PRIVACY POLICY
Last updated: 21 August 2026
Who we are
Kenneth Malone, trading as The Menu Ledger, provides remote menu-costing and profit-audit services in the United Kingdom.
For UK data-protection purposes, Kenneth Malone, trading as The Menu Ledger, is the data controller responsible for the personal information described in this policy.
Contact details:
Kenneth Malone
Trading as The Menu Ledger
65a Midland Road
Wellingborough
NN8 1HF
Email: contact@themenuledger.com
Personal information we collect
We may collect the following personal information:
• Your name and business name.
• Your email address and, if supplied, telephone number.
• Your venue type, requested audit service and approximate number of menu items.
• Information included in audit requests, consultation bookings, emails and other communications.
• Appointment details and information supplied when booking a consultation.
• Billing information, payment references and records of payments made. We do not normally receive or retain complete payment-card details.
• Menus, recipes, supplier information, costing documents and other material supplied for an agreed audit, where that material contains personal information.
• Technical information such as your IP address, browser, device type, website activity and cookie preferences.
Please do not send special-category personal information or other unnecessary personal information through our forms or costing documents.
You are not legally required to provide personal information to us. However, if you do not provide the information reasonably required to assess your request or deliver an agreed service, we may be unable to proceed.
How we collect your information
We collect personal information:
• Directly from you when you submit a form, book a consultation, request an audit, communicate with us, make a payment or provide information for an agreed service.
• Automatically through essential website technologies and, where you consent, analytics or other non-essential cookies.
• From service providers involved in website hosting, bookings, communications and payments.
How and why we use your information
We may use your personal information to:
• Review and respond to audit requests and enquiries.
• Arrange and conduct free consultations.
• Confirm suitability, scope, pricing and timescales before entering into a contract.
• Provide agreed menu-costing and profit-audit services.
• Communicate with clients and deliver completed reports.
• Process payments, issue invoices and maintain business and tax records.
• Manage the website, forms, bookings and business communications.
• Protect our systems, prevent misuse and maintain security.
• Establish, exercise or defend legal claims.
• Meet legal, regulatory and tax obligations.
Our lawful bases
Under UK data-protection law, we rely on one or more of the following lawful bases:
Contract and steps before entering into a contract: when we respond to a service request, arrange a consultation, agree scope, accept payment or provide an agreed service.
Legal obligation: when we must retain financial records, respond to lawful requests or comply with legal and regulatory duties.
Legitimate interests: when necessary to administer and improve the business, maintain security, prevent fraud, respond to general enquiries and protect our legal rights, provided those interests are not overridden by your rights.
Consent: for non-essential cookies and any other processing for which consent is specifically requested. You may withdraw consent at any time.
Sharing your information
We may share personal information only where reasonably necessary with:
• Wix, which provides website hosting, forms, customer-management and booking services.
• Usercentrics, which provides the website’s cookie-consent controls.
• Google Workspace, which provides business email and related cloud services.
• Zoom, when used for online consultations or results meetings.
• Banks or payment providers used to process agreed payments.
• Accountants, insurers, legal advisers or other professional advisers where necessary.
• Government bodies, regulators, courts, law-enforcement agencies or other parties where disclosure is required by law or necessary to protect legal rights.
We do not sell personal information.
International transfers
Some service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we require an appropriate legal safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another safeguard permitted by UK data-protection law.
How long we retain information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
Normally:
• Enquiries that do not become client engagements are retained for up to 12 months.
• Consultation and routine correspondence may be retained for up to 24 months.
• Client-supplied audit documents and working files are normally retained for up to 12 months after delivery, unless a longer period is reasonably required to provide support, resolve a dispute or meet a legal obligation.
• Contracts, invoices, payment records and relevant business records are retained for the period required by UK tax and accounting law. For a sole trader, this is generally at least five years after the relevant 31 January Self Assessment filing deadline.
• Cookie-consent records and technical logs are retained according to the applicable system settings and legal requirements.
Information may be retained longer where reasonably necessary for a dispute, legal claim, investigation or regulatory requirement. It may be deleted earlier when it is no longer required.
Cookies
The website uses essential cookies required for security and basic operation. With your permission, it may also use non-essential cookies for analytics or other optional functions.
The Usercentrics cookie-consent banner allows you to accept, reject or manage non-essential cookies. You can change your preferences through the privacy settings available on the website.
Please refer to the choices displayed in the cookie-consent banner for current information about individual cookies and their purposes.
Security
We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
No internet transmission or electronic-storage system is completely secure. You should send only the information reasonably required for your enquiry or agreed service.
Your data-protection rights
You have the right to object to processing based on our legitimate interests.
Depending on the circumstances, you may have the right to:
• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase your information.
• Ask us to restrict how your information is used.
• Request the transfer of information you provided in a portable format.
• Withdraw consent where processing relies on consent.
These rights are not absolute and may be subject to legal exceptions.
To exercise a right, email contact@themenuledger.com. We may request information reasonably necessary to confirm your identity.
Automated decision-making
We do not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.
Complaints
Please contact us first if you have concerns about how we use your personal information:
Email: contact@themenuledger.com
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/
Third-party links
The website may link to third-party websites or services. Their privacy practices are controlled by their own privacy notices, and we are not responsible for those practices.
Changes to this policy
We may update this Privacy Policy when our services, suppliers or legal obligations change. The latest version will be posted on this page with an updated revision date.