Last updated: 18/9/2025
1. Introduction
Garden Square (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, disclose and protect your personal data when you use our website (https://www.gardensquareorkney.com) and any related services.
By using or accessing our website, you consent to the practices described in this policy.
2. Data Controller
The data controller is:
Garden Square
18 Bridge Street
Kirkwall, Orkney
KW15 1HR
Email: hello@gardensquareorkney.com
3. What data we collect
We may collect and process the following types of personal data about you:
Contact information — name, email address, telephone number, postal address (e.g. when you contact us or sign up to a mailing list)
Communication data — records of your correspondence with us (e.g. emails, messages)
Usage data — information about how you use the website, such as pages visited, time spent, your IP address, browser type and version, referring/exit pages, operating system
Booking / transaction data — if you make bookings (for events, venues, etc.), we may collect details required to fulfil that booking (e.g. your name, contact, payment details, preferences)
Marketing and preferences data — your preferences in receiving marketing from us and your communication preferences
Cookies and similar technologies — we may use cookies and similar tracking technologies to track activity on our site and store certain information
4. How we collect your data
We collect data in the following ways:
You provide it directly (e.g. when you sign up for our mailing list, make a booking, contact us)
Automatically via your use of the website (through cookies, analytics, server logs)
From third parties (for example, service providers, booking platforms, payment processors)
5. Legal bases for processing
We rely on the following legal bases for processing your personal data:
Performance of a contract — where you book services or make orders
Legitimate interests — for purposes such as improving our website, providing better customer service, preventing fraud, marketing (provided your rights do not override those interests)
Consent — when you explicitly agree to us processing certain data (e.g. signing up to receive marketing)
Legal obligations — to comply with legal obligations (e.g. record keeping, tax, regulatory compliance)
6. Purposes of processing
We use your data for:
Processing and fulfilling bookings or transactions
Communicating with you (e.g. email updates, confirmations, service notices)
Sending you marketing communications (if you consent or where permitted)
Analysing and improving our website, services, and user experience
Preventing fraud and ensuring security
Compliance with legal and regulatory obligations
7. Sharing your data / third-party access
We may share your personal data with:
Service providers / processors (e.g. payment processors, emailing platforms, booking system providers, analytics providers)
Authorities / regulators if required by law (e.g. law enforcement, tax authorities)
Affiliates or partners in limited circumstances (e.g. in promotion of events)
Third parties in event of reorganisation or sale of all or portions of our business
When we share your data, we require that these third parties respect the security of your data and treat it in accordance with the law.
8. Cookies and tracking technologies
We use cookies and similar technologies (e.g. web beacons, pixels) to collect usage data. Cookies help us:
Recognise your device
Keep you logged in (if applicable)
Understand site usage and improve performance
Personalise content and advertising
You can control or delete cookies via your browser settings. However, disabling certain cookies may impair the functionality of parts of the site.
9. Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. After that, we will securely delete or anonymise the data.
10. Your rights
Under UK / EU data protection law, you have the following rights (subject to conditions):
Right of access — to request a copy of your personal data
Right to rectification — to have inaccurate or incomplete data corrected
Right to erasure (“right to be forgotten”) — in certain circumstances
Right to restrict processing — to limit how we use your data
Right to data portability — to receive your data in a usable format
Right to object — especially to direct marketing or processing based on legitimate interests
Rights in relation to automated decision making / profiling — where applicable
To exercise any of these rights, please contact us at hello@gardensquareorkney.com. We may request proof of identity to verify your request.
11. Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration or disclosure. However, no method of transmission over the internet or electronic storage is entirely secure, so we cannot guarantee absolute security.
12. International transfers
If we transfer your personal data outside the UK or European Economic Area (EEA), we will ensure appropriate safeguards are in place (e.g. standard contractual clauses, adequacy decisions) to protect your data rights.
13. Children
Our website and services are not intended for children under 16. We do not knowingly collect or solicit personal data from children under that age. If you believe we have collected data from a child, please contact us and we will delete it.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on our website with the “Last updated” date. We encourage you to check back periodically.
15. Contact us
If you have any questions, concerns or requests about this Privacy Policy, you may contact us at:
Garden Square
18 Bridge Street
Kirkwall, Orkney
KW15 1HR
Email: hello@gardensquareorkney.com
