What we do with your details

When you enquire

Our enquiry form asks for your name, phone number, email address, the date, the number of guests, who is paying for the food, the occasion and the location, plus anything you choose to tell us. We use it to put your quote together and to talk to you about your event. That is the basis for handling it: you have asked us for a quote, and this is what it takes to give you one.

We keep enquiry details for twelve months from our last contact. If you book, the booking and invoice records are kept for six years, as tax law requires.

When our AI assistant rings you

When you send our enquiry form, our automated voice assistant rings the mobile number you gave us within a minute, unless you tick the box on the form to say you would rather not. If you tap the button on our website and ask for a call, it rings you too. It says it is an AI at the start of the call. It asks about your event, reads your answers back, and ends. It never takes payment details and never confirms a booking; the team does that.

We call because you have asked us for a quote. You can say no on the form, or at any point on the call.

The call is recorded and transcribed so we can check the assistant got your details right and so we can write your quote from what you actually said. The assistant is run for us by Retell AI, a company based in the United States, under a data processing agreement with the safeguards UK law requires for sending data abroad. The phone connection is provided by Twilio. We keep the recording for thirty days and then delete it. We keep the written summary and transcript for twelve months, with your enquiry.

We use your number for that call and your email for your quote, and nothing else. You can always ring us on 07399 863888 instead.

Dietary needs and allergies

If you tell us about allergies, intolerances or dietary needs, on the form, on the call or by email, we record exactly what you said and use it only to plan the food for your event. Some of this can say something about your health or beliefs, so we treat it with extra care: we do not guess, expand or share it, and we go through any allergy with you personally before the day.

Email

When you email us, or we email you, the messages sit in our Google Workspace mailbox. We use them to answer you and to run your booking. If you enquire or book, we do not add you to a mailing list, and we do not send you marketing emails unless you ask for them.

When we get in touch with your business first

Sometimes we email people at businesses near us, such as site managers, office managers, PAs and facilities teams, to offer pizza for a team lunch, a site day or a Christmas party. We find their work email on their company's website, in public listings of building sites, or through Apollo, a business contact database. We hold your name, job title, work email, company and the site or office the email is about, plus our emails to you and any reply.

We email the address a business or organisation publishes for that kind of contact, never anyone's personal email, and our follow-ups only go to limited companies and public bodies. The basis is our legitimate interest in offering our catering to businesses it could suit. You get a first email and at most three short follow-ups. If you don't reply, we may check in once more the following spring, and then we stop.

To stop hearing from us, just reply and say so, in any words. We stop straight away and keep your address on a do-not-contact list so it can't happen again. If you never reply, we delete your details two years after our last email.

Our FAQ assistant

The "Ask us a question" box on our FAQ page answers from a fixed list of things we have already confirmed. We store the question you type, whether it was answered, and a one-way hash of your IP address so we can stop any one visitor overloading it — never your actual IP address, and never your name or email unless you choose to type them into the question, so please don't. Please don't include personal or health details in your question.

Your question is sent to Anthropic, the company whose Claude model works out which of our existing, already-written answers fits, and we show you that answer. We keep the record for 90 days and then it is deleted automatically. If the assistant can't answer, it offers to email your question to hello@popuppizza.co or shows our phone number instead — that email only goes if you choose to send it.

The website

We use PostHog analytics, hosted in the European Union, to see how the site is used and where it needs improving. We do not use advertising cookies and we do not sell or share your details with advertisers. The site is hosted by Vercel and our records are held in a Supabase database.

Your rights

You can ask us for a copy of what we hold about you, ask us to correct it, or ask us to delete it. Email hello@popuppizza.co and we will sort it within a month. Deleting a call-back request also removes the recording and transcript from our provider. If you are unhappy with how we have handled your details, you can complain to the Information Commissioner's Office at ico.org.uk.