PRIVACY POLICY
Sunflower Holiday Cottage – Privacy Policy
Here at Sunflower Holiday Cottage, we are committed to protecting and respecting your privacy at all times
Sunflower Holiday Cottage may ask you to provide certain information by which you can be identified when using our site. This information will be used accordingly with this privacy statement.
Sunflower Holiday Cottage may update this Privacy Policy from time to time. Please check this page once in a while to ensure that you are content with any changes.
What information do we collect?
The various forms of information we may collect include the following:
Names and addresses
E-mail addresses
Telephone numbers
Fax numbers
Credit / Debit card details
More Information…
What is the information used for?
We require this information to help us understand your needs and provide quality service overall. Other reasons include the following:
In-house record keeping
We may use the information to better our products and services
For compliance with the law
We may need to share your information with our trading subsidiaries, service providers, associated organisations and agents for the purposes mentioned above.
Sunflower Holiday Cottage will not sell or publicise your information in any way unless you have specifically asked us to.
We will also not share your information with other like-minded organisations for marketing purposes unless you have previously indicated that you are happy for us to do so.
We use ‘cookies’ A cookie is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. Cookies were designed to be a reliable mechanism for websites to remember useful information (such as items added in the shopping cart in an online store) or to record the user’s browsing activity (including clicking particular buttons, logging in, or recording which pages were visited in the past). They can also be used to remember arbitrary pieces of information that the user previously entered into form fields such as names, addresses, passwords, and credit card numbers. Further information can be viewed on our ‘cookie’ policy page.
Controlling your personal information
Sunflower Holiday Cottage is committed to ensuring that your information is protected. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to protect and secure the information we collect online.
By providing your personal information to us including any “sensitive” personal information you consent to the collection and use of any information you provide in accordance with purposes mentioned above and this privacy statement.
You also consent to Sunflower Holiday Cottage to transferring any required information, for any of the purposes mentioned above, to countries and/or jurisdictions which may not provide the same level of protection as the UK. In the event of any such transfer, Sunflower Holiday Cottage will, if appropriate, ensure that your information is protected properly.
You may request details of personal information which we hold about you under the Data Protection Act 1998 for which a small fee may be payable.
Changes
If your personal details change, please notify us at the address below in order to help us to keep your information up to date.
Sunflower Holiday Cottage
Alford Road,
Alford,
Lincolnshire.
LN13 0HU
Email: privacy@sunflowerholidaycottages.co.uk
GDPR STATEMENT
What Data Do We Hold?
By Law we are required (by our Local Authority) to have the details of those who are booked to stay in our cottage. Therefore, we store information provided to us/required by us of those booking accommodation with us on a Booking enquiry form (a word document or via email). This is compiled & sent to guests to confirm the details of their booking (unless it is a TripAdvisor Booking). The information stored includes:
Lead booking contact name
Contact telephone number(s)
Email address
Postal address
Details of the booking including dates, bedroom set up required, any pets and the tariff
We also have guests’ email addresses/mobile numbers in our email/mobile message records.
We do not take card payments through our website so we do not store bank card details. The majority of our accommodation payments are paid directly into our bank account or by cheque.
On occasion, we do take card details over the phone or through email if we need to reimburse anyone. They are hand written and destroyed immediately once payment is taken.
How Do We Store The Data We Hold?
All accommodation Booking enquiry Forms are kept on our private computer and logged in a folder which is locked in our desk as part of our business records. The data on them is not processed or used for marketing purposes or any other purposes by ourselves or any third party.
We also have guests’ email addresses/mobile numbers in our email/mobile message records.
How Do We Use The Data We Hold?
The data we hold is purely used to contact guests about their stay prior to their visit or after they have departed as a courtesy to say thank you for staying with us or in relation to damages or items left behind.
We do not contact guests (past, present or future) with any information regarding any promotions or future events at SunflowerHolidayCottage other then a courtesy Christmas card. All promotional marketing of this nature is undertaken via our Facebook page or website.
Sunflower Holiday Cottages Facebook page is used to update those who have indicated they wish to be ‘friends/followers’ of the business. This is subject to the normal security protocols of Facebook, contains no personal information and people can ‘unfriend/unfollow’ at any point.
The only time where we would share contact details with a third party would be in relation to Covid-19 Track and Trace where we are required to hold contact details for 21 days in case they are needed.
What Will We Do If You Wish To Change Your Data Record Or Have It Removed?
We do not proactively contact guests (past, present or future) in relation to anything apart from their accommodation booking.
We have stated here what data we hold on guests, why and how we hold it and what it is used for.
In terms of personal data removal, should guests wish us to remove their personal data held then the following would happen (aside from the current requirement to store details for 21 days due to Covid-19 and Track and Trace). We would delete all emails/mobile messages in our records relating to their email address/mobile number and strip their postal address, email address and phone numbers from the Booking enquiry Form stored on our computer.
In terms of any messages/communications/reviews etc left by guests on Google, TripAdvisor, Facebook or any other third party platform then we would expect guests to manage and remove those as they saw fit, although we do feature some on our website and on our Facebook page and if we were asked to remove these we would.
We would undertake this within a month of receiving the request (to allow for delay if we are on holiday) and we would then confirm the removal of data (and then destroy that communication).
Data Security
As our business is run by 2 people who are a married couple and they are the only people who have access to the data we hold, our assessment of the risk of a breach is that it is highly remote. We do not anticipate any security breaches.
Conclusion
We do not believe that the way we store and use the data we hold provides a security risk or falls within the scope of the changed data protection legislation in GDPR from May 2018.