Privacy Policy – The Oak Bar and Restaurant
At The Oak Bar and Restaurant, we value your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website or make a booking with us.
By using our website, you agree to the terms of this policy.
Who we are
The Oak Bar and Restaurant is part of The Cairndale Hotel and Spa, based in Dumfries, Scotland.
We are the “data controller” responsible for your personal information.
Contact details:
Email: hello@cairndalehotel.co.uk
Phone: 01387 254111
Address: English Street, Dumfries DG1 2DF
What personal data we collect
We may collect and process the following types of personal data:
Identity and contact details: name, email address, phone number
Booking details: party size, time/date, dietary requests, special notes
Payment details: if a deposit or pre-payment is taken (via Stripe)
Marketing preferences: if you opt-in to receive emails from us
Technical data: IP address, browser type, device, site interactions
How we collect your data
We collect your data when:
You make a reservation through our website (powered by ResDiary)
You make a payment online (processed securely by Stripe via ResDiary)
You fill out a contact form or sign up to our mailing list
You browse our website (via cookies and analytics)
How we use your information
We use your data to:
Process and manage your table reservations
Communicate with you about your booking
Improve our services and website experience
Send marketing emails (only if you’ve opted in)
Meet legal and regulatory obligations
Booking and payment systems
We use ResDiary for table bookings. When you make a booking, your data is securely processed by ResDiary on our behalf. You can view their privacy policy here:
https://sales.resdiary.com/privacy-statement
If a payment or deposit is required, it is processed securely by Stripe, a trusted PCI-compliant payment provider. You can view Stripe’s privacy policy here:
Marketing communications
If you consent to receive marketing from us, we may email you with news, offers, or event information. You can unsubscribe at any time by clicking the link in our emails or by contacting us directly.
Cookies
Our website uses cookies and analytics to improve performance and user experience. You can manage cookie preferences via your browser settings. A separate cookie policy is available on our site.
Data sharing
We do not sell or rent your personal data. We may share it with:
ResDiary and Stripe (for bookings and payment)
Email marketing platforms (e.g., Mailchimp), only if you subscribe
Website hosting and IT support providers, where necessary
All third parties are required to keep your data secure and only use it as instructed by us.
Data retention
We only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including legal and tax obligations.
Your rights
You have the right to:
Access your personal data
Request correction or deletion
Object to processing or request restriction
Withdraw consent (for marketing)
Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise these rights, contact us at hello@cairndalehotel.co.uk.
Security
We use appropriate technical and organisational measures to protect your personal information. Where bookings or payments are handled by third parties (e.g. ResDiary, Stripe), they are encrypted and securely processed.
Changes to this policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date.
Cookie Policy – The Oak Bar and Restaurant
What are cookies?
Cookies are small text files that are placed on your device (computer, phone, or tablet) when you visit a website. They help websites function efficiently and provide information to the site owners to improve your experience.
How we use cookies
We use cookies for the following purposes:
a) Essential cookies
These are necessary for the website to function properly and cannot be switched off. They include things like security features and remembering your booking preferences.
b) Analytics cookies
These help us understand how visitors interact with our site, so we can improve performance and content. For example, we may use:
Google Analytics – to collect anonymised data on user behaviour (e.g. pages visited, time on site)
Read Google’s privacy policy
c) Marketing & tracking cookies (optional – include if applicable)
If enabled, these cookies allow us to deliver more relevant ads or measure advertising effectiveness. For example:
Meta Pixel (Facebook Pixel) – tracks conversions from Facebook ads
Hotjar – tracks user interaction (e.g. scroll depth, clicks) for UX improvements
Managing your cookie preferences
You can manage or block cookies through your browser settings. Here's how for common browsers:
Chrome: https://support.google.com/chrome/answer/95647
Firefox: https://support.mozilla.org/en-US/kb/cookies-information-websites-store-on-your-computer
Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac
Edge: https://support.microsoft.com/en-us/help/17442
Please note that disabling certain cookies may affect website functionality.
Third-party cookies
Some features on our website (like online bookings via ResDiary) may use third-party cookies. These are controlled by the external services, not by us directly. We recommend reviewing their privacy and cookie policies:
ResDiary: https://sales.resdiary.com/privacy-statement
Changes to this cookies policy
We may update this policy from time to time. Updates will be posted on this page with an amended effective date.
Contact us
If you have any questions about our use of cookies, please contact:
Email: hello@cairndalehotel.co.uk
Phone: 01387 254111