Privacy Policy

Data Controller: Pesto Food Ltd

The Policy and How it Applies To You.

In this policy we explain how we:

  • Use your personal data.
  • Comply with the data protection legal obligations which apply to us and our website so that you understand and have a choice about how your personal data is collected, used and stored (processed).

This policy applies when you use our website and when you communicate with us either in face-to face meetings, on the telephone or via email and in writing. This policy forms part of our terms and conditions, which are included in the quotation we provide prior to your event.

This policy was last updated on 29th June 2018. Every so often we may make changes to the policy (for example to keep up with changes to the law) therefore please check this policy from time to time.

Who is Pesto Food Ltd?


Pesto Food Ltd is a United Kingdom registered company, under number 08864258, whose registered office is at Unit 8, Coopers Place Business Park, Combe Lane, Wormley, Surrey, GU8 5SZ

Personal Data and Information Collected


Personal data is any information which could identify you, directly from the information in question or indirectly from a combination of other information.

Personal data may also include special categories, that are considered more sensitive, such as ethnicity etc. In cases where this information is collected it can only be processed in limited circumstances.

Subject to how you use the Pesto website and the services you ask us to deliver, we will gather a range of personal data from you, including your name and contact information such as your address, telephone number and email address.

Information regarding any event or other service you ask us to either provide or quote for, will be collected to ensure accurate information can be provided.

On initial enquiry the following information about your event will be collected and processed. Correspondence address, date of event, type of event (party, wedding etc.), venue address, telephone number, email address, guest numbers. This information will then form a vital part of the quotation stage. If you then ask us to provide the catering for your event the information you provide us will become increasingly more detailed.

The additional information you provide, during the event planning stage will more than likely include personal data about other people to whom you are connected such as your partner and, in the instance of a seated meal we will ask for the names of all your guests, in the form of the table plan. We may also gather the names and contact details of your suppliers such as the florist, entertainers, photographer, venue, marquee supplier and other companies and individuals associated with your event. After the event we may be given photographs of your event either by you or by your photographer.

If you choose not to provide us with your own or other people’s personal data, it may hinder the event planning process or even stop us from producing your event entirely.

Gathering Personal Data


We may gather your personal data in the following ways:

  • The enquiry form on our website.
  • The information you provide to us by email, telephone or in face-to-face meetings when you:
    • Make an initial enquiry about Pesto, catering your event/function.
    • Ask us to provide a formal quotation for catering your event/function.
    • Book us to cater for your event/function.
    • Work with Pesto Food to plan your event/function.
  • Any surveys or feedback request which you choose to complete.

If you booked your venue before contacting us it is very likely that your chosen venue will have passed some of your personal data to us. Typically they will tell us your name, potentially your partner’s name, your email address, telephone number and the date of your events.

During the course of planning an event we often gather information about you and your event from other third parties. This could include, but is not limited to, the florist, marquee supplier, other equipment hire companies, a cake baker, event planner, stylist, photographer, videographer and entertainers. After the event we may be given photographs of your event either by you or by your photographer.

Information about your visits to our Website which will include, (but are not limited to), your IP address, online tracking such as location, browser and type of device you use.

Using the Personal Data


We use personal data so that we can:

  • Communicate with you.
  • Answer any requests for information about providing our catering services.
  • On request provide a quotation for us catering your event/function.
  • Send appropriate information as requested or any additional information which may be of interest, where you have consented to this or information we need to provide you.
  • Supply you with our catering services, as asked for.
  • Deal with any request for help or answer your queries and to provide general customer support.
  • To invoice you for our services.
  • Give you the best user experience and to enable you to participate in any interactive features of our website.
  • To analyse and monitor how our website is used and to help us to administer it (including security and fraud detection) and to run our business generally.

We may use photographs of your event on our blog, website, Instagram, other social media or in printed brochures for marketing purposes. These photographers are usually of our staff, food, and the venue. Except where you have provided us with the photographs we endeavour not to publish photographers of you or your guests. Occasionally you or your guests may feature in the background of a photograph whose primary subject is of our staff, the food, or the venue. (If you require us not to publish photographs of you or your guests contact our team on

Legal Basis for Processing Data


The majority of information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as third parties involved with your event. We use this information to supplement the personal data we already hold about you, in order to better inform, personalise and improve our catering services, and to validate the personal data you provide.

Where we collect personal data, we’ll only process it:


  • to perform a contract with you, or
  • where we have legitimate interests to process the personal data and they’re not overridden by your rights, or
  • in accordance with a legal obligation, or
  • where we have your consent.

If we don’t collect your personal data, we may be unable to provide you with our catering services.

Sharing Your Data


There may be times when we must share your personal data with others, for example, where the law requires us or to enforce our rights or protect others, such as for fraud prevention. This could include, but is not limited to, regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure.

We will share your personal data with other individuals or organisations where it is necessary for us to do so to provide the catering services you have requested from us.

For certain suppliers such as equipment, tableware, linen, marquee or styling hire companies we will potentially share your name and, if your event is being held at a private house, an address and telephone number.

We may share our worksheet which contains all the information we hold about your event, including your personal data such as, but not limited to, your name, address, email address and telephone number with the venue at which the event is being held.

We will share part or all of our kitchen sheet which contains all the information we hold about your event, including your personal data such as, but not limited to, your name and telephone number with the staff working on your event which in addition to our permanent and part-time staff who are contracted employees may include third party contract event staff who we have employed to work on your event.

Our external accountants have access to our accounting system where we hold your name and potentially your address and email address.


Other people where we have your consent.

Personal Data Rights


It’s your personal data and you have certain rights relating to it. You have rights to:

  • Know what personal data we hold about you, and to make sure it’s correct and up to date.
  • Request a copy of your personal data, or ask us to restrict processing your personal data or delete it.
  • Restrict processing of your personal data in certain circumstances

Object to processing your personal data in certain circumstances

If you’re not happy with how we are processing your personal data, please send us an email on

You also have the right to lodge any data protection complaints with the Information Commissioner’s Office (ICO), the UK’s supervisory authority. Visit for more information including how to access their helpline.

Keeping Personal Data


We keep your personal data only for as long as it is reasonably required and then it will be deleted, destroyed or anonymised.

Our data retention policy is mostly driven by the legal requirement to keep accounting information for six years + 1 year. Most of the data stored about your event is supporting material to our accounting transaction with you.

Data Subject – How long personal information/ data is kept

Prospective Clients

We will retain personal information for six months from the date of the enquiry or last correspondence depending on which is greater. That did not result in us providing you with our catering services.


We will retain personal information for seven years from the end of the year in which we last provided you with contracted services.

Data is stored in a range of different places including in your hard copy event file and on the Company’s server:

  • Third party cloud server (Dropbox),
  • Third party cloud data back-up system
  • On-line accounting system (Xero),
  • Email system (1 and 1 hosting)
  • Web-site and Blog (com)
  • Instagram
  • And, in other IT systems.

Non Personal Information


When you use our website we may also collect non-personal information or accumulated information – that is any information about more than one individual where the individual’s identity is unknown and cannot be inferred from that information. This helps us run our Website and business effectively.

Third Parties and Social Media


You may visit or leave our Website by clicking a link to or from another website or platform operated by a third party – for example, you may use social media icons (such as Twitter). If you do this, please also take the time to read the relevant privacy information provided by other websites/platforms because they may be different. Apart from as described above your information will only be shared where you have agreed to permit this.