Pound Cottage Privacy Notice
This notice aims to comply with the requirements of the General Data Protection Regulations which came into force on 25 May 2018.
The regulations set out 6 Principles for data processing:
1. Data processing must be lawful, transparent and consented to, or otherwise necessary.
2. Data is collected for specific purposes which are explicit and legitimate.
3. Data must be adequate, relevant and limited to the required purposes.
4. Data must be accurate and up to date.
5. Data must not be kept longer than necessary.
6. Security of data must be maintained through appropriate technical and organisational measures.
You have the following rights under the data protection laws:
A What kinds of personal information about you do we process?
The personal information we process may include the following:
B Where does your personal information come from?
The typical sources are:
C What are the legitimate reasons for processing your personal information?
We identify the following reasons as being central to processing your data:
D How and where is your information stored and how is it protected?
Depending on the source, your personal information may be held:
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
E When do we share your personal information with other people or organisations?
We do not sell personal data to third parties.
Your data may be shared with, or accessed by, people employed or contracted to work with the owners – for example, housekeepers, accountants, PA services, CRM system providers, IT technicians. In every instance, care is taken to only share information which is legitimately needed for the purpose of the task and to protect sensitive and confidential information.
F How long is data held for?
Unless we explain otherwise to you, we’ll hold relevant data for as long as we have reasonable need– i.e. for managing our relationship with you and managing our operations.
We will retain information about your bookings for 10 years in case of HMRC investigation.
If you sign up for email mailings you remain on the list until you unsubscribe, which you can do at any time, or we decide to purge our systems.
G Monitoring and automated decision making
We do not record or otherwise monitor any conversations.
Our CRM system monitors your actions relating to the marketing/information emails we send you.
We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.
We do not use your data for any automated decision making.
H Withdrawing consent, informing of changes, exercising right to be forgotten and access requests
If you no longer wish us to hold your data you can let us know at any time by emailing zoe@thewhitbys.net
You can also use this address to inform us of updates to your personal information, request us to delete certain information or request a copy of what we hold about you.
I Updates
We may update this privacy notice from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.
This notice aims to comply with the requirements of the General Data Protection Regulations which came into force on 25 May 2018.
The regulations set out 6 Principles for data processing:
1. Data processing must be lawful, transparent and consented to, or otherwise necessary.
2. Data is collected for specific purposes which are explicit and legitimate.
3. Data must be adequate, relevant and limited to the required purposes.
4. Data must be accurate and up to date.
5. Data must not be kept longer than necessary.
6. Security of data must be maintained through appropriate technical and organisational measures.
You have the following rights under the data protection laws:
- The right to be informed about the processing of your personal information.
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
- The right to object to processing of your personal information.
- The right to restrict processing of your personal information.
- The right to have your personal information erased (the right to “be forgotten”).
- The right to request access to your personal information and obtain information about how we process it.
- The right to move, copy or transfer your personal information (“data portability”).
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.
A What kinds of personal information about you do we process?
The personal information we process may include the following:
- Personal and contact details for booking contact such as full name, email , phone numbers and address.
- Information about people in your party where you have shared this – names, ages, pets, disabilities.
- Records of your contact with us such as source of contact, emails, notes of phone calls.
- Booking information including dates and any special requests.
- Marketing activity relating to automated campaigns where you have opted in for marketing mailings – whether you have opened or clicked on emails.
- Feedback - comments on your visit.
- Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views.
B Where does your personal information come from?
The typical sources are:
- Face-to-face, telephone and email communications.
- Information supplied by our booking agents (who have their own privacy notice and data protection measures).
- Your use of this website.
C What are the legitimate reasons for processing your personal information?
We identify the following reasons as being central to processing your data:
- Providing information about our property, your stay and following up afterwards.
- Maintaining records of bookings to support financial accounts for HMRC.
- Where you opt in for marketing mailings, sending you updates about the property and the availability.
- Administering and enabling your use of our website.
D How and where is your information stored and how is it protected?
Depending on the source, your personal information may be held:
- Within emails on MS Outlook, ICloud and on password protected portable devices – note that our ISP is outside the EU so data in emails will be stored on servers in the USA. The provider has issued compliance notices for the EEA regulations.
- On a password-protected Internet-based CRM system.
- In Documents and spreadsheets on an ecrypted laptop and back up hard drive.
- In paper files stored in home premises of the owners.
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
E When do we share your personal information with other people or organisations?
We do not sell personal data to third parties.
Your data may be shared with, or accessed by, people employed or contracted to work with the owners – for example, housekeepers, accountants, PA services, CRM system providers, IT technicians. In every instance, care is taken to only share information which is legitimately needed for the purpose of the task and to protect sensitive and confidential information.
F How long is data held for?
Unless we explain otherwise to you, we’ll hold relevant data for as long as we have reasonable need– i.e. for managing our relationship with you and managing our operations.
We will retain information about your bookings for 10 years in case of HMRC investigation.
If you sign up for email mailings you remain on the list until you unsubscribe, which you can do at any time, or we decide to purge our systems.
G Monitoring and automated decision making
We do not record or otherwise monitor any conversations.
Our CRM system monitors your actions relating to the marketing/information emails we send you.
We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.
We do not use your data for any automated decision making.
H Withdrawing consent, informing of changes, exercising right to be forgotten and access requests
If you no longer wish us to hold your data you can let us know at any time by emailing zoe@thewhitbys.net
You can also use this address to inform us of updates to your personal information, request us to delete certain information or request a copy of what we hold about you.
I Updates
We may update this privacy notice from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.