Last updated: 1 May 2026
Stay Cappy (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, make a booking, visit our café, use our website, or otherwise interact with us.
Stay Cappy is the trading name of Capy Link Ltd.
Capy Link Ltd is registered in England and Wales.
Company number: 16816785.
Registered office: 19 York Place, Scarborough YO11 2NP, United Kingdom.
Stay Cappy is a board game café located at:
19 York Place
Scarborough YO11 2NP
United Kingdom
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at:
hello@staycappy.uk
1. Who we are
For the purposes of data protection law, Capy Link Ltd, trading as Stay Cappy, is the data controller of the personal information described in this Privacy Policy.
2. What personal information we collect
We may collect and use the following types of personal information:
Contact enquiries
If you contact us through our website contact form, by email, by phone, through WhatsApp, through social media, or in person, we may collect:
– your name;
– your email address;
– your phone number, if provided;
– your message or enquiry;
– any other information you choose to provide.
Bookings
If you make a booking or booking enquiry, including through our online booking system, by email, by phone, through WhatsApp, through social media, or in person, we may collect:
– your name;
– your contact details;
– booking date and time;
– number of guests;
– booking notes or special requests;
– information needed to manage, amend or cancel your booking.
Please only provide allergy, dietary, accessibility or other sensitive information where it is necessary for your visit. We will only use this information to help respond to your request or provide our café services.
Payments and transactions
If you make a payment, we may collect or receive:
– payment status;
– transaction amount;
– date and time of payment;
– payment reference;
– refund information, where applicable;
– limited payment information provided by our payment service providers.
We use payment service providers, such as SumUp, banking providers, and any other payment methods we may use from time to time to process payments, refunds and related transaction records. We do not store full card details.
Website use
When you use our website, we may collect limited technical and statistical information, such as:
– pages viewed;
– referral sources, such as search engines like Google or Bing;
– approximate location, such as country or city;
– browser or device information;
– limited technical information needed for website security and operation.
We do not currently use Google Analytics, Meta Pixel, advertising tracking, profiling, marketing emails or newsletters.
CCTV
We use CCTV at our café for security, crime prevention, and the protection of our customers, staff, contractors, visitors and premises. CCTV signage will be displayed at the café.
3. How we use your personal information
We use personal information to:
– respond to enquiries;
– manage bookings and customer requests;
– provide our café services;
– process payments and refunds;
– keep accounting and tax records;
– manage customer service, complaints or disputes;
– protect our premises, staff, customers and visitors;
– prevent and detect crime, fraud, spam or misuse of our services;
– keep our website secure;
– understand basic website usage and improve our website;
– comply with legal, tax, accounting and regulatory obligations.
4. Our lawful basis for using your information
We only use personal information where we have a lawful basis to do so. Depending on the situation, this may include:
Contract
We may use your information where it is necessary to take steps at your request before providing a service, or to provide a service you have requested, such as managing a booking or processing a payment.
Legitimate interests
We may use your information where it is in our legitimate interests to run and protect our business, respond to enquiries, manage customer relationships, prevent spam or misuse, keep our website secure, and protect our café, staff, customers and visitors.
Legal obligation
We may use and keep certain information where we are required to do so by law, such as accounting, tax, company, health and safety, or regulatory records.
Consent
Where we rely on your consent, you can withdraw your consent at any time. We do not currently use your personal information for marketing emails or newsletters.
5. Website statistics, cookies and anti-spam tools
Our website may use cookies or similar technologies that are necessary for the website to work properly, keep the website secure, remember basic preferences, or support form submissions.
We may also collect basic website statistics, such as pages viewed, referral sources and approximate location. This helps us understand basic website usage and improve our website. We do not use this information to identify individual visitors.
We may use anti-spam tools to help protect our website forms from spam and abuse.
If we introduce additional cookies, analytics, advertising tracking or similar technologies in the future, we will update this Privacy Policy and provide any required cookie notice or consent options.
6. Bookings and payments
We use our online booking system, LatePoint, to help manage table bookings and customer requests.
We may also receive booking enquiries or requests by email, phone, WhatsApp, social media, or in person. If you contact us through a third-party messaging service such as WhatsApp or social media, your use of that service will also be subject to that provider’s own privacy terms.
We use your booking information to confirm, manage, amend or cancel your booking, respond to your requests, and provide our café services.
Payments may be processed through payment service providers, such as SumUp, banking providers, or other payment methods we may use from time to time. We may receive limited payment and transaction information, such as payment status, transaction amount, payment date, payment reference and refund details where applicable.
We do not store full card details.
7. CCTV
We use CCTV at our café for security, crime prevention, and the protection of our customers, staff, contractors, visitors and premises.
CCTV footage may capture images of people who visit or work at our café. CCTV signage will be displayed at the café to let people know that CCTV is in use.
We will only use CCTV footage for appropriate purposes, such as security, investigating incidents, preventing or detecting crime, dealing with insurance matters, legal claims, or where required or permitted by law.
CCTV footage is usually kept for up to 30 days, unless it is needed for an incident, insurance matter, legal claim, investigation or other legitimate reason.
8. Who we share personal information with
We do not sell your personal information.
We may share personal information with trusted service providers and organisations where necessary to run our business, provide our services, or comply with legal obligations. This may include:
– website hosting, WordPress and website service providers;
– website form and anti-spam tools;
– our booking system provider, such as LatePoint;
– payment service providers, such as SumUp;
– banking providers;
– Google Workspace or other email service providers;
– accounting, bookkeeping or tax service providers;
– professional advisers, such as accountants, insurers or legal advisers;
– CCTV system or security service providers, where applicable;
– legal, regulatory, tax, law enforcement or public authorities, where required or permitted by law.
Where we use third-party service providers, they are only allowed to use personal information as needed to provide services to us or as required by law.
International transfers
Some of our service providers may process information outside the United Kingdom. Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place, where required by data protection law.
9. How long we keep personal information
We keep personal information only for as long as necessary for the purposes described in this Privacy Policy, including to provide our services, respond to enquiries, keep business records, resolve disputes, and comply with legal obligations.
Typical retention periods are:
– enquiry records: usually up to 12 months after the enquiry is resolved;
– booking records: usually up to 24 months after the booking;
– accounting and transaction records: usually up to 6 years where required for tax or accounting purposes;
– CCTV footage: usually up to 30 days, unless it is needed for an incident, insurance matter, legal claim, investigation or other legitimate reason.
We may keep information for longer where required by law or where necessary to protect our legal rights.
10. Your rights
Under data protection law, you may have rights over your personal information, including the right to:
– ask for a copy of the personal information we hold about you;
– ask us to correct inaccurate or incomplete information;
– ask us to delete your information in certain circumstances;
– ask us to restrict how we use your information in certain circumstances;
– object to our use of your information in certain circumstances;
– ask for your information to be transferred to you or another organisation in certain circumstances;
– withdraw consent, where we rely on consent.
These rights do not always apply in every situation. If you would like to exercise any of your rights, please contact us at hello@staycappy.uk.
Children
Our café may be visited by families and children, but our website and booking services are intended to be used by adults or by a parent or guardian. We do not knowingly collect personal information from children through our website without appropriate parental or guardian involvement.
Keeping your information safe
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
However, no website, email system or online service can be guaranteed to be completely secure. Please take care when sending personal or sensitive information to us.
11. Complaints
If you have any concerns about how we use your personal information, please contact us first at hello@staycappy.uk so we can try to help.
You also have the right to complain to the UK Information Commissioner’s Office, the UK regulator for data protection.
ICO website: www.ico.org.uk
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated date shown at the top of this page.
13. Contact us
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at:
Stay Cappy
19 York Place
Scarborough YO11 2NP
United Kingdom
Email: hello@staycappy.uk