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.

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: the card is held only so that a cancellation or no-show fee can be applied under the terms you agreed to. Walk-ins need no card at all.

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 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 Deri 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 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 Deri and the one person helping him with the admin, 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. 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 you attach is stored separately from the website, is readable only by the two of us behind a sign-in, is never published anywhere and is never sent to anybody else. 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 two of us 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.

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. Ask us sooner 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.

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 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 and the HMRC starter checklist answer that sets your tax code. 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. 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 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, stores nothing on your device and reads nothing off it, and it gives us no way to identify you. 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 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; the held card is used only for a cancellation or no-show fee under the terms you agreed to.

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