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Privacy Policy

Last updated: 28 April 2025

  1. Who We Are

 

Bresand Leisure Ltd (trading as The Evolv Collection) is the data controller responsible for your personal data. Where necessary, personal data may be shared within this group for operational or administrative purposes. All group companies comply with this Privacy Policy. If you have any questions about this policy or how we handle your personal information, please contact our Data Officer:

dataofficer@evolvcollection.com

 

  1. What Data We Collect

 

We may collect and process the following types of personal data:

  • Identity Data: Name, title, date of birth
  • Contact Data: Email address, phone number, postal address
  • Account Data: Login details, password (hashed), preferences
  • Booking Data: Reservations, visit history, party size, special requests
  • Transactional Data: Purchases, spend value, visit frequency (excluding card details)
  • Loyalty Data: Evolv Rewards membership details, tier status, points balance
  • App Data: Device type, usage statistics, app version
  • Technical Data: IP address, browser type, operating system
  • Marketing Data: Communication preferences, campaign interaction (opens, clicks)
  • Social Interaction Data: Feedback submitted, survey responses, social media interactions

 

  1. How We Collect Your Data

 

We collect data through:

  • Website forms and bookings
  • The Evolv Rewards app
  • CRM platforms (Atreemo, Salesforce, The Loyalty Co.)
  • OpenTable reservation system
  • Wireless Social Wi-Fi login
  • Interactions with our venues
  • Gift purchases and voucher redemptions
  • Marketing emails and campaign interactions
  • Cookies and tracking tools (see our Cookie Policy at evolvcollection.com/cookies)

 

 

 

 

  1. How We Use Your Data

 

We use your data to:

  • Manage reservations and guest communication
  • Operate the Evolv Rewards loyalty programme
  • Allocate points and determine loyalty tier eligibility
  • Tailor marketing communications to your interests
  • Provide push notifications, offers, and service messages via the app
  • Improve our websites, app, and venue experiences
  • Handle payments and order fulfilment (gift shop)
  • Analyse customer behaviour and improve services

 

  1. Legal Bases for Processing

 

We rely on the following legal grounds:

  • Contract: To provide requested services such as bookings or Wi-Fi access
  • Consent: For direct marketing, SMS, and push notifications
  • Legitimate Interest: For profiling, segmentation, service improvements, and analytics
  • Legal Obligation: To comply with financial, tax, or regulatory requirements

 

  1. Evolv Rewards and Automated Decision-Making

 

We use profiling to tailor rewards and communications. In some cases, automated decision-making is used to manage your loyalty tier. For example, if your spend falls below the required threshold, you may be automatically moved to a lower tier. You will be notified and may challenge this decision. No legal or similarly significant decisions are made without the option for human review.

 

  1. Marketing Communications

 

You can choose to receive marketing from us by email, SMS, or push notifications. You can manage preferences via the app or links in any email. If you do not interact with marketing emails for 12 consecutive months, you will automatically be unsubscribed.

 

  1. Data Sharing

 

We share data with trusted third parties who help us operate our business, including:

  • CRM systems: Atreemo, Salesforce, Th Loyalty Co.
  • Booking providers: OpenTable/Guest Centre
  • App platform providers
  • EPOS system: Quadranet
  • Email, SMS, and analytics platforms
  • Wi-Fi provider: Wireless Social
  • Marketing and web agencies: The Escape, Ignite
  • Payment and checkout providers (e.g. WooCommerce)

All third parties are contractually obligated to protect your data and comply with UK GDPR.

 

  1. Retention Periods

 

  • Booking/reservation data (OpenTable): Retained indefinitely unless deletion is requested
  • CRM data (Atreemo): Anonymised after 5 years of no interaction; fully deleted after 6 years
  • Sales data (Salesforce): Retained for up to 6 years from your last enquiry or enquiry update
  • Marketing data:
  • Automatically unsubscribed after 12 months of no email interaction
  • Anonymised after 5 years of no activity
  • Deleted after 6 years
  • Gift shop data: Retained for 5 years (see separate Gift Shop Privacy Policy)
  • Wi-Fi data: Retained in accordance with Wireless Social’s policy and CRM alignment

 

  1. International Transfers

 

If your data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO.

 

  1. Your Rights

 

You have the right to:

  • Access and correct your personal data
  • Withdraw consent at any time
  • Object to processing (including profiling)
  • Request deletion or restriction of your data
  • Request portability in a machine-readable format
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

 

  1. Children’s Data

 

Our services are not intended for individuals under the age of 18. We do not knowingly collect data from children.

 

  1. Updates to This Policy

 

We may update this policy occasionally. The most recent version will always be available at evolvcollection.com/privacy. Significant changes will be notified via email or in-app.