Last Updated: April 2024

1. Introduction

Pan Asian Plaza is committed to complying with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. This page explains how we meet our obligations under these regulations and protects your personal data.

2. Our Role Under GDPR

Pan Asian Plaza acts as a Data Controller for the personal data we collect from you when you:

• Visit our website
• Make a reservation
• Contact us via email, phone, or our website form
• Subscribe to our newsletter or marketing communications
• Dine at our restaurant

3. Data Protection Principles

In accordance with GDPR Article 5, we adhere to the following principles when processing your personal data:

• Lawfulness, Fairness, and Transparency: We process your data lawfully and are transparent about how we use it
• Purpose Limitation: We only collect data for specified, explicit, and legitimate purposes
• Data Minimisation: We collect only the data necessary for our purposes
• Accuracy: We keep your data accurate and up to date
• Storage Limitation: We retain data only as long as necessary
• Integrity and Confidentiality: We ensure appropriate security of your data
• Accountability: We can demonstrate compliance with these principles

4. Legal Basis for Processing (Article 6)

We rely on the following legal bases for processing personal data:

• Consent (Article 6(1)(a)): When you explicitly consent to marketing communications or specific processing activities
• Contract (Article 6(1)(b)): When processing is necessary to fulfil a contract with you (e.g., processing a reservation)
• Legal Obligation (Article 6(1)(c)): When we must comply with legal requirements (e.g., tax records)
• Legitimate Interests (Article 6(1)(f)): For purposes such as improving our services, fraud prevention, and security

5. Your Rights Under GDPR

GDPR provides you with the following rights regarding your personal data:

Right to Information (Article 13 & 14)

You have the right to receive clear, transparent information about how we process your data, which we provide through our Privacy Policy.

Right of Access (Article 15)

You can request a copy of all personal data we hold about you. To make a Subject Access Request (SAR), please contact us at info@panasianplaza.co.uk. We will respond within one month of receiving your request.

Right to Rectification (Article 16)

You can request correction of inaccurate personal data or completion of incomplete data we hold about you.

Right to Erasure (Article 17) - "Right to be Forgotten"

You can request deletion of your personal data in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.

Right to Restriction of Processing (Article 18)

You can request that we restrict processing of your personal data in certain situations, such as when you contest the accuracy of the data.

Right to Data Portability (Article 20)

You can request your personal data in a structured, commonly used, and machine-readable format, and have the right to transmit this data to another controller.

Right to Object (Article 21)

You can object to processing of your personal data based on legitimate interests or for direct marketing purposes.

Rights Related to Automated Decision-Making (Article 22)

You have the right not to be subject to decisions based solely on automated processing that produce legal effects or similarly affect you.

6. How to Exercise Your Rights

To exercise any of your GDPR rights, please contact us:

• Email: info@panasianplaza.co.uk (subject line: "GDPR Request")
• Phone: (+44) 0238 112 2811
• Address: Marlands Shopping Centre, Civic Centre Rd, Southampton, SO14 7SJ, UK

We will verify your identity before processing your request and respond within one month. Complex requests may take up to three months, in which case we will inform you of the delay.

7. Data Security Measures

We implement appropriate technical and organisational measures to ensure data security:

• Encryption of personal data in transit and at rest
• Regular security assessments and updates
• Access controls limiting data access to authorised personnel
• Staff training on data protection obligations
• Secure backup and recovery procedures

8. Data Breach Notification

In the event of a personal data breach that poses a risk to your rights and freedoms, we will:

• Notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach
• Notify affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms

9. International Data Transfers

If we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Binding Corporate Rules

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Reservation data: 2 years after the booking date
• Marketing data: Until consent is withdrawn
• Financial records: 6 years (legal requirement)
• Website analytics: 26 months

11. Complaints

If you believe we have not properly handled your personal data or responded appropriately to your rights request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

12. Data Protection Officer

For questions about our GDPR compliance or data protection practices, please contact our Data Protection lead at: info@panasianplaza.co.uk

13. Updates to This Policy

We review and update this GDPR compliance statement regularly to ensure it remains accurate and reflects any changes in our data processing activities or regulatory requirements.

14. Contact Information

For any GDPR-related enquiries, please contact us:

• Email: info@panasianplaza.co.uk
• Phone: (+44) 0238 112 2811
• Address: Marlands Shopping Centre, Civic Centre Rd, Southampton, SO14 7SJ, UK