Privacy Policy

Last updated: September 2026

The Swan on the River respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use and protect your personal information when you visit our website, make a booking, purchase a gift voucher, sign up to our mailing list, make a payment, contact us or otherwise interact with us.

1. Who we are

The Swan on the River Limited is a company registered in England and Wales.

Company number: 17406436
Registered office: The Swan on the River, Newbury Road Great Shefford Hungerford RG17 7DS
Pub address: The Swan on the River, Newbury Road Great Shefford Hungerford RG17 7DS
Email: info@theswanontheriver.com

For the purposes of UK data protection law, The Swan on the River Limited is the data controller responsible for your personal information.

2. Information we collect

Depending on how you interact with us, we may collect:

your name;
your email address and telephone number;
your address, where required for a purchase or transaction;
details relating to table, event or other bookings;
details of gift vouchers you purchase or receive;
payment and transaction information;
details of enquiries and correspondence with us;
dietary requirements, allergies or accessibility requirements that you choose to provide;
your marketing preferences and details of your interactions with our marketing communications;
information you provide when entering competitions, promotions or events;
technical information such as your IP address, browser, device and information about how you use our website; and
information collected through cookies and similar technologies.

We aim to collect only the information reasonably necessary for the relevant purpose.

3. How we collect your information

We may collect information:

directly from you when you contact us, make a booking, purchase a gift voucher, make a payment or sign up for marketing;
through our website;
through third-party service providers used to operate our website, bookings, payments, vouchers and marketing; and
automatically when you use our website, through cookies and similar technologies.

4. How we use your information

We may use your personal information to:

process and manage bookings;
send booking confirmations and service-related communications;
process payments, deposits, refunds and gift-voucher purchases;
administer and redeem gift vouchers;
respond to enquiries;
provide information about our menus, events and services;
manage allergies, dietary requirements and accessibility requests;
provide customer service and deal with complaints;
send newsletters, offers and information about The Swan on the River where permitted;
manage competitions, promotions and events;
operate, secure and improve our website;
analyse how our website and services are used;
prevent fraud and protect our business; and
comply with legal, tax, accounting and regulatory requirements.

5. Our lawful bases

UK data protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to make or administer a booking, sell or redeem a gift voucher, process a transaction or provide another service you have requested.

Legitimate interests – where processing is reasonably necessary to operate and improve our business, respond to customers, protect our systems, prevent fraud or understand how our services are used, provided those interests are not overridden by your rights.

Consent – for activities where we ask for your agreement, including certain electronic marketing and non-essential cookies.

Legal obligation – where processing is necessary for us to comply with applicable law.

Where you voluntarily provide information concerning allergies, health conditions or accessibility requirements, we will only process it where permitted under applicable data protection law and only for purposes connected with providing you with an appropriate and safe service.

6. Table and event bookings

We may use a third-party reservation provider, such as ResDiary, to manage online bookings.

When you make a booking, information such as your name, contact details, party size, booking time and any information you choose to provide about your requirements may be processed through that platform.

Where a third-party booking service is used, your information may also be processed in accordance with that provider’s privacy policy.

We may use your contact details to send communications that are necessary to administer your booking. These service messages are separate from marketing communications.

7. Payments

Where you make a payment online, including for a deposit, event or gift voucher, payment information may be processed by a specialist payment provider.
We do not generally need to receive or store your complete payment-card details ourselves where payments are processed securely by a third-party payment provider.

We may retain transaction information such as the amount paid, transaction date, payment status and relevant reference numbers for accounting, customer service, fraud prevention and legal purposes.

8. Gift vouchers

If you purchase a gift voucher, we may collect information about you and, where applicable, the intended recipient.

We use this information to process the purchase, deliver or administer the voucher, deal with enquiries and facilitate redemption.

Where a third-party gift-voucher platform is used, relevant information may also be processed by that provider.

9. Email marketing and newsletters

You may choose to receive news, events, offers and other marketing communications from The Swan on the River.

Where we rely on your consent, signing up is entirely optional and does not affect your ability to make a booking or purchase from us.

We may also be permitted in certain circumstances to contact existing customers about our own similar products or services where applicable electronic marketing laws allow us to do so.

You can unsubscribe at any time by using the unsubscribe link in our emails or contacting us directly.

We keep appropriate records of marketing preferences so that we can respect your choices.

We do not sell your details to third parties for their own marketing purposes.

10. Cookies and website analytics

Our website uses, or may use, cookies and similar technologies.

Some technologies are necessary for the website to operate, for example to provide functionality, security or enable transactions.

Other technologies may be used for analytics, functionality, advertising or marketing.

Where consent is legally required, non-essential technologies will not be used unless you have made the relevant choice through our cookie controls.

You can review or change your cookie choices through the cookie settings available on our website.

Further details of the technologies we use should be provided through our cookie-management tool.

11. Who we share information with

Where necessary, we may share personal information with trusted third parties that provide services to us, including:

our website hosting and technology providers;
our table reservation and booking provider;
payment processors;
gift-voucher providers;
email and marketing platforms;
website analytics providers;
IT and security providers;
professional advisers such as accountants, lawyers and insurers; and
regulators, government authorities or law-enforcement bodies where required by law.
Third-party providers that process personal information on our behalf are required to handle that information appropriately and securely.
Some providers may also act as independent controllers for particular processing activities. Where this is the case, their own privacy policies will apply.

12. International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure the transfer complies with applicable UK data protection law and that appropriate safeguards are used where required.

13. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable legal, accounting, tax and regulatory requirements.

Different types of information may therefore be kept for different periods.

Where you unsubscribe from marketing, we may retain limited information on a suppression list to ensure that we continue to respect your preference.

14. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, loss, misuse or disclosure.

No internet-based system can, however, be guaranteed to be completely secure.

15. Your rights

Depending on the circumstances, UK data protection law gives you rights including the right to:

access personal information we hold about you;
have inaccurate information corrected;
request deletion of information in certain circumstances;
restrict certain processing;
object to certain processing, including direct marketing;
receive certain information in a portable format; and
withdraw consent where processing is based on consent.
To exercise your rights, please contact info@theswanontheriver.com.

16. Complaints

If you are unhappy with how we use your personal information, please contact us first so that we have an opportunity to resolve your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

17. Third-party websites

Our website may link to third-party websites and services. We are not responsible for the privacy practices of websites and services that we do not control.

We recommend reviewing the relevant third party’s privacy information before providing personal information to them.

18. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our website, business, service providers or legal requirements.

The latest version will be published on our website with the date of the most recent update.