Updated 12th September 2020
The following information is published to clearly outline to our guests and employees what our new Covid-19 arrangements are; we hope this will instill confidence in our measures taken to operate safely.
We would appreciate any feedback so we may continuously update policies and procedures and any staff training as required.
Guests table bookings on‑line must make a declaration that they are symptom‑free and have not been in contact within the last 14 days with someone who has had, or is suspected to have had Covid‑19, or someone who has been required to self‑isolate with suspected Covid‑19.
Restrictions on maximum customers in venue in line with current distancing guidelines are in place.
We are taking reservations of 6 people maximum at one table from no more than two households.
Recorded music will be at such a volume that customers do not need to shout to make themselves heard.
We have implemented a safe system for use of the lavatories, which involves controlling entry.
We have ensured running water, soap and disposable papers towels are available at all times.
We have implemented a system for regularly checking and cleaning the lavatories and keep a record of when this takes place.
Hand sanitiser stations are located (with clear signage) at strategic locations throughout the premises for staff and customers.
Our guests are ALL required (unless health issues exempt) to wear face coverings to enter, navigate and exit the premises.
Due to the diversity of our premises we have risk-assessed our entire area to establish specific needs.
It is important for us to note that these guidelines do not override any existing policy conditions. The fact that our business is permitted to operate, does not mean its legal obligations are in any way relaxed or reduced.
In fact, in the present climate the duties owed to employees and others are enhanced.
All activities are only undertaken in line with the current guidance issued by HM Government.
All applicable health & safety legislation and regulations remain fully in force, including but not limited to:
Health & Safety at Work Act 1974
Management of Health & Safety at Work Regulations 1999
Workplace (Health, Safety & Welfare) Regulations 1992
Fire Safety Regulatory Reform Order 2005
Data Protection Act 2018
General Data Protection Regulation (GDPR)
First and foremost, customer and employee safety are paramount.
Risk management measures
We have reviewed of our working activities before reopening and this work forms part of our Covid-19 Compliance risk assessment. We have carried out a suitable and sufficient risk assessment. We have looked at working areas and activities to enable our employees to successfully distance themselves from our guests and other colleagues; and likewise we have ensured that customers are safely distanced from each other using the 1 meter guidance.
We have supplied PPE equipment to ALL employees. Please see the latest Government and HSE advice for updates on appropriate precautions.
Please remember that if some activities cannot be carried out safely, they WILL NOT be undertaken at all.
We ensure that we have a daily check in place where staff are asked to declare that they remain symptom free – this check is recorded. Our employees also declare they have not been in contact within the last 14 days with someone who has had, or is suspected to have had, Covid‑19, or someone who has been required to self‑isolate with suspected Covid‑19.
In addition, anyone employee who is classed as a vulnerable person, through age, ill health condition, pregnancy, or who is a carer for someone who is vulnerable, have been asked to remain away from work.
Our full health & safety manual can be viewed upon request.
Recording of customer data and the NHS Test and Trace App/Test and Protect (Scotland)
As part of reopening our premises, the Government has stated that we should keep a record of persons visiting our establishment so that they can be traced in the event of a localised Covid-19 outbreak.
We have re-inducted all our employees to ensure that they understand new restrictions, new rules and the reason to collect and retain customer data.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace / Test and Protect (Scotland) where requested, you can help to identify people who may have been exposed to the virus. This guidance applies to any establishment that provides an onsite service and to any events that take place on its premises.
This guidance does not apply to drop-off deliveries made by suppliers or contractors.
The following information will be collected by our business.
The names and contact details of staff who work on our premises
The dates and times that staff are at work (Shift Rota).
Customers and visitors
The name of the customer or visitor.
If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group.
A contact phone number for each customer or visitor, or for the lead member of a group of people.
Date of visit, arrival time and, where possible, departure time.
If a customer will interact with only one member of staff, the name of the assigned staff member should be recorded alongside the name of the customer.
No additional data will be collected for this purpose.
We routinely take bookings and already have systems for recording customers and visitor’s details and in light of such we request an ‘advanced booking only’ service in order to manage the numbers of people on the premises at any one time.
Recording both arrival and departure times (or estimated departure times) will help reduce the number of customers or staff needing to be contacted by NHS Test and Trace / Test and Protect (Scotland). (Particularly, if taxis and or public 3rd party transport is utilized for getting to and from the venue.) However, recording departure times during busy periods will not always be practicable.
Non-sharing of customer information
Collecting of customer data is entirely voluntary, but we encourage our customers and visitors to share their details in order to support NHS Test and Trace / Test and Protect (Scotland) and we advise that this information will only be used where necessary to help stop the spread of Covid-19.
If a customer chooses to opt out of sharing their personal details, management have the right to refuse them admission to our premises.
The accuracy of the information provided will be the responsibility of the individual who provides it. We will not need to verify an individual’s identity for NHS Test and Trace / Test and Protect (Scotland) purposes.
How we maintain records:
To support NHS Test and Trace / Test and Protect (Scotland), we will hold records for 21 days. This reflects the incubation period for Covid-19 (which can be up to 14 days) and an additional 7 days to allow time for testing and tracing.
After 21 days, this information will be securely disposed of or deleted.
When deleting or disposing of data, we do so in a way that does not risk unintended access (e.g. shredding paper documents and ensuring permanent deletion of electronic files).
GDPR T & C's
We may receive your generic location (such as city or neighbourhood) or, with your consent, precise geographic location data when you browse our site from your mobile device.
How is your information used?
This information gathered by Le Chardon d’Or Ltd is used to maintain the quality of our service, and to provide general statistics regarding use of our site.
We may use your information to:
• process reservations
• notify you of your restaurant reservations
• pay deposits
• join wait lists
• provide you with new and improved features
• personalise your experiences on our Site
• seek your feedback on the services we provide
• let you know of changes in our services or terms and conditions
• send you marketing communications that you have opted into and you may be interested in
• collect data, including without limitation from you, with the purpose of improving the booking service and to provide feedback to the restaurant
• present a quality index for the restaurant industry
• collate and share aggregated or de-identified information at its absolute discretion, including but not limited to aggregate statistical data.
Consistent with above, we may communicate with you via electronic messages, including email (Microsoft outlook.com), text message, or mobile push notification to, for example:
• send you information relating to our products and services, including reservation confirmations and updates, receipts, technical notices, updates, security alerts, and support and administrative messages. • and/or, subject to you opting in, communicate with you about contests, offers, promotions, rewards, upcoming events, and other news about products and services offered by Le Chardon d’Or Ltd.
With your consent, we may contact you at the mobile phone number that you provide to us by way of direct dial calls and text messages in connection with the above Purposes.
Our Role as Data Controller and Data Processor
When you fill a form on our site, we become the data controller for this information. This means we determine how your personal information is processed, how long your data is kept following making the form enquiry (retention period) and we maintain your marketing preferences.
When a diner books through the widget provided by ResDiary.com, ResDiary processes the data to Le Chardon d’Or Ltd.
When a diner chooses to create a profile on ResDiary.com then ResDiary become the controller for that personal data.
We review our retention periods on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as it is set out in any relevant contract you hold with us. Or until you request its deletion. Data will not be held any longer than 24months in the event of no contact from you.
Pre or Full Payment for ticketed events
We will request full payment in advance of special organised events for example our Wine Dinners or annual le Gavroche dinner. In the instance of our guests need to cancel for pre paid events, no refund will be issued by le Chardon d'Or Ltd. Management hold the right to allow or not allow payment transfer to an alternative date.