About this policy
The individuals responsible for looking after your data are Graham and Lorraine Lay trading as Tredarrup Holiday Cottages. In this policy this will be shown as ‘we’, ’us’ etc.
We are responsible for the collection and proper management of any personal data you submit directly to us or when this information is passed to us if you placed a booking or enquiry through a third-party marketing platform. We are committed to protecting your information and will be responsible for your personal data after we receive it but not prior to receiving it if you initially provided the data to a third-party marketing platform.
This policy explains the data protection principles we use to comply with the EU General Data Protection Regulations 2018 (GDPR) as follows:
- what personal information we collect
- how we collect your information
- what we do with your personal information and why
- our legal basis for processing your data
- your privacy rights
This policy was updated in May 2018. Any changes we may make to this policy in the future will be posted on this page.
Personal information we collect
- your names, your postal addresses, phone numbers and email addresses
- the lead party of each booking must be over 21 years of age and although we collect names and ages of guests staying for the purposes of meeting obligations under the Immigration (Hotel Records) Order 1972 we do not collect any personal information from children
- if you are not a British, Irish or Commonwealth guest, we are also legally required to obtain your passport number and place of issue (or details of another document which confirms both identity and nationality) together with details of your next destination (to include the address, if known) on or before departure
- in addition you may provide relevant personal information such as any specific dietary requirements, family make-up and reasons for your visit e.g. anniversary, children’s birthdays etc
- payments method – when paying by card we use a third-party payment provider. We do not capture or store any card details
- whether you wish to receive any marketing information from us
- reviews – any feedback you leave regarding your stay or booking experience. We may use guest reviews for marketing but they are not identifiable as we just use first names
- browsing history and cookies – we store data on how you use our website which may include your IP address. We collect this data to monitor and improve our website and to provide you a better online experience. You can set your browser to warn you before accepting cookies, or you can simply set it to refuse them, although you may not have access to all the features of our website if you do so
- we work with third party online travel agencies and listing sites who place bookings either through offline or online channels. When your bookings originated from one of these companies they must also inform you about their use of your personal data
If you do not want to provide us with the information detailed above then we may not be able to provide the booking or offer our business services.
How we collect personal information
- you may provide personal information when making an enquiry or booking by phone, email, text or via our website, online travel agents, booking sites or when contacting us through social media
- your use of our website. Our website uses the booking reservation system Bookalet. They may be contacted at www.bookalet.co.uk or at Bookalet, Bedford iLab, Stannard Way, Priory Business Park, Bedford, Bedfordshire, MK44 3RZ
- third party marketing online or offline companies who we list and advertise properties with such as Airbnb and HomeAway
- to provide our holidays we also rely on other selected key partners, to help us process your holiday enquiry/booking and help us manage our communications with you. All our partners comply with the required data protection and privacy legislation and if you would like more information please contact us
- from you, when you subscribe to receive marketing communications from us
- from third party review sites such as Google Business
What we do with your personal information and why
- we are legally required to keep a register of all our guests over 16 years of age for a minimum of 12 months
- we do not share any of your personal information for marketing purposes
- to manage your enquiry and/or booking
- to communicate with you via email, telephone, letter, social media or any third party online travel agency platform if you booked originally through them
- for marketing purposes. We will send you our e-newsletter if you have specifically agreed in advance to be contacted in this way and every message received will contain an unsubscribe option
- to try and improve the general effectiveness of our holidays and website
- your information will be held only so long as it is required for our relevant purposes or to meet legal requirements. Where your information is no longer required we will ensure it is disposed of in a secure manner
- if the business is sold your data may be transferred to the new owners
Payment services provider
- to ensure your transactions are as secure as possible our payment card processing is undertaken by Stripe Payments UK Ltd, 9th Floor, 107 Cheapside, London EC2V 6DN www.stripe.com
- when payments are made by bank transfer we process these through Santander UK PLC, 2 Triton Square, Regent’s Place, London NW1 3AN www.santander.co.uk
our legal basis for processing
We will store and use your personal data when
- you consent eg. you subscribe to receive marketing information. You may withdraw your consent at any time
- you enter into a booking contract. We will retain data for up to 7 years from the date the contract completes to fulfil legal obligations to authorities such as HMRC for tax purposes and for making financial records available for audit
- we have a legitimate interest: we use data to manage our business. Our legitimate interests will never take precedence over your right to privacy
Your privacy rights
We will use your data when you provide consent or when you enter into a contract by booking accommodation with us, either directly with us on the telephone, by email, or on our website or by booking through a third party online or offline travel agent. We will not send you any marketing communications unless you have specifically consented to receiving these. All our marketing communications include an unsubscribe link, to make it easy to withdraw consent. You have the right to withdraw your consent at any time.
If you withdraw your consent to receive marketing communications from us and you have a future booking with us and you have not yet stayed we will still need to store and use your data so we can manage your booking. This is because the basis for storing data is to fulfil a contract rather than consent to receive other communications. For more information, see the “legal basis of processing” section above.
If you are concerned about the processing of your data, please contact us (see below). If you are unhappy with our use of your data, you also have the right to make a complaint to the Information Commissioner’s Office, which supervises data protection in the UK.
You have the right to receive a copy of your personal data. You also have the right to request that we correct or remove your data, when there remains no legal basis for keeping it. Please note that when these rights are exercised, we will conduct identification checks to ensure your privacy is safeguarded. You will need to contact us by email or post, to exercise these rights.
You can contact us to request information or raise a complaint via email at firstname.lastname@example.org or by post at Tredarrup, Treveighan, St. Teath, Bodmin, Cornwall, PL30 3JN