Retention periods are the periods intended for each record. Where a condition sets one, the condition governs.
- No cookies
- No analytics
- No contact form
- Retention stated per record
Records
What is keptand for how long
This is an inventory rather than a privacy notice borrowed from somewhere else. It lists what this website holds, what the office holds, how long each thing is meant to be kept, and how to ask about any of it.
01SiteStatic files, and nothing else
This website is a set of static files. It sets no cookies, runs no analytics, carries no tracking pixel, embeds nothing from a third party and has no contact form, so there is nothing here that collects anything about a visitor at all.
Two things on it do run inside the browser: the capacity planner and the licensable-hours checker on the front page. Both do their arithmetic in the page itself and send nothing anywhere. Figures typed into either are not stored and are gone when the tab closes.
The typefaces, and only the typefaces
The two typefaces these pages use are requested from Google Fonts when a page loads, so that request does reach Google’s servers. Nothing else on any page is fetched from anywhere other than this domain.
02EmailOne address, no list
reservations@vybzlounge.live is the only address published on this site. Mail sent to it is read by the company and kept while the enquiry is live and for twelve months afterwards, which covers the ordinary case of a date discussed, dropped and then raised again. It is not added to a mailing list, for the straightforward reason that there is no mailing list.
03BooksFour records, none optional
Four records are made on a night and none of them is discretionary. Each has its own retention period, and the periods differ because the reasons for keeping them differ.
- Door count
- Figures in and out, with the peak and the time it was reached. Intended retention: twelve months.
- Refusals log
- Five fields per entry, written at the door at the time. Intended retention: twelve months.
- Incident book
- Bound, page-numbered, countersigned. Intended retention: six years, because an incident can become a claim long after it has stopped being anybody’s memory.
- Cue sheets
- The night’s running order with its initials and any moved cues. Intended retention: twelve months.
04CamerasThirty-one days, then overwritten
Cameras cover the entrance, the lobby, the bar and the floor. Recordings are held for thirty-one days and then overwritten — long enough for an incident to be reported, found and reviewed, and short enough that nothing accumulates without a purpose.
Footage is produced to the police or to a responsible authority on a lawful request. Every review is written into the incident book with who looked at it, when, and why. Recordings are not watched for any other reason, and there is no screen anywhere that shows them to people who are not working.
05ScansThat a check happened, not who you are
The door scanner exists to record that a check was made. What it keeps is the minimum that demonstrates that: the time, whether the document cleared the Challenge 25 threshold, and the type of document presented. It is configured to hold that for thirty-one days, matching the camera retention so that the two can be read against each other, and to discard it afterwards.
It is not a membership scheme and it is not a marketing database. An entry is produced for the same lawful requests as footage, and for nothing else whatsoever.
06HireSix years, and three months
A signed hire agreement, the supplier paperwork that came with it, and the condition photographs taken at access and at clear-by are kept for six years from the date of the hire. That is the window in which a dispute about the contract or about damage can still be brought, and a photograph that has been deleted is not evidence of anything.
Lost property is logged and held for three months. Anything unclaimed at the end of that is disposed of or taken to a charity shop, and the log records which of the two happened.
07AskingSay which record and which date
Anybody may ask what is held about them, ask for a copy, ask for something to be corrected, or ask for it to be deleted where there is no remaining reason to keep it. Write to reservations@vybzlounge.live and say which record and which date — “the night of the fourteenth, at the door, about half past eleven” finds an entry, and “recently” does not.
A request is answered within a month. If the answer is unsatisfactory, the Information Commissioner’s Office is the regulator to take it to, and it does not need this company’s permission to be approached.