Privacy & cookies

Who is responsible?

The Archive Café is responsible for the customer information used in this reservation service. Contact us at archivecafe2025@gmail.com or The Archive Café, 13–15 Victoria Square, Holmfirth, HD9 2DN. This notice covers reservations.archivecafe.co.uk and the booking.archivecafe.co.uk forwarding address.

Information we use

We collect your name, email address, telephone number, chosen date and time, number of guests and agreement to the reservation terms. We retain booking references, table allocations, changes, payment amounts, payment references and outcomes, refunds, bill-credit use and related staff audit records. Security processing includes connection information and a hashed IP identifier used to limit abusive booking attempts.

Why we use it

We use booking and contact information to arrange your reservation, receive your advance payment, send booking updates and handle changes, queries or refunds. The legal basis is taking steps at your request to make a booking and performing our contract with you. Necessary accounting records are kept to meet legal obligations. Fraud prevention, service security, dispute handling and audit records serve our legitimate interests in operating and protecting the café and its customers.

Your contact details are needed to complete an online reservation and contact you about it. We do not use this booking form as consent to marketing. Accepting reservation terms is separate from agreeing to marketing or optional tracking.

Payments, hosting and email

SumUp processes card payments on its own hosted checkout. We do not collect or store your full card details. We retain payment identifiers, amounts and outcomes to verify bookings, reconcile money and handle refunds. Cloudflare provides hosting, database storage, security and transactional email services. Authorised café staff can access reservation records. Records may also be disclosed to professional advisers or authorities where needed for accounting, a legal obligation or a dispute.

Providers may process information outside the UK. Their privacy information explains international processing and applicable safeguards: Cloudflare privacy policy and SumUp privacy information. Contact us if you need more information about a transfer relating to your booking.

How long records are kept

Reservation and payment history is retained for customer service, reconciliation, accounting and resolving disputes. Expired or failed booking attempts may remain in that history; expiry of a table hold does not delete its record. The system does not currently erase these records automatically.

Retention is assessed according to the purpose of the record, applicable accounting requirements, unresolved payments or disputes, and whether identifying information is still needed. We should not retain personal information indefinitely without a continuing reason. Contact us to ask about your records or request erasure; information required for accounting or legal claims may need to be retained.

Cookies and essential browser storage

This reservation application does not include advertising pixels or visitor analytics scripts. It uses browser session storage named archive-table-attempt to remember your booking reference and access token while you leave for SumUp and return to check payment. This is essential to the booking flow and is not used for advertising.

Session storage normally lasts for the browser tab's session; browser session restoration can preserve it. The app removes it when you start another reservation or when an expired or cancelled attempt is cleared. A table hold normally lasts 10 minutes, which is separate from the browser storage lifetime. Do not share your booking access token.

Cloudflare may use essential security cookies when protection checks are needed. Staff sign-in uses Cloudflare Access authentication cookies on protected staff pages. SumUp's checkout is a separate service with its own privacy and cookie information. We do not ask you to accept optional tracking to make a table reservation. If optional tracking is introduced, appropriate choices will be provided before using it where consent is required.

Your rights and questions

You can ask for access to your personal information, correction of inaccurate information, erasure, restriction or portability where applicable. You can also object to processing based on legitimate interests. These rights have legal limits, including where records must be kept for legal obligations or claims. We may need to verify your identity before responding.

Contact archivecafe2025@gmail.com. You can also complain to the Information Commissioner's Office, the UK data protection regulator.