Miz Kathi's Cotillion Southern Cafe & Magnolia Room

Privacy Policy

Effective 30 August 2026 · Last updated 30 August 2026

When you book a table or an event with us, we collect the details we need to hold that booking and to reach you about it — your name, a phone number, and whatever else you choose to tell us. We use it to run your booking and to stay in touch about it. We do not sell it, and we do not share it with anyone except the services that help us operate the restaurant. You can ask us to see it, correct it, or delete it at any time.

Who this policy is for

This policy covers guests of Miz Kathi's Cotillion Southern Cafe & Magnolia Room — anyone who books a table, enquires about catering or an event, joins a waitlist, or uses our booking pages. It describes what we do with the information you give us, and what happens to it afterwards.

Our booking system is built on Parlor, restaurant software we also make. Parlor has its own privacy policy describing how the software handles data on behalf of the restaurants that use it. If you are a guest, this page is the one that applies to you.

What we collect

When you make a booking

• Your name and a phone number. Both are required — a booking we cannot put a name to, or reach if something changes, is not a booking we can hold.
• An email address, so we can send a confirmation and a reminder. Depending on how we have the form set up, this may be optional or required.
• The booking itself — the date, the time, the size of your party, and which of our rooms or services it is for.
• Anything you write in the notes — an occasion, an allergy, a seating preference, a request. This is free text, and what goes into it is entirely your choice.
• Answers to any questions we ask on the form, such as the occasion, whether you need a high chair, accessibility needs, or how you heard about us.
• A postal address, where we ask for one — generally only for catering and events.
• Whether you accepted our booking terms, and when, where the booking required it.
• Whether you asked to hear from us by email, if we offered you that choice.

When you join the waiting list

We take your name, a phone number and the size of your party, along with the earliest and latest time that would work for you, so we know which tables to offer you.

We also record whether you told us we may text you when a table comes free — a yes or a no, and nothing more. Leaving that box unticked is a perfectly good answer: it means we ring you instead, and you keep your place on the list either way. If you change your mind, tell any member of staff and we will stop texting you.

When you enquire about catering or an event

We keep your contact details and the details of what you are planning — the date, the guest count, the room, the menu, the budget discussed — so that we can quote for it and deliver it. Event planning runs over weeks or months, and the record of the conversation is part of the job.

When you use our website

Our pages use Google Analytics, which records things like which pages were opened, roughly where in the world the visitor was, and what kind of device and browser they used. This tells us whether our booking page is working. It does not tell us who you are.

Our own pages also record the internet address your device is using, and the name of your browser, when you submit a booking, join the waiting list, look a booking up, or check what times are free. We use it for one thing: stopping the same address from hammering our forms, which is what keeps the booking page standing. It is not linked to your booking, not used to advertise to you, and not shared with anyone. It is held as a plain address rather than a scrambled one, so that a person can tell a jammed form from a busy evening — and it is the reason this paragraph exists rather than being left unsaid.

One detail is worth stating plainly, because we built for it deliberately. The link in your confirmation email that lets you change or cancel your booking contains a private code. Our analytics is written to strip that code out before anything is sent to Google, so that a link which can alter your booking is never handed to a third party. The same is true of the links used to accept a held table and to sign in.

What we use it for

• Holding your table or your event, and preparing for it.
• Sending you a confirmation, a reminder before the date, and a request to reconfirm where we use one.
• Reaching you if something changes — a closure, a delay, a problem with the booking.
• Letting you change or cancel your booking yourself, through the link we send you.
• Quoting for, invoicing and delivering catering and private events.
• Asking how your visit went, afterwards.
• Sending news and offers — only if you have asked to receive them.
• Understanding how busy we are and how our booking page is being used, so we can run the restaurant better.

Who else sees it

We do not sell your information and we do not trade it. It is shared only with the services we use to operate, and only for the purposes below. Each of these companies has its own privacy terms.

• Supabase — the database where bookings, guest records and event details are stored.
• Netlify — the hosting for our booking pages and the software behind them.
• Twilio — sends the text messages, where we send you one.
• Google — Gmail and Google Calendar, where we have connected them, so that confirmations and event dates reach the restaurant's own inbox and calendar; Google Analytics, for the website usage described above; and Google Fonts, which supplies the typefaces our pages are set in, so your browser fetches them from Google each time you visit.
• Square — deposits, invoices and payments. Your card details go to Square directly and are handled under Square's terms. We do not see or store card numbers.
• Anthropic — we use AI for two things, and it is fair that you know about both. It helps us draft emails, quotes and menu descriptions: where a draft concerns your booking, the details needed to write it are sent to Anthropic. It also helps us sort incoming enquiries: if you email us about catering or an event, or a member of staff takes your enquiry down over the phone, what you wrote or said is sent to Anthropic so it can tell an enquiry from the rest of the day's post. It is not used to train their models.

We may also share information where the law requires it, or where it is necessary to establish or defend a legal claim.

Text messages and email

Messages about a booking you have made — confirmations, reminders, changes — are part of holding that booking, and we send them because you booked with us.

Marketing messages are different. We send those only if you have asked for them, and you can stop them at any time — tell any member of staff, or reply to any email from us and say so, and we will take you off. Stopping marketing does not stop us contacting you about a booking you currently hold.

We would rather name the way that works than the way you might expect. Replying STOP to a text will not currently take you off our list: that reply goes to a service we have not connected to anything, so nobody at the restaurant sees it. Telling us in person, on the phone, or by email reaches a person who can act on it the same day.

Cookies

Google Analytics sets cookies in your browser to recognise a returning visit. You can block or delete cookies in your browser's settings, and our booking page works without them. We do not use advertising cookies and we do not run advertising trackers on our pages.

How long we keep it

We keep booking and event records for as long as we are operating the restaurant and have a reason to hold them — a guest who books with us every December is a guest whose preferences we would rather remember than ask about again. Financial records connected to catering and events are kept for as long as tax and accounting rules require.

We would rather be straightforward about this than write a schedule we do not keep: we do not currently delete guest records automatically after a fixed period. If you would like yours removed, ask us and we will remove it — see below.

Your choices

You can ask us at any time to:

• Show you what we hold about you.
• Correct it, if something is wrong.
• Delete it. We will, except where we are required to keep a financial record of a transaction.
• Stop marketing to you, while keeping any booking you currently hold.

Depending on where you live, you may have further rights under local law — including the right to a copy of your information in a portable form, to object to certain uses of it, or to complain to a data protection authority. Ask us and we will help you exercise them. We will not treat you differently for asking.

Children

Our booking pages are meant for adults making a reservation, and we do not knowingly collect information from children under 13. Where a booking mentions children in the party, that detail exists so we can seat you properly — a high chair, a booster, a cake. If you believe a child has given us information directly, contact us and we will remove it.

Keeping it safe

Guest records are held in a database that is not reachable directly from a web browser; every read and write goes through our own software, over an encrypted connection. Staff access requires a sign-in. No system is perfect, but we take this seriously — and if something goes wrong in a way that affects you, we will tell you.

Changes to this policy

If we change how we handle your information, we will update this page and change the date at the top. Where a change is significant, we will do more than that: we will tell the guests it affects.

Contact us

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