| Olympic Studios

Privacy Policy

INTRODUCTION

(updated May 2024)

The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.

We’ll keep this page updated to show you all the things we do with your personal data. This policy applies if you’re a Member, customer, visit us, buy or use any of our services, visit our websites ( www.olympiccinema.co.uk, www.olympicstudios.co.uk ), (otherwise know as "the Sites") email, call or write to us.

We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary and the privacy and security of your data is assured.

We will update this Privacy Notice from time to time to reflect changes in our business.

We will notify you of any significant changes, but you’re welcome to come back and check this page whenever you wish.

By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

WHO ARE ‘WE’?

Barnes Cinema Ltd and Barnes Restaurant Ltd trade as Olympic Studios. Our registered address is: Barnes Cinema Ltd, 130 Shaftesbury Avenue, 2nd Floor, London, W1D 5EU or Barnes Restaurant Ltd, 28 Bedford Square, London, United Kingdom, WC1B 3JS.

We are registered as a company in England and Wales under company numbers 08512487 (Barnes Restaurant Ltd) and 07824168 (Barnes Cinema Ltd)

We are the Data Controller in respect of any Personal Data that you submit to us or that we collect from or about you.

We offer products and services in relation to our Cinemas, Café & Dining Room, Members’ Club and event spaces, including the sale of gift vouchers and membership.

If you have any questions in relation to this privacy policy or how we use your personal data, you can reach us at: dataprotection@olympiccinema.co.uk or write to: Data Protection Officer, Olympic Studios, 117-123 Church Road, Barnes, London SW13 9HL.

WHAT IS PERSONAL DATA?

When we talk about data and personal data in this Privacy Policy, we mean personal data which could be used to identify you, such as your name and contact details, your Membership number or booking reference. It may also include information about how you use our website.

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

EXPLAINING THE LEGAL BASES WE RELY ON

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent: In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive our newsletters.

Contractual obligations: In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you order an item from us for home delivery, we’ll collect your address details to deliver your purchase.

Legal compliance: If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting Olympic Studios to law enforcement.

Legitimate interest: In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use your email address to confirm a table booking you requested or confirm menu options for a larger party booking.

OUR PRIVACY COMMITMENTS

We will only collect, keep, use and share Personal Data as requested by you, for legitimate business purposes that we explain here below, or if we’re legally required to do so.

We will be as clear and open as we can with you about what Personal Data we collect and how it will be processed.
For as long as we maintain records of your Personal Data, we will keep it up to date and protect it with appropriate safety measures.

WHAT PERSONAL DATA DO WE COLLECT?

Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) will be collected and used by us. We’ll only collect the personal data that we need.

We collect personal data in connection with specific activities such as membership requests, booking tickets, buying vouchers, booking a table, joining our newsletter, visiting our building (CCTV images) etc.

PERSONAL DATA PROVIDED BY YOU

You can give us your personal data by filling in forms from our website, booking a table, filling in a contact card at an event (such as Barnes Fair), subscribing to our newsletter, corresponding with us by phone, email or by joining as a member.

This personal data you give us may include your name, title, address, date of birth, demographic information, email, telephone numbers, photograph. It may include financial information such as credit or debit card details. It may include your opinions about your experience at Olympic Studios.

If you buy membership, tickets or vouchers as a gift, your details will be recorded and your association with that relationship will be recorded.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data on relevant lawful grounds as permitted by the UK Data Protection Act 2018.

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice, in a transparent manner, at the time of collection or registration where appropriate, in accordance with any preferences you express.

If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

We may disclose your personal information to any of our employees, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy, including the purpose of running our business.

Your personal data may be collected and used to help us deliver services and products, or complete your order or request.

Below are the main uses of your data, which depend on the nature of our relationship with you and how you interact with our various services, websites and activities.

WHEN DO WE COLLECT YOUR PERSONAL DATA?

NEWSLETTERS

Your privacy is important to us, so we’ll always keep your details secure.
When you sign up to receive our newsletter, we ask for your consent to use your name and email address. Our newsletters contain information about films, events and other information which we feel might be of interest to you.

You can withdraw your consent at any time by clicking on “Unsubscribe” at the bottom of any newsletter, and we will stop sending you the newsletter. However, if you tell us you don’t want to receive our newsletters, then you may not hear about events or other work we do that may be of interest to you.

Your name and email address are shared with a data processor mailing system to generate and send out our newsletters. This company has contractually committed to providing appropriate safeguards for your personal data, which means it will be protected in line with the legal requirements of the UK. This company create and store a record of your newsletter receiving history and your location.

We keep your personal data for as long as we produce and distribute our newsletter. If you withdraw your consent, we will mark your details so that they are not used and delete them after 12 months.

Olympic Studios will not sell your information. We will not share your information with any third party except as stated in this Privacy Notice or as required to operate the Sites, provide our services to you and administer your account. We do not share your Personal Data with social media sites. We do not use the information you provide to make any automated decisions that might affect you.

FOUNDER MEMBERSHIP

When you signed up for Founder Membership, we asked for your name, address, email, telephone number / mobile number, your date of birth, nationality, NI number, photo, and information about your work and other information that you elected to provide to support your application. You also supplied information about your Associate Member including name, address, email address, phone number and date of birth.

We use your information in the following ways:
1. to process, activate and contact you about your membership, including renewals
2. to keep you informed about films, events, priority booking and information about Olympic Studios
3. to confirm your identity and allocate discounts when booking tickets for the Cinema
4. to confirm your identity when booking tables in the Cafe and Dining Room or Members’ Club
5. to confirm your identity when visiting the Members’ Club as a Founder or Associate Member
6. to contact you about a booking or purchase you have made
7. to keep in touch regarding shareholder information.

We require this information for legitimate reasons in order to process your membership, deliver our services and fulfil our contract with you.

Your personal data is shared with specifically chosen data processors and data controllers to generate and maintain your membership. As a shareholder, certain information you provided is shared with Companies House and HMRC for legitimate reasons. These companies have contractually committed to providing appropriate safeguards for your personal data, which means it will be protected in line with the legal requirements of the UK.

We keep your information while your membership is active and up to 7 years afterwards.

We will not share your information with any third party except as stated in this Privacy Notice or as required to operate the Sites, provide our services to you and administer your account. We do not share your Personal Data with social media sites. We do not use the information to make any automated decisions that might affect you. We do not sell on your information or give it to other companies for research or sales.

ANNUAL MEMBERSHIP

When you sign up for Annual Membership, we ask you for your name, address, email, telephone number / mobile number, your date of birth and a photo.

We use your information in the following ways:
1. to process, activate and contact you about your membership, including renewals
2. to keep you informed about films, events, priority booking and information about Olympic Studios
3. to confirm your identity and allocate discounts when booking tickets for the Cinema
4. to confirm your identity when booking tables in the Cafe and Dining Room or Members’ Club
5. to confirm your identity when visiting the Members’ Club as an Annual Member
6. to contact you about a booking or purchase you have made

We require this information for legitimate reasons in order to process your membership, deliver our services and fulfil our contract with you.

Your personal data is shared with specifically chosen data processors and data controllers to generate and maintain your membership. These companies have contractually committed to providing appropriate safeguards for your personal data, which means it will be protected in line with the legal requirements of the UK.

We keep your information while your membership is active and up to 2 years afterwards.

FILM CLUB MEMBERSHIP

When you sign up for Film Club Membership, we ask you for your name, address, email, telephone number / mobile number and your date of birth.

We use your information in the following ways:
1. to process, activate and contact you about your membership, including renewals
2. to keep you informed about films, events, priority booking and information about Olympic Studios
3. to confirm your identity and allocate discounts when booking tickets for the Cinema
4. to confirm your identity when booking tables in the Cafe and Dining Room
5. to contact you about a booking or purchase you have made

We require this information for legitimate reasons in order to process your membership, deliver our services and fulfil our contract with you.

We keep your information while your membership is active and up to 2 years afterwards.

WHEN YOU USE OUR WEBSITE

We collect personal data from you when you visit our websites and buy products and services, or redeem vouchers from the Olympic Studios on the phone, at our address or online. We only collect the information you provide such as name, email, phone number and credit card details.

When you purchase products from us online, we ask for your name, address, contact telephone number, email address and credit card information. We require this information for legitimate reasons in order to process your request, deliver our services and fulfil our contract with you.

All our website financial transactions are handled through our payment service providers, Windcave and Square. You will find more information on payment services providers in our Data Processors section.

We will only share your information with our payment services providers to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

We will use your information to verify your credit card details for your purchase, process your order and to service your request. We will also send you a receipt via email and we may use your telephone number to contact you regarding your purchase.

We keep your order information for an indefinite period, to analyse the purchase history of our customers and the way our customers use the Sites.

Olympic Studios will not sell your information. We will not share your information with any third party except as stated in this Privacy Policy or as required to operate the Sites, provide our services to you and administer your account. We do not share your Personal Data with social media sites. We do not use the information you provide to make any automated decisions that might affect you.

WHEN YOU BOOK A TABLE IN OUR CAFÉ & DINING ROOM OR MEMBERS’ CLUB

We use a third party booking system called SevenRooms to make table reservations. Your full name, email address and phone number are required in order to make the booking and so we can contact you in relation to the booking.

We may also keep details of any dietary requirements you or your party may have.

We require this information for legitimate reasons in order to process your table booking, deliver our services and fulfil our contract with you.

This company has contractually committed to providing appropriate safeguards for your personal data, which means it will be protected in line with the legal requirements of the UK. You can review SevenRooms’s privacy policy in our Data Processors section.

We keep your information for up to 2 years after your booking.

WHEN YOU VISIT

Your image may be recorded on CCTV when you visit us. This is to protect our customers, premises and assets from crime. We do this on the basis of our legitimate business interests.

If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.

WHEN YOU BOOK AN EVENT

When you book an event or private screening, we ask you for your name, address, email, telephone number / mobile number, credit card information and signature.

We use your information in the following ways:

1. to process, activate and confirm your booking
2. to contact you regarding menu and drink options.

We require this information for legitimate reasons in order for the event to take place, deliver our services and fulfil our contract with you.

We will not share your information with any third party except as stated in this Privacy Notice or as required to operate the Sites, provide our services to you and administer your event. We do not share your Personal Data with social media sites. We do not use the information to make any automated decisions that might affect you. We do not sell on your information or give it to other companies for research or sales.

We keep your information while your event is forthcoming and up to 2 years afterwards.

COOKIES

We use information collected from the bookings you have made, visits to Olympic Studios and from cookies. Cookies are small pieces of information stored on your device by the web browser of your device. We use cookies placed on your devices to collect data about your use of our websites. The cookies used are described in more detail in our cookie statement. They do not provide any information which might disclose the identity of a specific person but they may potentially identify your computer, your browser and your internet settings. You may change the storing of cookies in your browser settings at any time by selecting the function “accept no cookies”.

LINKS TO OTHER WEBSITES

Our website may, from time to time, contain links to and from the websites of our partner networks, payment systems and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. This privacy policy applies solely to the personal data collected by Olympic Studios.

DATA PROCESSORS

We use selective third parties to collect, export, process and store Personal Data on our behalf. The data processors and collectors we use currently are the following:

1. Ticketing Database: Rosetta/UniqueX https://uniquex.com/privacy-policy/
2. Membership Database: Rosetta/UniqueX https://uniquex.com/privacy-policy/
3. Payment Processors online: Windcave https://sec.windcave.com/pxmi3/privacy-policy
4. Restaurant Point of Sale: Square https://squareup.com/gb/en/legal/general/privacy
5. Marketing: MailChimp https://mailchimp.com/legal/
6. Table Bookings: SevenRooms https://sevenrooms.com/en/privacy-policy/
7. Social Media Platform: Facebook https://www.facebook.com/privacy/explanation
8. Social Media Platform: Twitter https://twitter.com/en/privacy#update
9. Social Media Platform: Instagram https://help.instagram.com/519522125107875?helpref=page_content
10. Google Analytics https://www.google.com/policies/privacy/
11. Archiving: Box https://www.box.com/en-gb/security
12. Accounting software: Xero https://www.xero.com/uk/legal/privacy/
13. Email: https://privacy.microsoft.com/en-US/privacystatement

INTERNATIONAL DATA TRANSFERS

We use data processors located outside the UK only after taking such steps as are required to ensure that Personal Data they process on our behalf receives protection equivalent to that provided in the UK. Our processors are either certified as compliant with the UK-U.S. Privacy Shield Framework where they are located in the USA or have entered into an agreement with us containing the model clauses approved by the UK as providing contractual protection equivalent to that provided by the data protection regulations applicable in the UK. To learn more about the Privacy Shield program, please visit www.privacyshield.gov.

DATA SECURITY

We maintain technical and physical safeguards that are designed to protect the security and integrity of your Personal Data, and to guard it against accidental or unauthorised access, use, alteration or disclosure to unauthorised third parties. These measures include device encryption, firewalls and virus checking procedures.

Where we keep Personal Data files on local devices these devices are protected and accessible only to authorised Olympic Studios employees and approved contractors.

We regularly review our security systems to ensure that your Personal Data remains safe and secure.

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).

DURATION OF STORAGE

Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain documents (including electronic documents) containing personal data:

We will maintain records of your Personal Data for as long as you remain:
1. a subscriber to our mailing list;
2. a user of any of our Sites;
3. have completed a purchase with Olympic Studios;
or
4. for as long as is necessary to provide our services to you.
5. if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
6. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

If you have not opened any email communication from a Olympic Studios or interacted in any other way with our brands for 24 months we will regard you as an inactive subscriber and delete your details from our records except where retention is necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees.

YOUR RIGHTS IN RELATION TO PERSONAL DATA

You can unsubscribe from our newsletters at any time by following the “Unsubscribe” link in the footer of the last newsletter you received from us or by emailing: membership@olympiccinema.co.uk with detailed instructions for our team.

You have the right to ask us what information we hold about you and you can ask us to correct it if it is inaccurate.

You also have the right to request from us all personal information that we hold that relates to you, to request restriction of the processing of that data and to request that we delete that data. We may require you to provide us with appropriate identification before we comply with this request.

You also have the right to object to our continued processing of your personal data. You may also have the right to data portability.

You can also ask for it to be erased and you can ask for us to give you a copy of the information.

You can also ask us to stop using your information – the simplest way to do this is to withdraw your consent, which you can do at any time by emailing or writing to us using the contact details below.

CONTACT US

You can contact us with questions about the personal information we hold about you by emailing dataprotection@olympiccinema.co.uk or writing to us at Data Protection Officer, Olympic Studios, 117-123 Church Road, Barnes, London SW13 9HL

YOUR RIGHT TO COMPLAIN

If you have a complaint about the way in which we use your personal information you have the right to complain to the Information Commissioner ico.org.uk or write to them at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF