Privacy policy | AI Supper Club

We collect what we need to seat you at a dinner and email you about it, and not much else. This page says exactly what that is.

1. Who we are

AI Supper Club is a trading name of Solve With Software Ltd, registered in England and Wales under company number 08200237, with its registered office at North Colchester Business Centre, 340 The Crescent, Colchester, Essex CO4 9AD. Solve With Software Ltd is the data controller for the personal information described on this page. That means we decide what is collected and why, and we are responsible for looking after it.

Questions about this policy or about your information go to hello@aisupperclub.co.uk.

2. What we collect

When you book a seat or join a waitlist

your name;
your email address;
the courses you choose from the set menu;
dietary needs you tell us about, such as allergies, intolerances, vegetarian or vegan, or religious requirements;
your answer to the question “What do you do with AI right now?”;
the dinner you booked, when you booked, whether you paid, and whether you later cancelled, were refunded or attended;
the Stripe reference numbers for your payment and any refund. We don’t see or store your card number, expiry date or security code. Stripe handles those on its own pages.

Dietary needs can reveal things about your health or your religion. We ask for them only so the restaurant can feed you safely, we share them only with the restaurant for that reason, and we rely on your explicit consent to use them. You give that consent by typing them into the form. If you’d rather not tell us, leave the box blank.

When you sign up to hear about dinners

your email address;
which kinds of table you ticked an interest in, if any.

When you email us

Your email address, your name if you give it, and whatever you write.

When you come to a dinner

Whether you turned up, noted on the guest list. Occasionally a photo, if you’re happy to be in one. The host asks before taking any, and you can say no. See section 7.

When you visit the website

Our hosting provider, Vercel, keeps standard server logs for a short time: the IP address of your device, the browser you used, the pages you requested and when. We use these only to keep the site running and to investigate problems. We don’t run analytics or advertising trackers. See our cookie policy.

3. Why we use it and our lawful basis

UK data protection law says we need a lawful reason for each thing we do with your information. Here they are.

What we do	Lawful basis
Take your booking, hold your seat, take payment through Stripe, and send you the confirmation, the cancellation reminder and the day-before reminder.	Performing our contract with you.
Give the restaurant the names at the table, course choices and dietary needs so it can prepare the meal.	Performing our contract with you. For dietary needs, your explicit consent.
Run the waitlist and email you a payment link when a seat frees up.	Taking steps at your request before entering into a contract.
Process a refund or a cancellation.	Performing our contract with you.
Email people who signed up to hear when a dinner goes on sale.	Your consent, which you can withdraw at any time.
Email people who have booked before about future dinners.	Our legitimate interest in telling past guests about similar dinners. Every such email has an unsubscribe link.
Use the answer to the AI question, in aggregate, to plan which tables to run and to help the host introduce people.	Our legitimate interest in running dinners people enjoy.
Keep booking and payment records for our accounts and tax.	Our legal obligations under UK tax and company law.
Keep the website secure, prevent fraud and misuse, and stop one person booking the same seat twice.	Our legitimate interest in running a safe, working site.
Take and publish photos from a dinner.	Your consent, which you can withdraw at any time.

We don’t use your information for automated decision-making or profiling, and we don’t sell it or share it with anyone for their marketing.

4. Who we share it with

The restaurant

About a week before each dinner we give the restaurant a sheet with the names of the people coming, their course choices and their dietary needs. The restaurant doesn’t get your email address or your answer to the AI question. The restaurant uses the sheet to prepare the meal and is responsible for what it does with it under its own privacy policy.

The people who run our systems for us

These companies process your information on our behalf and only on our instructions:

Stripe takes your card payment and issues refunds. Stripe is also a controller in its own right for the payment data it collects, under the Stripe privacy policy.
Supabase hosts the database the bookings and subscriber list live in.
Vercel hosts the website and keeps its server logs.
Resend sends our emails.

Others, when needed

our accountant and professional advisers, for our accounts and tax;
HMRC, the courts, the police or a regulator, where the law requires it or to protect our legal rights;
a buyer, if the club or the company is sold or reorganised. They would have to go on using your information in line with this policy.

5. Where it’s stored

Your information is stored and processed in the United Kingdom, the European Economic Area and the United States, where our providers run their systems. Where information leaves the UK we rely on the UK government’s adequacy decisions for the EEA and for US organisations certified under the UK extension to the EU-US Data Privacy Framework, or on the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. Email us if you’d like more detail about a particular transfer.

6. How long we keep it

Bookings that were paid for: six years after the dinner. They are part of our sales records and HMRC requires us to keep those for six years.
Bookings that were never paid for: a booking that starts but isn’t paid within 24 hours is deleted.
Waitlist entries: until the dinner has happened, then removed when we tidy the guest list.
Email sign-ups: until you unsubscribe or ask us to remove you.
Emails you send us: as long as needed to deal with them, and usually no more than two years.
Server logs: a few weeks, set by our hosting provider.
Photos: for as long as they’re on the site, or until you ask us to take one down.

7. Photos at dinners

We like to show what a dinner looks like, so the host may take a photo or two to put on the website and on social media. The host will say so on the night and ask before taking any. If you don’t want to be in a photo, say so and you won’t be. If a photo of you is already published and you’d like it removed, email us and we’ll take it down. Withdrawing your consent doesn’t affect anything done before you withdrew it.

8. Emails from us

If you book a seat you’ll get emails about that booking: a confirmation, a reminder on the last day you can cancel for a refund, a reminder the day before, and a note if anything changes or the dinner is cancelled. These are part of running your booking and you can’t opt out of them while you hold a seat.

Separately, if you sign up to hear about dinners, or if you’ve booked before, we may email you when a new dinner goes on sale. We send these ourselves, through Resend. Every one has an unsubscribe link, and you can also email us to be taken off the list. We don’t pass your address to anyone else for marketing.

9. Keeping it safe

The database is hosted by Supabase with access limited to the host’s account, and the booking pages only accept data over an encrypted connection. Card details never touch our systems. We can’t promise that nothing will ever go wrong on the internet, but if a breach of your information happens that is likely to put you at risk, we’ll tell you and the Information Commissioner’s Office as the law requires.

10. Your rights

You have the right to:

ask for a copy of the information we hold about you;
ask us to correct anything that’s wrong;
ask us to delete your information. We will, unless we have to keep it, for example because it’s part of the sales records HMRC requires;
ask us to stop using it for a particular purpose, or object to our using it where we rely on legitimate interests;
withdraw consent where we rely on it, such as for marketing emails, dietary information and photos;
ask us to give you the information you provided in a machine-readable format, or to send it to someone else.

To exercise any of these, email hello@aisupperclub.co.uk. We may need to check who you are first. We’ll reply within a month, and there’s no charge.

If you’re unhappy with how we’ve handled your information, we’d like the chance to put it right, so please tell us. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

11. Children

The dinners are for adults, you must be 18 or over to book, and the site isn’t aimed at children. We don’t knowingly collect information about anyone under 18. If you think we have, email us and we’ll delete it.

12. Other websites

The site links to restaurants, maps, Stripe’s payment pages and other sites we don’t run. Their privacy policies apply once you’re there, not this one.

13. Changes to this policy

If we change what we collect or how we use it, we’ll update this page and the date at the top. If the change is significant and you hold a booking or are on our email list, we’ll email you about it.

14. Contact

Email: hello@aisupperclub.co.uk
Post: Solve With Software Ltd, North Colchester Business Centre, 340 The Crescent, Colchester, Essex CO4 9AD

See also our terms and conditions and cookie policy.