Privacy Policy

This policy is dated 9/10/2019. 

This privacy policy is subject to change without notice and you are advised to check for any changes if this is of interest to you.

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Any reference to “us”,”we” refers to the owners of Ghyllcroft Cottage. Any reference to “you” refers to any guest or person booking (or enquiring about) Ghyllcroft Cottage.

 

Introduction

 

Your privacy is of the utmost importance to us and we are committed to safeguarding your information. This policy is to keep you informed about any personal data we may hold, how it is collected and processed.

 

Any information we require from you is only related to your enquiry, booking of Ghyllcroft cottage. 

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Who are we?

We are the joint owners of Ghyllcroft Cottage (Holiday Let), Hebden, North Yorkshire

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What personal information (data) do we collect ?

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We need to collect personal information from you as part of the booking process.

 

Information we collect are name, address, telephone numbers, cottage arrival and departure dates, pet details (if applicable) and email address. We will also ask you for car registration(s) information.

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We will ask for information such as the names and postal address of guests in your party, some of whom may be under 18. If you provide us with any information, for anybody under the age of 18, you are confirming that you are their parent or guardian and you are giving consent for us have their data.

 

In the event of a refund being required, we may ask for your bank details. If you do not wish to provide these details we may be able refund you by cheque. Any details provided will be deleted after you have confirmed receipt of funds.

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We require the full name and Nationality of any guest over the age of 16.

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For any guest who is not British, Irish or from a Commonwealth country we require their Passport Number and the address they will be staying at directly after they vacate the cottage.

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How do we collect your information?

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Any information you have provided, as part of your enquiry or booking, is obtained from online booking websites (i.e. your enquiry/booking via Owners Direct or TripAdvisor/Holiday Lettings), your completed booking form (posted or electronically sent), letter, telephone/text conversation, email.

 

Entries you make in the cottage visitor/suggestions book(s) during your stay.

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Information is collected via our website, www.ghyllcroftcottage.co.uK using the Bookalet system. This is 3rd party booking platform and details can be found online.

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Why do we collect this information?

 

We need to collect information from you for the following purposes:

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• to process & manage the booking

• to be able to communicate with you prior to your stay (payment reminder/confirmation, provide information etc).

• to adhere to the Immigration (Hotel Records) Order 1972

• to have contact information whilst you stay

• to ensure the safety of our guests

• to contact you after your stay if there are any issues or you have left something behind

• for Insurance and contract fulfilment purposes

• for administrative /business purposes

• to refund a deposit if applicable

• to ensure that the cottage is being booked by someone aged 18 or over

• to ensure no guest vehicles are parked at the cottage

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If you would like us to, we can send you updates on the cottage, promotions or news. You will be emailed to ask whether you would like us to do this. If we do not receive a reply email from you within 30 days, or acceptance on the booking form, your email address will be removed from our promotions/news mailing list. We do not share your email information with anyone.

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Do we share your information?

 

Your information is not shared or sold (e.g for marketing purposes etc), however it may be provided in respect of any legal requirements we have, prospective legal proceedings or to defend or exercise our legal rights. We will provide your information if requested by law enforcement agencies or emergency services.

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If your information does need to be shared in relation to your booking or stay at the cottage (for reason other than given above), we will contact you for permission to do so.

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How is your information stored and who has access to it?

 

Technological solutions and management processes are in place to ensure your information is held by us securely.

Your information has not been and will not be shared with others.

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Only the joint owners of Ghyllcroft Cottage have access to the information you have provided to us, in relation to your enquiry or booking.

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Entries you make in the cottage visitor/suggestions book(s) during your stay assists other guests and provides useful feedback to us, the owners. However these will obviously be seen by other guests or their visitors, ourselves and possibly our cleaner(s). This is beyond our control. Please consider this when making entries in the visitor book.

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How long will we retain your data?

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Your completed booking form will be securely kept as long as reasonably necessary for the purpose intended, for to protect our legal rights and adheare to laws.

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An internal sales record/invoice only containing your name, address, dates of booking/stay, and amounts paid will be kept for 7 years for accounting/tax puposes.

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Your right to access the information we hold on you.

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We do not collect any information on you beyond what you have provided to us. You may have a record of this already in the form of emails and/or a copy of the booking form you completed.

We are happy to provide you details of the information we hold on you but there will be a £10 charge for this. If you would like this information please email us in the first instance (please see contact page on this website).

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Your right to be forgotten

 

Individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances. If you wish to request deletion of your data please email us with the reason why you wish to have your data erased.