Here at Todd & Gunn Cottages we take your privacy seriously and only use your personal information to provide the products and services you have requested from us. We are the data controller in respect of any personal data we collect about you and we have appointed a data protection officer who is responsible for monitoring our data protection compliance.
We collect and process your personal information & data in the following ways
On our website when you visit or make or manage a reservation; when you use our contact forms for an enquiry; email sign up, event enquiry
If you contact us (by phone, email, text or otherwise), we may keep a record of our correspondence with you for record or training purposes, to improve the quality of our offering and to prevent and detect fraud
When you enter our competitions
We also work closely with third parties (including for example, Online Travel Agents) and may receive information about you from them.
We use a third party software company to provide our booking software (Bookalet), who is our data processor.
We may use your personal information & data in the following ways
To administer a booking, event or reservation
Send you emails or call you in relation to your stay
To contact you on departure to complete a questionnaire
To send you marketing & promotional emails should you opt in to this service.
To provide you with specific adaptations, such as ramps, to help make our accommodation more accessible.
Other communications for example responding to requests or general customer service
Sensitive personal data
We do not collect sensitive personal data (such as racial or ethnic origin, nationality, political opinions, religious beliefs, etc) unless it is volunteered by you. In order to tailor product offers to your circumstances we may sometimes ask for information such as your age or any disability that you may have. As with all data, it is entirely up to you to decide whether or not you are happy to provide this information. Sensitive personal data will only be used in order for us to fulfil our contract with you to provide the services that you have requested. We may use data provided by you to serve you better and meet your particular needs (for example, the provision of disability access). You do not need to provide us with personal information simply to browse our website.
We use a secure website to obtain your credit/debit card information in order to process any purchases/bookings made on our site. Credit/debit card information may also be requested over the phone when a booking is being made. We will never ask you to send us this information electronically. All such information is stored on a secure system and will only be accessed when necessary to take payments as outlined in our Terms & Conditions. This data will kept for as long as is necessary to fulfil your contract with us (unless a longer retention period is required or permitted by applicable law) before being disposed securely.
Marketing & Promotional e-mails provide a link at the end of the e-mail to unsubscribe from that service.
Please note that it is not possible to ‘opt-out’ of receiving communication from us which relates to your bookings or reservations.
Non-disclosure to third parties
We do not share your data with any other company for marketing purposes
We may share your data with agencies such as law enforcement or governmental organisations where we are required to make such disclosures by any applicable law
We may share your data with banks and payment providers, to authorise and complete payments
We may pass your information to our third-party service providers, agents, sub-contractors and other associated organisations for the purposes of completing tasks and providing services to you on our or your behalf (for example to process payments and send you email). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Please note that we do not collect any personal information from children under 16 years of age and that no child under 16 should submit any personal information to us. Should we discover that any such personal information has been delivered to us, we will remove that information as soon as possible.
Retaining personal information
We retain personal information about you for the period necessary to fulfil the purposes outlined in this Policy, unless a longer retention period is required or permitted by applicable law. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Should you apply for a position within our company, your details will be held on file until such a time as the position is filled. If you are unsuccessful in your application, your details will be disposed of securely and in a timely manner unless you request otherwise.
Our website uses “cookies” which are harmless small text files that are placed on your machine to help the website provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser. Please note, if cookies are disabled, the online browsing experience may be limited.
For more information about cookies, please visit the About Cookies webpage.
We may collect non-personal information about your computer, including, where available, your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual. Your IP address is a number that your Internet Service Provider automatically assigns to the computer that you are using to access the Site. This number is identified and logged automatically in our server log files whenever users visit the Site, along with the time of each visit and the page(s) that were visited. Collecting IP addresses is standard practice on the Internet and is done automatically by many websites. We use IP addresses for purposes such as calculating Site usage levels, helping diagnose server problems, validation of a legitimate user session via Google® captcha and administering the Site. Please note that we treat IP addresses, server log files, and related information as Non-Personal Information, except when we are required to do otherwise under applicable law.
Getting in contact
If you would like to review, access, amend or update your information please contact:-
Todd & Gunn Cottages
This policy was updated on 30th April 2018.