What we do with what you tell us.

What we hold · And why

What we collect

If you book a table online

What: Your name, email, telephone, the date and arrival time, how many of you, any children, and anything you tell us about allergies or access. A card is required to book online. The card details are entered on Square’s own form, never on ours, and Square keeps a secure token that stands in for the card. We never see or store the card number. If you use Apple Pay or Google Pay instead, Square places a hold for the no-show fee on your card rather than keeping a token (your bank may show it as taken or pending), and releases it after your visit. If you came to the booking page from one of our Facebook or Instagram adverts, we note which one, so we can tell whether the adverts are worth paying for. If you book from one of our adverts, the booking records which one (Facebook, Instagram, TikTok or LinkedIn). Nothing about you or your booking goes back to Facebook, Instagram, TikTok or LinkedIn. The same goes for asking for a big table: if you came from one of our adverts, the request notes which one and on which site, and nothing goes back.

Why: So we can hold your table, email you to confirm it, cook for the right number and look after anyone with an allergy. Nothing is charged when you book, whatever the size of the table. A very big table we book for you by hand gets its own booking page, where you enter a card on Square’s form to confirm it. The card is held only so that a late cancellation or no-show fee can be applied under the terms you agreed to. Walk-ins need no card at all. The day after you eat with us we email to say thank you, with buttons to leave us a review. Each button in that email is a link made for your booking, so we can see which review site you tapped and when, which tells us whether asking is working and how long people take; the link holds no name or address, and a tap is kept with your booking for two years. The buttons start with Tripadvisor, then Google. If you have already reviewed us on one of them, or tapped its button before, your next thank-you shows that site last.

Lawful basis: A contract for your table, and your consent to the cancellation terms, which you agree to as you book. You can ask us to remove the stored card at any time.

If you choose your table’s Christmas dishes

What: For each person at the table: a first name if you give one, whether they are an adult, a child or 3 or under, the dishes chosen, and anything you tell us about their allergies. You can also give a person’s email.

Why: So the kitchen buys and cooks exactly what your table ordered, knows whose plate an allergy belongs to, and so we can write place cards. A first name you give is shown with that person’s dishes on your table’s shared link, so they can see they are down and change it. Allergy notes are seen only by our kitchen and front of house, on screens that need a sign in; they never go in a message to anyone. If you give someone’s email, we send that person one email inviting them to join the Warren Loyalty Program, and nothing else: they join only if they press the button, we never email them again if they do not, and the address is not kept for anything else. The choices are kept for as long as the rest of the booking is.

Lawful basis: The contract for your table, and for allergy notes your explicit wish that we use them to keep that person safe. The one invitation is our legitimate interest in offering the program, limited to a single email.

If you order on your table’s Christmas link

What: The name you type, your email (asked of every adult; for a child it is optional), the dinner you choose (or that you are a child or 3 or under), and anything you tell us about allergies.

Why: So the kitchen buys and cooks exactly what your table ordered, and so we can write place cards. Everybody with your table’s link can see who has ordered what, and the person who booked can see and change your dishes. Your allergy note is never shown on that page or to the rest of your table: only our kitchen and front of house see it. Your email is kept with your order so we can reach you about your dinner; it is never shown to your table and never added to our newsletter. Ticking the Loyalty Program box makes you a member, exactly as if you had joined at the till, and only then is your email used for the program. The orders are kept for as long as the rest of the booking is.

Lawful basis: Our legitimate interest in cooking the dinner your table asked for, the contract the person who booked has with us for the table, your explicit wish that we use an allergy note to keep you safe, and your own choice to join the Loyalty Program.

If you book the Cwtch, our room upstairs

What: Your name, your business or group if you give one, email, telephone if you give it, the date, the part of the day, how many of you, whether you want catering, and anything you tell us in the note. You pay on Square’s own checkout page, never on ours, and we never see or store your card number.

Why: So we can hold the room for you, email you to confirm it, let you in on the day and, if you asked for catering, talk to you about the food. If you cancel, the same booking is used to work out and send any refund. If you came from one of our adverts, the booking notes which one and on which site, so we can tell whether the adverts are worth paying for. Nothing goes back to that site.

Lawful basis: A contract for your use of the room.

If your business received a letter from us

What: The name of your business, the name of the person we wrote to, and your business postal address. These came from local business listings. The page your letter’s code opens keeps only the business name and first name, plus how many times and when it was opened.

Why: To post one letter inviting your business to hold an event with us. The letter is printed and posted for us by Stannp, a UK mailing company, who receive the address only to print and post it. Knowing whether a letter was opened tells us whether writing to businesses is worth doing again: when its page is opened we get a message in our own team chat with the business name, and our analytics counts the visit without it. If you book through the letter’s page, the booking notes that it came from the letter. Tell us and we will delete your details and not write again.

Lawful basis: Our legitimate interest in telling local businesses what we offer, by one posted letter.

If you book a place at the Wine Club

What: Your name, email, telephone if you give it, how many places, whether you would like dinner afterwards, and anything you tell us in the note. You pay on Square’s own checkout page, never on ours, and we never see or store your card number.

Why: So we can hold your places, email you to confirm them, and know how many are coming. If you say yes to dinner we send you on to our ordinary table booking, which is covered by the entry above when you use it.

Lawful basis: A contract for your places at the Wine Club.

If you come back to eat with us

What: From our own bookings we work out how many times you have booked with us, when you first and last came, how many of you usually come and on which days. That is worked out each time it is looked at and never stored, and cancelled bookings do not count. Our staff may also give you a short label (regular, supplier, family and friends, VIP, or left us a review) and write a short note or two about you, such as where you said you work, something you talked about or a wine you enjoyed, so whoever serves you next time can pick up the conversation. Each label and note records which of us added it and when. If you leave us a four or five star review on Google under the same name as a recent booking, we note which review it was, its stars and the day, so we can thank you next time; we match the names ourselves, and we never copy your review or your Google name into your notes. None of it holds anything about your health: allergies and access needs stay on your booking, where you told us them. No AI tool reads or summarises any of it.

Why: So that coming back feels like coming back. Labels and notes are shown only to our staff looking after the room, on screens behind a sign-in. Staff are asked to write only what they would be happy for you to read.

Lawful basis: Our legitimate interest in looking after the people who eat with us. You can ask to see every label and note we hold about you, have one corrected, or have them all deleted, at any time and without giving a reason.

If you tell us it is a birthday, or tell us yours

What: When you book, whether it is somebody’s birthday (yes or no). On your own booking page, the day and month of your birthday if you choose to give it. Never the year.

Why: So we can do something special for you. Our staff see a birthday mark on your booking, and the date on your guest notes. If you give us the date, we put £10 on your Warren Loyalty Program card ten days before your birthday (straight away, if you tell us closer to it than that) and email you to say so, which makes you a member of the program if you are not one already; you can leave it from that email. Our booking emails ask for your birthday until you have told us, and stop once you have.

Lawful basis: Consent. It is optional, and you can change it or take it off on the same page at any time, or ask us to delete it. It is kept with your guest notes and deleted with them, two years after the last change if nothing else.

If you give to the Community Pot

What: For a one-off gift, nothing: you pay on Square’s own page and all we keep is the amount and when. If you tick the box to show your name, we also keep the name and the short note you type.

Why: To add your gift to the published total. A name or note you ask us to show goes on the Community Pot page, never with the amount. A note is read by one of us before it goes up.

Lawful basis: Consent. You chose to give, and chose whether to be named. Email us and we will take your name down, or stop a monthly gift, straight away.

If you post a photo with #WarrenManselStDogs

What: When you post a public photo on Instagram or Facebook with #WarrenManselStDogs and tag @warrenmanselst, we copy that photo onto our own website, with the date it was posted and a link to the post. We keep your username so we can find the post again, but we never show it on the website.

Why: To show guests' dogs on our Dogs page and on a screen in the restaurant. Nothing goes up until one of us has looked at it.

Lawful basis: Your consent, which you give by posting with our hashtag and tagging us. Ask us and we will take the photo down straight away. Deleting your post does not remove our copy, so please tell us.

If you pitch for a chef residency

What: Your name, email, telephone, your idea, whether you cook alone or as a pair, which residency you are pitching for, when you could start, a link to your work, anything you tell us about our suppliers, and whether you would need somewhere to live.

Why: So the Warren team can read your pitch and come back to you about it. The accommodation answer is used to have that conversation properly and for nothing else, and answering yes is not a commitment on either side. Pitching does not put you on a mailing list.

Lawful basis: Consent. You typed it in and pressed send, and you can withdraw it at any time.

If you apply to join the Food Collective

What: Your name, email, telephone, where you live, why you would like to join, what you hope to get from it, whether you could order about once a month, which collection time suits you, and anything else you would like the collective to offer.

Why: To consider your application, to email you about the collective and when orders open, to reach you about your order or collection, and to shape the product list and collection times. If you have not ordered for six months we may remove you, and you can apply again. Applying does not put you on our newsletter.

Lawful basis: Consent. You typed it in and pressed send, and you can ask us to remove you at any time.

If you order through the Food Collective

What: What is in your basket and when you saved it. Your basket is kept as you go, in your browser and with us for up to sixty days, so leaving the page does not lose it; a kept basket is never ordered. When you pay, Square take the payment for us: we keep only Square's reference for it, the card type and its last four digits, never the full number. Once the order is in, we keep what was supplied to you, what you paid and what was refunded.

Why: To place one order for the whole collective with our suppliers, refund you for anything they could not supply and tell you when to collect. Nothing is taken when you save a basket; you pay when you order. Your name and basket are never shared with the suppliers, who only see the combined order.

Lawful basis: Contract: it is what you asked us to do by ordering. You can empty an unpaid basket any time before orders close.

If you book the Cwtch, our room upstairs

What: Your name, your business or group if you give one, email, telephone if you give it, the date, part of the day, how many of you, whether you want tea and coffee or full catering, and anything you tell us in the note. You pay on Square's own checkout page; we keep what you paid and Square's reference for it, never your card details.

Why: To hold the room for you, take your payment, email you a confirmation with a private link to your booking, arrange a time to let you in, and talk to you about food if you asked for catering. Booking does not put you on our newsletter. If you came from one of our adverts, the booking notes which one and on which site; nothing goes back to that site.

Lawful basis: Contract: it is what you asked us to do by booking.

If you pay at the till by card

What: Square, who run our till, keep a customer record for each card that pays here: the card type, its last four digits, and the date, time and amount of each visit. If you ask for your receipt by email or text, that address or number is kept on the same record. We never see or store the full card number.

Why: So we can recognise a returning customer, keep an accurate record of our takings, and send your receipt where you asked for it. It does not put you on our newsletter.

Lawful basis: Legitimate interests: keeping proper records of who has paid us and when. You can ask us to delete your customer record at any time.

If you leave feedback on a Square receipt

What: Square sends us the smiley or frown you chose, the topics you ticked and anything you wrote. It does not tell us your name. If you chose a smiley and wrote something, we may show your words on our home page exactly as you wrote them, with the month and no name. A frown stays between us and is never published.

Why: So we can thank you or put things right, and so people thinking of coming can read what guests tell us.

Lawful basis: Legitimate interests in hearing from our guests and showing what they say. If you would rather your words came down, tell us and we will take them off.

If you are in the Warren Loyalty Program

What: Your first name, your email, the cards you have paid with (type and last four digits only, plus a scrambled reference Square gives each card), your visits and what you spent, and your points and any credit you have earned or used. You join by booking with us online or by asking for an email receipt at the till.

Why: To count your points, send you your credit, and tell you your balance in the emails we already send you. Loyalty emails are only ever about your points and credit. Being in the program does not put you on our newsletter; that is a separate yes. If you joined the Business Club from a letter we posted to your business, we also keep which business it was for and when you joined, show it on your page, earn you double points on the first £100 of each bill you pay, and mark you as a Business Club member on your customer record in Square, so our team can see it at the till. If you take a printed club card, its number goes on that Square record too, and the card’s code opens a page showing only the business name, the month you joined and the number. If you add the card to Apple Wallet, the pass is made on our server and kept on your phone; if you add it to Google Wallet, Google stores the same few lines (business, month, number) under our Google Wallet account, and nothing else about you. If you are also on our newsletter, we copy your points and credit to your contact in Brevo, our mailing platform, so the newsletter can show you your balance; we never add anyone to the newsletter by doing this. If your newsletter address looks like a business address rather than a personal mailbox, the newsletter may show you an invitation to the Business Club.

Lawful basis: Legitimate interests in running the scheme you joined. You can leave at any time with the link in any loyalty email, and we delete your points and your record.

If you ask for your page

What: Your email address, and a link we make for it. The page shows what we already hold against that address and nothing new: your bookings coming up and past (the day, the service and how many of you), any booking for the room upstairs, your loyalty points and credit, the birthday you gave us, and, if you volunteer, work here or are in the Food Collective, a button to your own page for that. It never shows allergy or access notes, an emergency contact or anything you told us so we could look after you. The link goes only to the address you typed, lasts ninety days, and a new one replaces the old. Opening it changes nothing.

Why: So you can see and manage everything you have with us in one place, without keeping a different link for each.

Lawful basis: Legitimate interests in letting you see what we hold about you. We answer the same way whether or not we know an address, so the page cannot be used to find out who comes here.

If you ask to play at the Gathering open mic

What: Your name or your act, email, telephone if you give it, what you play, the links you send us and anything else you write, and whether you ticked the box to join our musicians roster.

Why: So the Warren team can come back to you about playing, and share your links when we promote the night. It does not put you on the newsletter. If you tick the roster box, your email address alone goes to Brevo, our mailing platform, on a separate musicians list, and we email you about open mic nights and gigs at the Warren. Every one of those emails has a link to leave the list.

Lawful basis: Consent. You typed it in and pressed send, and you can withdraw it at any time.

If you are interested in coordinating the Food Collective

What: Your name, email, telephone, why the role appeals to you, any experience you mention, and whether you could be here on a Tuesday.

Why: So the Warren team can read it and come back to you about the role. It does not put you on a mailing list.

Lawful basis: Consent. You typed it in and pressed send, and you can withdraw it at any time.

If you fill in the supporter form

What: Your name, email address, what you are interested in, an optional non-binding pledge band, anything you write in the box, and whether you have ticked the box allowing your first name to be shown.

Why: So we can come back to you about The Warren, and count how much support there is.

Lawful basis: Consent. You typed it in and pressed send, and you can withdraw it at any time.

If you offer to volunteer

What: Your name, email, phone, when you are free, what you would like to help with and what you are good at, and whether you can help at the building or from home. If you are coming to the building we also ask for an emergency contact, and for anything we should know so we can look after you, which some people use to tell us about an access need, an allergy or a health condition. We ask for your pronouns if you would like us to use them, and whether you are happy to be in photographs. Every one of those is optional and you can leave them empty.

Why: To come back to you about helping, to match you with work that suits you, to ask you each Monday whether you can come to that week’s volunteer Thursday, and to know who to ring if something happens while you are here. What you tell us about your health or access needs is used to keep you safe and to pick the right jobs, and for nothing else. Your pronouns are used so we address you correctly, and they are only ever shown on the sign-in screen by the door if you tick the separate box asking whether you are happy for that. Photographs are only ever taken of people who ticked the box, and you can tell us to stop or take one down at any time and we will. The Monday email is about that week’s session and nothing else, it never puts you on a mailing list, and there is a link at the bottom of every one that stops them coming, straight away and without you having to ask anybody. Stopping them does not take you off the volunteer list: you are still welcome any Thursday.

Lawful basis: Consent. You typed it in and pressed send. Anything you tell us about your health or access needs is kept because you explicitly chose to tell us, and your pronouns are held the same way, for the same reason: they are read only by the Warren team, on a page behind a sign-in, they are never in an email, a message, a shared board or a spreadsheet, and you can ask us to delete them at any time and we will. Being photographed is a separate tick from everything else on the form, so agreeing to the safety briefing never signs you up to appearing on the website.

If you apply for one of the roles

What: Your name, email, phone number, where you are, which role, and your answers about experience, availability and anything you want to raise about the pay or the hours. Your CV, if you choose to attach one, which is optional and counts for nothing against you if you do not. A short video of you, if you choose to record one, which is optional in exactly the same way. If we invite you to a screening call, a recording of that call and a set of notes from it, but only if you say yes at the time.

Why: To consider you for the role and talk to you about it. Nothing else. A CV or video you send is stored separately from the website, is readable only by the Warren team behind a sign-in, is never published anywhere, is never sent to anybody else and is never put through an AI tool. The screening call is recorded so the person who could not make it can watch it back, and Google Meet can write the notes up automatically. We will ask you on the call before any of that starts, a no is genuinely fine and changes nothing about your application, and the recording and the notes are deleted once the role is filled.

Lawful basis: Consent, and taking steps at your request before entering a contract. The recording and the notes are a separate consent, asked for separately, on the day.

If you leave your details when nothing is going

What: Your name, email, phone number, where you are, a line about what you do, when you could usually work, any link you gave us, and your CV if you attached one.

Why: So that when a shift does come up we can come to you before advertising it. Nothing else. We do not put you on a mailing list, we do not send you anything in the meantime, and there is no application to consider because there is no job: if something opens up we would get in touch and ask you to apply properly. A CV you attach is stored separately from the website, is readable only by the Warren team behind a sign-in, is never published anywhere and is never sent to anybody else.

Lawful basis: Consent, and only consent. There is no job on offer, so nothing here is a step towards a contract: the only reason we may hold it is that you ticked the box saying we could, next to a sentence saying for how long. We keep it for twelve months and then it is deleted automatically, CV included. Ask us sooner and it goes sooner, and you never have to give a reason.

If you put yourself forward as a director

What: Your name, email, telephone, your current role or organisation, any link you gave us, and your answers about experience, governance, time and anything you wanted to raise with us. If we invite you to a conversation, a recording of that call and the notes we write from it, but only if you say yes at the time.

Why: To consider you as a director of the organisation being formed, and to talk to you about it. Nothing else. We ask to record the call so the other people involved in the decision can hear you rather than a summary of you, and the notes are written by one of us rather than by any software. We will ask you on the call before the recording starts, a no is genuinely fine and changes nothing, and the recording and the notes are deleted once the decision is made, and in any case by 1 January 2027.

Lawful basis: Consent. You typed it in and pressed send, and you can withdraw it at any time. The recording and the notes are a separate consent, asked for separately, on the day.

If you leave a message on our phone

What: The recording of what you said, the number you rang from unless you withheld it, and how long the message was. The message is also written out automatically so we can read it as well as listen to it, and we keep that written version alongside the recording. If you rang from a mobile, we text you once afterwards with a link where you can add your email address and name, so we can answer by email instead of ringing back.

Why: So we can ring you back about whatever you rang us about. We are a small team and we cannot always get to the phone, and a message that can be read in ten seconds gets dealt with, where one that has to be replayed sits there. It is written out by Cloudflare, who already host this site and who we already trust with everything else on this page, so no new company gets to hear you. It is never used to train anything, and you are told it may happen before the beep rather than after it.

Lawful basis: Consent. You chose to ring us and to leave a message after hearing what happens to it. Recordings and their written version are read only by the people who run The Warren, on a page behind a sign-in, and they are deleted after ninety days. An email address you add from our text is used only to reply to that message, is never added to our mailing list, and is deleted with the message. Ask us sooner and we will.

If you message us on WhatsApp

What: Your WhatsApp number, the name WhatsApp shows us, and the messages both ways, including the replies from our booking helper. If you tell us about an allergy or an access need, it is added to the booking it is about, where the kitchen and the floor see it, just as if you had typed it on the booking form. If you ask for a table, the helper finds a day, time and party size with you and sends a link to our booking page with those filled in; you finish the booking there, on the same form and terms as any other booking.

Why: To answer you, and to help you book, find or change a table. The first replies come from our booking helper, which is a menu of buttons and lists. No AI reads your message, and you can ask for a person at any time. The helper looks for a booking made with the same phone number so it can say which table you have; it will only cancel one itself while cancelling is still free, and closer than that it sends the cancel link from your confirmation email instead. The helper never tells you a dish is safe for an allergy: a person answers that. When you ask for a person, our team get a message saying a guest is waiting and roughly why, never what you wrote, which they read in our admin behind a sign-in. If we reply more than a day after your last message, WhatsApp only lets us send a short note saying a reply is waiting; the reply itself is kept for you for thirty days and sent as soon as you write back, and if your number is on a booking with an email address, we email it to you as well. Your messages travel through Meta, who run WhatsApp, as they do for any WhatsApp message.

Lawful basis: Consent. You chose to message us. Reply STOP and we will not message you on WhatsApp again, and START brings us back. A STOP is remembered for good so we never message you by mistake, but as a scrambled code made from your number rather than the number itself. Conversations are deleted automatically ninety days after the last message. Ask us sooner and we will.

If you message us on Facebook Messenger or Instagram

What: The messages both ways, including the replies from our booking helper, kept under a code Meta gives us for your conversation with our page. That code is not your profile, and we never see your phone number. Our team can see your Facebook or Instagram name in our page inbox, as with any message to the page. If you ask for a table, the helper sends a link to our booking page with the day, time and party size filled in, and you finish the booking there, on the same form and terms as any other booking. If you add an allergy or an access need to a booking, it goes on that booking. If you ask for your loyalty points, the email you type is used only to send your points to that inbox, and only if it is in the Loyalty Program.

Why: To answer you, and to help you book, find or change a table. The first replies come from our booking helper, which works from buttons and keywords. No AI reads your message, and you can ask for a person at any time. The helper knows a booking you made in the same chat; any other booking it finds only from the reference in your confirmation email, and for those it sends the cancel link from that email or passes you to a person rather than changing anything itself. It never tells you a dish is safe for an allergy: a person answers that. When you ask for a person, our team get a message saying a guest is waiting and roughly why, never what you wrote. If one of us replies in our page inbox, the helper steps back. Your messages travel through Meta, who run Messenger and Instagram.

Lawful basis: Consent. You chose to message us. Reply STOP and we will not message you there again, and START brings us back. Conversations are deleted automatically ninety days after the last message. To have yours deleted sooner, message us or email [email protected] and we will.

If you comment on the journal, or leave a heart

What: The name you type, what you wrote, and when. We do not ask for an email address with a comment. A heart is just a count, with nothing about you attached.

Why: To show your comment on the post, under the name you gave. A person reads every comment before it appears, and nothing is published until they say yes.

Lawful basis: Consent. You wrote it to be shown, and if you want a comment taken down, ask and it will be.

If you join the newsletter

What: Your email address, your name if you chose to give it, and the fact that you ticked the box saying you are happy to be emailed, along with when. If you later unsubscribe or change your preferences, we keep that too, so it is respected. While you are subscribed we also keep a count of the Sunday lunches you have booked and paid for and of the volunteer days you have done, with the date of the most recent of each, so that emails can be sent to the people they apply to. If you are in the Warren Loyalty Program, we keep your points and credit with your subscription so the newsletter can show you your balance. If your address looks like a business address rather than a personal mailbox (worked out from the part after the @, by our own code), we mark it so the newsletter can show you an invitation to the Business Club.

Why: To send you the newsletter about The Warren, and only that.

Lawful basis: Consent, given when you subscribed. The form on this site asks you to tick a box agreeing to it before it will add you, so nobody ends up on the list by accident. Every email has an unsubscribe link and we action it promptly.

If you ask to be told when a page is back

What: Your email address, which part of the site you asked about, and when you asked. Nothing else, and we do not ask for your name.

Why: So we can send you one email, on the day that part of the site is back, and nothing else. It is not the newsletter and it does not put you on it: it is the single message you asked for, and once it has been sent your address is removed.

Lawful basis: Consent. You typed your email into the box on the holding page and pressed the button, which asks for exactly this one thing. There is nothing to unsubscribe from because there is only ever the one email, and if you would rather we did not keep your address even that long, ask us and we will delete it straight away.

If we take you on, and you fill in your onboarding form

What: Your name, date of birth, home address, phone, email, a tick to say you have the right to work in the UK, and an emergency contact, your bank account name, sort code and account number so we can pay you, and, if you are employed rather than self employed, your National Insurance number, the HMRC starter checklist answer that sets your tax code, which student or postgraduate loan plan you are on, whether you have a P45 from a job this tax year, and the gender letter HMRC require on a payroll submission. That last one is optional on the form, and you can give it to a director on paper instead if you would rather not type it here. We ask whether you have a P45 but we never take one through this form: you hand it to a director in person, the same as your right to work check. We do not ask for your passport or any identity document here, and we do not ask anything about your health.

Why: To put you on the payroll or set you up to invoice us, to pay you correctly, and to know who to contact in an emergency. The gender letter is there because HMRC will not accept a payroll submission without one, and it is used for that and nothing else: it is never shown on the website, put in an email, or used to describe you anywhere. Your right to work is checked separately, in person, and any health or fitness questions are handled separately too, so neither is part of this form. Your details are read only by the people setting up your pay, behind a sign-in, and are never put in a message or an email.

Lawful basis: For an employee, performing your contract of employment and meeting our legal obligations as an employer, chiefly to run PAYE and pay you. For a self employed contractor, performing our agreement with you. You gave the details by filling the form in, you can come back to your link and correct anything while it is live, and you can ask us what we hold and to fix it at any time.

If you work here: the things we remember about you

What: Dates that matter to you that you have told us about, such as your birthday or a family member's or a pet's, and short notes about things worth remembering, such as an exam coming up or a holiday you are looking forward to. Each one records which of us added it and when. Nothing about your health.

Why: So we remember the things a good employer remembers. Only Deri and Berian can see them, on a page behind a sign-in. On the day, the morning message the two of us get says whose date it is and what the date is, never a note. No AI tool reads any of it, and we write only what we would be happy for you to read.

Lawful basis: Our legitimate interest in looking after the people who work here. You can ask to see everything we have noted about you, or ask us to remove any of it, at any time.

If you work here: what you press on our staff pages and iPads

What: Which staff pages and iPad screens you open, which buttons and links you press there, and what the press did (a table moved, a no-show marked, a fee charged, a reply sent), under your sign-in or, on a shared iPad, the name you typed your PIN for. Short screen recordings of those visits, with every word, every typed answer and every picture blanked out before they leave the screen, so they show where things were pressed and never what they said. Nothing you type is recorded.

Why: So we can see which parts of our own tools are used and which are in the way, and make them simpler. It is not used to measure how hard anybody works. It is held for us by PostHog, on their servers in the European Union, and only Deri and Berian can see it.

Lawful basis: Our legitimate interest in running tools that work for the people using them. You can ask to see what is held under your name, or ask us to delete it.

If you work here and choose to put a few lines and a photograph on the team page

What: What you write about yourself and the photograph you upload. Nothing else about you goes on the website: not your address, not your phone number, not your email, and nothing from your application.

Why: So guests can see who cooked their lunch and who is looking after them. It is entirely optional, nothing about your job depends on it, and nobody is asked twice. Nothing appears anywhere until the team page itself is published.

Lawful basis: Consent, and only consent. You ticked a box on your own job page that says in plain words that this goes on a public website. There is a button on the same page that takes your words and your photograph down, and the photograph is deleted rather than hidden when you press it. We keep a record of when you agreed and of when you changed your mind, because that is the only way to be able to answer what was on the site and when.

If you work here and choose to let us feature you on our social media

What: Photos and short videos taken around the Warren that include you, posted on our own Instagram and Facebook. This is separate from the team page above and puts nothing else about you online.

Why: To share what the Warren is actually like, the food and the people, on the places most people follow us. It is entirely optional and nothing about your job depends on it.

Lawful basis: Consent, and only consent. It is its own tick on your job page, separate from the team page, so agreeing to one is never agreeing to the other. You can untick it and save, or simply tell us, and we stop including you in anything new from then on, and take down a specific post you point us to. We keep a record of when you agreed and of when you changed your mind.

We count visits to the website, and that is all. We use Cloudflare Web Analytics, who already host this site. It tells us how many pages were looked at and roughly how many separate visits that was, so we know whether anything we write is being read. It sets no cookies and stores nothing on your device, and it gives us no way to identify you. The one thing the page checks first is whether the browser is one of our own team's (our staff pages leave a mark on staff devices), so that our own looking about is not counted as visitors. On your device there is nothing to find. There is no identifier, so if you come back next week we cannot tell it is you. We do it because a small charity needs to know whether anybody is listening, and our interest in knowing that is the lawful basis for it.

And if your browser says do not track, we do not. If you have Do Not Track or Global Privacy Control switched on, the counter is not loaded at all on any page you look at, and nothing is requested from anybody. You will not see a banner asking you to reconsider. No law makes us do this. Your browser asked on your behalf, which is enough.

We also count which buttons and links get pressed. We use PostHog, on their servers in the European Union, and it reaches them through our own address, so your browser still talks to nobody but us. It notes the page you were on and what you pressed (the words on a button, or where a link goes), never anything you type. For the length of one visit your browser holds a random number in the tab, so that we can see that the person who read the menu and then booked a table was one visit and not two. It is not a cookie, it is gone when you close the tab, and it is never tied to your name, your booking or your address, so it cannot tell one visit of yours from the next. There are no recordings of your visit. Web addresses are cut short before they are sent, so the private link to your booking never leaves us, though a link you followed from one of our emails says which email it was. A link from one of our own Instagram, Facebook, Threads, TikTok, LinkedIn or Snapchat posts goes through our address on the way (it starts warrenmanselst.co.uk/p/), so we can count how many people tapped each post and whether a table was booked in the same visit. The tap is counted with nothing about who made it, and a booking made that way notes which post it came from. Our paid adverts on Facebook, Instagram and LinkedIn work the same way: the link says which advert and which site, and that is counted with the visit and any booking. Nothing about you goes back to those sites. Do Not Track and Global Privacy Control switch this off too.

And we count what happened, without saying who. When a table is booked or cancelled, a deposit goes through or does not, a volunteer signs up, a basket is saved, a voucher is bought, a form is sent or a call comes in, our server tells PostHog that it happened: the kind of thing, the day, a party size, an amount, a reason it was refused. It never sends a name, an email address, a phone number, a message or a note. So that the same person's bookings can be counted as one person's, the email address is turned into a code with a key only our server holds; PostHog gets the code and could not get the address back from it. When we send you an email about a booking or a sign-up, the company that delivers it for us (Brevo) tells our server whether it arrived, was opened, had a link pressed or bounced, and that is counted the same way: which email it was and the same code for you, never your address. Staff actions on the service screens are counted under the staff member who did them, as the entry below says.

We do not use tracking cookies, advertising pixels, or anything that follows you around the internet. Reading a page on this site fetches nothing from anybody else at all, with one exception, the booking page, which loads Square’s secure card form so a card can be held, and here is what that took.

The booking page loads Square’s card form. To book a table online a card is required, and the card details are entered in a form served by Square (our payment processor) inside our page. The card number never reaches our site or our servers: Square returns a secure token that stands in for the card, and that token is all we hold. It is what keeps us in the lightest payment-compliance tier (SAQ-A), and it is the only reason the booking page fetches anything from anyone. Nothing is charged when you book, whatever the size of the table; the held card is used only for a late cancellation or no-show fee under the terms you agreed to. For a table in the next six days the form can also offer Apple Pay or Google Pay. Apple Pay is built into Safari and loads nothing extra. Google Pay’s button is fetched from Google, and only when the date chosen is that close and the browser has no Apple Pay. Either one holds the no-show fee as a pending amount rather than saving the card, and the hold is released after your visit.

The typefaces used to come from Google, and now they do not. Newsreader and Archivo were served by Google Fonts from the day the site was built, which meant Google’s servers saw the IP address of every reader on every page. On 15 August 2026 we put the files on our own domain, where they belong. Nothing about the site looks different and Google no longer sees you arrive.

Pages with a form load an anti-spam check. It comes from Cloudflare, who already host this site, and it exists to tell a person from a bot so the forms are usable at all. On an ordinary visit it stores nothing on your device.

Any film on the site loads nothing until you press play. The film on the About page, and the video on a recipe when there is one, both work the same way: what you see before pressing play is a still picture we host ourselves, so simply reading the page tells YouTube nothing. Press play and you are watching it on YouTube, inside our page, and from that moment Google’s rules apply rather than ours. That is why it takes a deliberate press.

The only cookie this site sets anywhere is a session cookie on the password-protected application page, which exists solely to remember that you typed the password. It is strictly necessary and it disappears when you close the browser.

You will have seen a small notice on your first visit. It is not a cookie consent banner and it has no Accept or Reject buttons, because there is nothing to consent to: the rules on consent are about storing or reading things on your device, and we do neither. It is there to tell you what is and is not counted, which felt worth saying out loud rather than leaving you to assume the usual.

How long · And who else touches it

Keeping and sharing