Old Rectory Hotel GDPR

Privacy Policy

We as a business are committed to safeguarding the privacy of our customers and website visitors; this policy sets out how we will treat your personal information.

Introduction

This policy refers to personal data, which is defined as information concerning any living person that is not already in the public domain.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects.

These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Personal Data Purpose

The Old Rectory Hotel uses the information collected from you to provide quotations, make telephone contact and to email you marketing information which we believe may be of interest to you and your business.

In you making initial consent to marketing contact from The Old Rectory Hotel we shall maintain a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services.

Some personal data may be collected about you from the forms you complete, from records of our correspondence and phone calls and details of your visits to our property and website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. We may from time to time use such information to collect statistics about the behavior of visitors to our website.

Registration completion is a legal requirement and these are stored for 12 months.

The Old Rectory Hotel websites use cookies, which is a string of information that a website stores on a visitor's computer, and that the visitor's browser provides to the website each time the visitor returns. We may use both "session" cookies and "persistent" cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website. We will use the persistent cookies to: enable our website to recognise you when you visit.

Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this 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.

Any information The Old Rectory Hotel holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies and booking agencies.

We will only collect the information needed so that it can provide you with marketing and consulting services, we do not sell or share your data.

Third Parties

We do use third parties to sell our accommodation for us Booking.Com, Laterooms, Expedia etc

Our Website has been setup and is maintained and updated by Bespoke Wedding Consultants

Our servers are installed and maintained by Computer Factory, Wem

Using of Hotel Wifi

When you use the Old rectory Hotel wifi this may be monitored by your device, volume of data which you use, website applications you access, usage, time, frequency and location.

Legal basis for processing any personal data

To meet contractual obligations to our clients and to also respond to marketing enquiries.

Legitimate interests pursued by The Old Rectory Hotel

To promote the marketing and services offered by The Old Rectory Hotel

Consent

Through agreeing to this privacy notice you are consenting to The Old Rectory Hotel processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing selina@oldrectorywem.co.uk or writing to us, see last section for full contact details.

Disclosure

The Old Rectory Hotel may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. The Old Rectory Hotel requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.

We do not sell, share or pass on information gained from your engagement with us without your consent. However, we may disclose your Personal Information to meet legal obligations, regulations or valid governmental request.

We may also enforce our Terms and Conditions, including investigating potential violations of our Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of The Old Rectory Hotel our clients and/or the wider community.

Retention Policy

We will process personal data during the duration of any contract and will continue to store only the personal data needed for five years after the contract has expired to meet any legal obligations. After five years any personal data not needed will be deleted or shredded

Data storage

Data is held in The United Kingdom using a server or paper copies The Old Rectory Hotel does not store personal data outside the EEA.

Paper Copies of data is stored in a lockable filing cabinet with archives stored in a lockable room, access by permitted staff only who have received training on how to handle the data.

Your rights as a data subject

At any point whilst The Old Rectory Hotel is in possession of or processing your personal data, all data subjects have the following rights:

Right of access - you have the right to request a copy of the information that we hold about you.

Right of rectification - you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten - in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing - where certain conditions apply you have a right to restrict the processing.

Right of portability - you have the right to have the data we hold about you transferred to another organisation.

Right to object - you have the right to object to certain types of processing such as direct marketing.

Right to object to automated processing, including profiling - you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that The Old Rectory Hotel refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

The Old Rectory Hotel at your request can confirm what information it holds about you and how it is processed

You can request the following information:

Contact details of the data protection officer, where applicable.

The purpose of the processing as well as the legal basis for processing.

If the processing is based on the legitimate interests of The Old Rectory Hotel or a third party such as one of its clients, information about those interests.

The categories of personal data collected, stored and processed.

Recipient(s) or categories of recipients that the data is/will be disclosed to.

How long the data will be stored.

Details of your rights to correct, erase, restrict or object to such processing.

Information about your right to withdraw consent at any time.

How to lodge a complaint with the supervisory authority (Data Protection Regulator).

Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.

The source of personal data if it wasn't collected directly from you.

Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

To access what personal data is held, identification will be required

The Old Rectory Hotel will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving license, passport, birth certificate and a utility bill not older than three months.

A minimum of one piece of photographic ID listed above and a supporting document is required. If The Old Rectory Hotel is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to selina@oldrectorywem.co.uk or by phoning on 01939 233233 or writing to us at the address further below.

Complaints

In the event that you wish to make a compliant about how your personal data is being processed by The Old Rectory Hotel you have the right to complain direct to us. If you do not get a response within 30 days you can complain to the Data Protection Regulator.

Contact details

Old Rectory Hotel (For the attention of Mrs S Cuss or Mr K Hanmer)
Lowe Hill Road
Wem
Shropshire
SY4 5UA
Telephone 01939 233233 selina@oldrectorywem.co.uk