOrders essentially replaces emails, text messages and spreadsheets. If you are invited to a booking, EasyPreOrders does not use your data to market or re-market from a restaurant, that you have dined or attended, unless you positively opt-in as per GDPR rules.

Restaurants and venues that use EasyPreOrders have access to your data and agree that they use such data as part and course of supplying goods and services to you. If you feel a restaurant or venue is using your data without your consent please contact them directly. EasyPreOrders can also help you determine if the venue is using it in a just fashion. Restaurants and venues are unable to download information about you if you have not opted in.


EasyPreOrders has a number of reservation partners whereby it is business critical to share data in the interests of performing a transaction.

Here is the important legal bit that talks in more detail and must be understood. Do feel free to get in touch with us at [email protected] or [email protected] with any questions, comments or concerns.

  1. 1. Collecting Information

    We may collect Personal Data about you from a number of sources, including the following:

    From you when you agree to take a service or product from us or a venue you are dining at or attending, in which case this may include your contact details, date of birth, how you will pay for the product or service, any food choices of you or your guests and or dietary information. In these cases data is stored against a booking rather than creating a profile.
    From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.
  2. 2. Using Your Personal Information

    Personal Data about our customers is an important part of our business and we shall only use your Personal Data for the following purposes and shall not keep such Personal Data longer than 2 years which we deem the necessary time to fulfill these purposes.
    To help us to identify you when you contact us.
    To help us to identify accounts, services and/or products which you could have from us or selected partners from time to time. We may do this by automatic means using a scoring system, which uses the Personal Data you have provided and/or any information we hold about you and Personal Data from third party agencies (including credit reference agencies).
    To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future.
    To allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information.
    To help to prevent and detect fraud or loss.
    To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners unless you have previously asked us not to do so.
    We may monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance.
    We may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.
    We will not disclose your Personal Data to any third party except in accordance with this Privacy Policy.
    We may allow other people and organisations to use Personal Data we hold about you in the following circumstances:
    If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case Personal Data held by us, about our customers, will be one of the transferred assets.
    If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.
    We employ companies and individuals to perform functions on our behalf and we may disclose your Personal Data to these parties for the purposes set out in clause 2.1 or, for example, for fulfilling orders, delivering packages, sending postal mail and email, removing repetitive information from customer lists, analysing data, providing marketing assistance, providing search results and links (including paid listings and links), processing credit and debit card payments and providing customer service. Those parties are bound by strict contractual provisions with us and only have access to Personal Data needed to perform their functions, and may not use it for other purposes. Further, they must process the Personal Data in accordance with this Privacy Policy and as permitted by the General Data Protection Regulation 2018. From time to time, these other people and organisations to whom we may pass your Personal Data may be outside the European Economic Area. We will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy and the General Data Protection Regulation 2018.
    In the case of providing marketing assistance as described in 2.3.3 we will provide you with the opportunity of positively opting in to receiving marketing communications from the venue in which you are booking at. This is an opt-in tickbox and will be present both when making your PreOrder or payment and within your profile. Your personal data, if opted in, will be available to the venue for them to use for marketing purposes which may consist of email marketing to the email address provided. You can change your preferences at any time either within your profile inside EasyPreOrders or by emailing [email protected] or [email protected]
    Google Tag Manager, LinkedIn and Facebooking tracking - EasyPreOrders allows venues and restaurants as well as internally to benchmark and understand customer trends. EasyPreOrders can not identify a single customer nor correlate web usage with an individual and provide analysis. Examples of how we use it could be and not limited to, understanding which products are selling well, how conversion and page speed impacts on sales. If you use Facebook and a venue is choosing to re-market goods you have the ability to turn such adverts off within those applications simply by accessing your account.
    Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and that they have not objected to such use of their Personal Data.
    In connection with any transaction which we enter into with you:
    We, and other companies in our group, may carry out credit and fraud prevention checks with one or more licensed credit reference and fraud prevention agencies. We and they may keep a record of the search. Information held about you by these agencies may be linked to records relating to other people living at the same address with whom you are financially linked. These records will also be taken into account in credit and fraud prevention checks. Information from your application and payment details of your account will be recorded with one or more of these agencies and may be shared with other organisations to help make credit and insurance decisions about you and members of your household with whom you are financially linked and for debt collection and fraud prevention. This includes those who have moved house and who have missed payments.
    If you provide false or inaccurate information to us and we suspect fraud, we will record this and may share it with other people and organisations. We, and other credit and insurance organisations, may also use technology to detect and prevent fraud.
    If you need details of those credit agencies and fraud prevention agencies from which we obtain and with which we record information about you, please write to our Data Protection Manager at Easy Pre-Orders Ltd, Atomic House, 50 High Pavement, Nottingham NG1 1HW.
  3. 3. Protecting Information

    We have strict security measures to protect Personal Data.

    We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.
    Only the last four digits of the card number, use for a payment through EasyPreOrders, are revealed to our support team for customer support purposes only. The card details are kept secure by Stripe our merchant gateway and cannot be seen or used by any user of the system.
    We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.
    It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.
  4. 4. The Internet

    If you communicate with us using the Internet, we may occasionally email you about our services and products. This may include a booking query from our customer support team or a user feedback survey regarding your experience of the platform. When you first give us Personal Data through the Website or enter the website for the first time, we will state that by entering the website you accept to our Privacy and Terms. You can always send us an email through [email protected] or [email protected] at any time if you would like to have your data removed from the system. If your data is attached to a payment then it may be a case that we have to keep your data for a specific retention period of 2 years because of the fact that it is attached to a payment within the system.
    Please remember that communications over the Internet, such as emails and webmails (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered - this is the nature of the Internet. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control.
    We may use 'cookies' to monitor how people use our site. This helps us to understand how our customers and potential customers use our website so we can develop and improve the design, layout and function of the sites. A cookie is a piece of information that is stored on your computer's hard drive through your browser, to recognise your browser and which records how you have used a website. This means that when you go back to that website, it can give you tailored options based on the information it has stored about your last visit. You can normally alter the settings of your browser to prevent it from accepting cookies.
    If you do not want us to use cookies in your browser, you can set your browser to reject cookies or to tell you when a website tries to put a cookie on your computer. However, you may not be able to use some of the products or services on our website without cookies.
  5. 5. Turning Off Cookies in Different Browsers

    The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. Additionally, you can disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-ons settings or visiting the website of its manufacturer.

  6. 6. Links

    The Website may include third-party advertising and links to other websites. We do not provide any personally identifiable customer Personal Data to these advertisers or third-party websites.
    These third-party websites and advertisers, or Internet advertising companies working on their behalf, sometimes use technology to send (or "serve") the advertisements that appear on the Website directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about Internet advertising companies (also called "ad networks" or "network advertisers"), including information about how to opt-out of their information collection.
    We exclude all liability for loss that you may incur when using these third party websites.
  7. 7. Further Information

    If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Protection Manager, Easy Pre-Orders Ltd, 50 High Pavement, Nottingham NG1 1HW, or email us at [email protected] or [email protected]
    We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the Website. You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time. It is your responsibility to check regularly to determine whether this Privacy Policy has changed.
    You can ask us for a copy of this Privacy Policy and of any amended Privacy Policy by writing to the above address or by emailing us at [email protected] or [email protected] This Privacy Policy applies to Personal Data we hold about individuals. It does not apply to information we hold about companies and other organisations.
    If you would like access to the Personal Data that we hold about you, you can do this free of charge by emailing us at [email protected] or [email protected] or writing to us at the address noted above.
    We aim to keep the Personal Data we hold about you accurate and up to date. If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it within 24 business hours of receiving notice of your request. Please email us at [email protected] or write to us at the address above to update your Personal Data.