Privacy Policy

Ryan’s of Edinburgh respects your privacy and is committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and share personal information when you visit Ryan’s, use our website, make a reservation, make an enquiry, arrange an event or group booking, subscribe to our mailing list or otherwise interact with us. 1. Who we are Ryan’s of Edinburgh is operated by Caledonian Heritable Limited, which is the data controller responsible for the personal information covered by this Privacy Notice. Ryan’s of Edinburgh 2–4 Hope Street Edinburgh EH2 4DB Telephone: 0131 226 6669 Email: info@ryansofedinburgh.co.uk Caledonian Heritable Limited 1 Charlotte Square Edinburgh EH2 4HQ Company Number: SC076552 VAT Number: 502118991 For questions concerning privacy or data protection, please contact us at info@ryansofedinburgh.co.uk and mark your correspondence “Data Protection”. 2. Personal information we collect The personal information we collect depends on how you interact with us. We may collect: * your name; * email address; * telephone number; * postal address, where required; * reservation details, including date, time, party size and booking preferences; * event and group booking information, including the type of event, number of guests, preferred area and any special requests; * correspondence and information you provide when contacting us; * transaction, deposit, payment and refund information; * marketing preferences; * dietary requirements, allergies or accessibility requirements you choose to provide; * technical information relating to your use of our website, including IP address, browser type, device information, operating system and similar information; and * information collected through cookies and similar technologies. We may also receive information about you from third parties that assist us in providing our services, including reservation platforms, payment providers and other service providers. 3. Reservations Reservations made through our website may be processed using a third-party reservation provider, currently SevenRooms. When you make a reservation, information such as your name, contact details, reservation date and time, party size, preferences and other information you choose to provide may be processed by the reservation provider as well as by us. The reservation provider may also process your personal information for its own purposes in accordance with its privacy notice. We use reservation information to manage your booking, communicate with you about your reservation, provide our services and manage our relationship with you. The lawful basis for this processing is normally that it is necessary to enter into or perform a contract with you, or that it is in our legitimate interests to manage our reservations and provide effective customer service. 4. Enquiries, private events and group bookings If you contact us or submit an enquiry through our website, we may collect your name, email address, telephone number and details of your enquiry. For private events and group bookings, this may also include: * proposed date and time; * type of event; * number of guests; * preferred area within Ryan’s; * food and drink requirements; * accessibility requirements; and * other requests or information you provide. We use this information to respond to your enquiry, provide quotations or information, arrange your booking and manage any subsequent event. Our lawful basis is normally taking steps at your request before entering into a contract, performing a contract with you, and our legitimate interests in managing enquiries and customer relationships. 5. Dietary requirements and allergies If you tell us about allergies, medical dietary requirements or other health-related information, that information may constitute special category personal data. We will only use such information where necessary to accommodate your requirements and where we have an appropriate lawful basis and condition under data protection law. Where appropriate, this may include your explicit consent. Please only provide health or dietary information that is relevant to your visit or booking. 6. How and why we use personal information We may use your personal information for the following purposes:

Where we rely on legitimate interests, we consider whether our use of the information is necessary and proportionate and balance our interests against your rights. Where we rely on consent, you may withdraw your consent at any time. 7. Marketing communications If you choose to join our mailing list, we may send you information about Ryan’s, including news, events, food and drink offers, promotions and other products or services. Where consent is required, we will only send electronic marketing where you have actively agreed to receive it. In certain circumstances, data protection and electronic marketing law permits us to send marketing about similar products and services to existing customers without obtaining separate consent where the requirements of the existing-customer “soft opt-in” are satisfied. You can unsubscribe from marketing at any time by: * using the unsubscribe link in a marketing email; or * contacting us at info@ryansofedinburgh.co.uk If you unsubscribe, we may retain limited information on a suppression list to make sure we respect your request in future. 8. Cookies and similar technologies Our website uses cookies and may use other technologies that store or access information on your device. Some technologies are necessary for our website to function, maintain security, remember choices or provide a service you have requested. Other technologies may be used for website analytics, functionality or measurement. Where a technology qualifies for an exemption from the requirement to obtain consent, we may use it without consent provided that all relevant legal conditions are satisfied. Where consent is required, including for certain advertising, tracking or non-essential technologies, we will ask for your permission before using them. You can manage available choices through our cookie settings or preference centre. Further information about individual cookies and their duration should be provided through our Cookie Policy or cookie preference centre. 9. Website hosting and online forms Information submitted through website forms, including contact forms and mailing-list forms, may therefore be processed using services supplied by our website hosting platform and other technology providers that support our website. We use information submitted through these forms only for the purposes described in this Privacy Notice and require service providers processing information on our behalf to handle it appropriately. 10. Payments Where we accept online or electronic payments, payments may be handled by third-party payment service providers. Where a payment provider processes payment-card information directly, we generally do not need to receive or store your complete payment-card details. We may retain information such as payment references, transaction amounts and related booking details where required to administer your reservation, event, refund, accounting records or any dispute. 11. Who we share personal information with We may share personal information with service providers where necessary to operate Ryan’s and provide our services. These may include: * reservation providers, including SevenRooms; * website hosting and technology providers; * payment processors; * email and marketing platforms; * IT and cyber-security providers; * professional advisers such as accountants, auditors, insurers and solicitors; * event and service suppliers where necessary to fulfil your booking; and * government, regulatory, law-enforcement or other authorities where disclosure is required or permitted by law. Where an organisation processes personal information on our behalf, we require appropriate data-protection and confidentiality arrangements. Some providers may also act as independent data controllers for certain activities, in which case their own privacy notices will apply. **We do not sell your personal information.** 12. International transfers Some organisations that provide technology or other services to us may process personal information outside the United Kingdom. Where personal information is subject to a restricted international transfer, we take appropriate measures to ensure that it remains protected in accordance with UK data protection law. Depending on the circumstances, these safeguards may include: * transferring information to a country covered by UK adequacy regulations; * the UK International Data Transfer Agreement; * an applicable UK Addendum to recognised contractual clauses; or * another lawful transfer mechanism. You may contact us if you would like further information about the safeguards applying to a particular transfer. 13. How long we keep personal information We do not keep personal information for longer than reasonably necessary. The period for which we retain information depends on: * why we collected it; * how long it is required to provide our services; * tax and accounting requirements; * regulatory or legal obligations; * the possibility of a complaint or legal claim; * fraud-prevention and security requirements; and * whether the information can instead be deleted or anonymised. Reservation and enquiry information will generally be retained only for as long as reasonably necessary to manage your booking, enquiry and any related customer-service matters. Event and group-booking information may be retained for an appropriate period after the event in case of follow-up enquiries, accounting requirements or legal claims. Financial and transaction records may be retained for longer periods where required by tax, accounting or other legislation. Marketing information is normally retained while you remain subscribed. If you unsubscribe, we may retain limited information on a suppression list to make sure we continue to respect your preference. Cookie retention periods should be set out through our cookie information or preference centre. We periodically review the personal information we hold and delete or anonymise information that is no longer required. 14. Keeping your information secure We use appropriate technical and organisational measures designed to protect personal information from accidental or unlawful loss, misuse, alteration, access or disclosure. Access to personal information is restricted to employees, contractors and service providers who require it for legitimate purposes and who are subject to appropriate confidentiality and security requirements. Although no internet or electronic storage system can be guaranteed to be completely secure, we take reasonable security measures appropriate to the type of information and the risks involved. 15. Your data protection rights Depending on the circumstances and the legal basis on which we process your information, you may have rights including: * the right to obtain access to personal information we hold about you; * the right to have inaccurate personal information corrected; * the right to ask us to erase personal information in certain circumstances; * the right to restrict the processing of your personal information; * the right to receive certain personal information in a portable format; * the right to object to certain processing; * the right to withdraw consent where processing is based on consent; and * rights relating to certain types of automated decision-making. These rights are not absolute and exemptions may apply. To exercise a data protection right, contact: Email: info@ryansofedinburgh.co.uk Post: Data Protection, Caledonian Heritable Limited, 1 Charlotte Square, Edinburgh, EH2 4HQ We may need to obtain information from you to verify your identity before responding to a request. Your right to object Where we process your personal information on the basis of our legitimate interests, you may have the right to object to that processing in certain circumstances. You have an absolute right to object to the use of your personal information for direct marketing. If you object to direct marketing, we will stop using your information for that purpose. 16. Automated decision-making We do not intend to make decisions about you based solely on automated processing where those decisions have legal or similarly significant effects. If this changes, we will provide the additional information required by data protection law. 17. Data protection complaints If you are concerned about the way we have collected or used your personal information, you can make a data protection complaint to us. Please contact: Email: info@ryansofedinburgh.co.uk or write to: Data Protection Complaint Caledonian Heritable Limited 1 Charlotte Square Edinburgh EH2 4HQ We will acknowledge receipt of a data protection complaint within 30 days. We will take appropriate steps to investigate the complaint without undue delay, keep you appropriately informed about its progress and tell you the outcome without undue delay. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113 Further information about making a complaint is available on the ICO website. 18. Third-party websites and services Our website may link to websites or services operated by other organisations, including reservation providers, social media platforms and other third-party services. Where you follow a link to another organisation and provide personal information directly to it, that organisation's own privacy notice will normally apply. We are not responsible for the privacy practices of independent third-party websites or services. 19. CCTV CCTV may be used at Ryan’s for the purposes of: * protecting customers, staff and visitors; * preventing and detecting crime; * protecting our premises and property; * investigating incidents; and * supporting the establishment, exercise or defence of legal claims. Where CCTV is used, appropriate signage will be displayed. CCTV footage will only be accessed where there is a legitimate reason to do so and may be disclosed to law-enforcement authorities, insurers, legal advisers or others where appropriate and lawful. Footage will be retained only for as long as reasonably necessary for these purposes unless it is required in relation to a particular incident, investigation or claim. 20. Changes to this Privacy Notice We may update this Privacy Notice from time to time to reflect changes to our services, suppliers, technology, business practices or legal obligations. When we make changes, we will update the **“Last updated”** date at the bottom of this notice. Where a change materially affects the way we use personal information, we will take reasonable steps to bring it to your attention where appropriate. 21. Contact us If you have questions about this Privacy Notice, want to exercise a data-protection right or wish to make a data-protection complaint, please contact: Ryan’s of Edinburgh 2–4 Hope Street Edinburgh EH2 4DB Telephone: 0131 226 6669 Email: info@ryansofedinburgh.co.uk or: Caledonian Heritable Limited 1 Charlotte Square Edinburgh EH2 4HQ Please mark data-protection correspondence “Data Protection”. Last updated: 17 September 2026