Privacy Policy
The Swan, Forest Row
Last updated: June 2026
Who We Are
The Swan is a pub located in Forest Row, East Sussex. When we refer to “we”, “us” or “our” in this policy, we mean The Swan and those responsible for running it.
If you have any questions about this policy or how we handle your data, please get in touch:
The Swan, 1 Lewes Road, Forest Row, RH18 5ER
What Information We Collect
We may collect personal information from you in the following ways:
When you contact us - if you get in touch by phone, email, or through our website contact form, we may collect your name, email address, phone number, and the contents of your message.
When you make a booking - if you book a table or private function with us, we collect the details needed to process and confirm that booking — such as your name, contact details, date, party size, and any relevant requirements (for example, dietary needs or accessibility information).
When you sign up to hear from us - if you opt in to receive our newsletter or event updates, we collect your name and email address.
When you visit our website - our website may collect standard technical data such as your IP address and browser type via cookies or analytics tools. See the Cookies section below for more detail.
How We Use Your Information
We use your information to:
Respond to your enquiries and messages
Process and manage your bookings
Send you updates, offers, or event information (only if you’ve asked us to)
Improve our website and the way we communicate with you
Meet any legal obligations we may have
We will never sell your personal data to third parties, and we will never use it for purposes beyond those listed above.
Our Lawful Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
Contract - to fulfil a booking or reservation you’ve made with us
Legitimate interests - to respond to general enquiries and run our business effectively
Consent - to send you marketing communications, where you’ve opted in
Marketing Communications
If you’ve signed up to receive news and updates from us, you can unsubscribe at any time by clicking the unsubscribe link in any email we send, or by contacting us directly. We won’t send you marketing messages unless you’ve given us permission to do so.
Sharing Your Information
We do not sell or rent your personal data. We may share it with trusted third-party services that help us operate - for example, an email marketing platform or a booking system - but only where necessary and only with providers who handle data securely and in line with UK data protection law.
How Long We Keep Your Data
We keep your data only for as long as is necessary:
Booking and enquiry records are typically kept for up to 2 years
Marketing contact details are kept until you unsubscribe or ask us to remove you
Financial or legal records may be kept for up to 7 years in line with HMRC requirements
Cookies
Our website may use cookies - small text files stored on your device - to help the site function properly and to understand how visitors use it. Where we use non-essential cookies (such as analytics), we will ask for your consent before placing them.
You can manage or disable cookies through your browser settings at any time.
Your Rights
Under UK data protection law, you have the right to:
Access - the personal data we hold about you
Correct - any inaccurate or incomplete information
Request deletion - of your data (the “right to be forgotten”)
Object to or restrict - how we process your data
Withdraw consent - at any time, where we rely on consent to process your data
Complain - to the Information Commissioner’s Office (ICO) if you feel your rights have been breached
To exercise any of these rights, please contact us using the details at the top of this policy. We will respond within 30 days.
You can find out more about your rights at ico.org.uk.
Changes to This Policy
We may update this privacy policy from time to time. The date at the top of the page will always reflect when it was last revised. We encourage you to check back occasionally if you have any concerns.
The Swan, Forest Row, East Sussex