Privacy Policy

Speyside Cottages (“We”) take your privacy seriously and are committed to protecting and respecting your privacy.

Questions. comments and requests regarding this privacy policy are welcomed and should be addressed to stay@speysidecottages.com.  If you prefer to contact us by phone please do so on 07794 681 807.  We are the data controller in respect of any personal data we collect about you.

Purpose of this Privacy Notice

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We keep certain basic information when you visit our website and recognise the importance of keeping that information secure and letting you know what we will do with it.

This policy only applies to our site. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

1.0  We collect and process your personal information & data in the following ways:

1.1  On our websites when you visit or make or manage a reservation; when you use our contact forms for an enquiry; email sign up, event enquiry.

1.2  In our booking process from your correspondence

1.3  If you contact us (by phone, email, text or otherwise), we may keep a record of our correspondence with you for record or to improve the quality of our offering and to prevent and detect fraud

1.4  When you enter our competitions

1.5  Whilst on the premises in the form of closed circuit television (CCTV) only ever from front doorbell if it includes a camera.

1.6  We are also working closely with third parties (including for example, Online Travel Agents) and may receive information about you from them.  This may be data given to us by you when you contact us, data received from other sources such as facebook or travel agents or data that is collected automatically such as visit to website for analytics to improve website content, this includes your IP address. 

1.7  We will also collect data automatically via cookies inline with cookie settings on your browser.

2.0  We may use your personal information & data in the following ways:-

2.1    To administer a booking or enquiry

2.2   Send you emails or call you in relation to your stay

2.3  To contact you on departure to provide feedback or to request a review

2.4  To send you marketing & promotional emails should you opt in to this service.

2.5  To provide you with dietary specific services when you book this option with us by collecting information regarding your dietary requirements

2.6  Other communications for example responding to requests or general customer service

2.7  We may use closed circuit television at our property front door area that may capture or record images of guests and visitor for the protection of our guests, staff, visitors and our properties where permitted by law.

3.0 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 access). You do not need to provide us with personal information simply to browse our website.

4.0 Credit/Debit Cards

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.

5.0 Opt out

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.

6.0 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 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.

We work with carefully selected Online Travel Agents (OTAs). When you enquire about or book with these third parties, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. They will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. These third-party product providers will share required information about you with us (e.g. home type purchased and dates of stay) which we will use in accordance with this Privacy Policy. If you provide information on and use third-party sites, the privacy policy and terms of service on those sites are applicable. We encourage you to read the privacy policies of websites that you visit before submitting personal information.

7.0 Data Retention

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. When 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.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes

8.0 Your rights
You have the following rights in relation to your Data:

Right to access – the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

Right to correct – the right to have your Data rectified if it is inaccurate or incomplete.

Right to erase – the right to request that we delete or remove your Data from our systems.

Right to restrict our use of your Data – the right to “block” us from using your Data or limit the way in which we can use it.

Right to data portability – the right to request that we move, copy or transfer your Data.

Right to object – the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries or initiate rights above please contact us via this e-mail address: stay@speysidecottages.com

If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it and we need to communicate with your for an upcoming booking.

9.0 Changes to this privacy policy
Speyside Cottages reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first

10.0 Cookies

Do we use cookies? Yes.  The cookies improve access to our site and identify repeat visitors.  Furthermore, our cookies enhance a user’s experience by tracking and targeting his/her interests.  This cookie use, however, is in no way linked to any personally identifiable information on our site. Please see our cookie policy below.

Cookie policy – This section describes how we treat the information provided by visitors, what other information we gather and how we use it, why we sometimes need to store “cookies” and how to prevent this.  In common with most professionally run websites, this website logs the IP address of each visitor in order to keep it running reliably.  This is also essential for protecting the website and its visitors from malicious attacks, including infection with malware.

This website provides information as a service to visitors such as yourself, and to do this reliable and efficiently, it sometimes places small amounts of information on your computer or smart device such as your mobile phone.  This includes small files known as cookies.  The cookies stored by this website cannot be used to identify you personally.  

We use cookies to understand what pages and information visitors find useful, and to detect problems such as broken links, or pages which are taking a long time to load. 

We sometimes use cookies to remember to choice you made on an earlier page, when you have moved to another page if that information can be used to make the website work better, such as avoiding the need to ask for the same information several times during a session, eg when filling in a form.

How Cookies are used – Remembering that you have logged in, so that you don’t have to re-enter your username and password on every page.

Cookies for Analytics –  We use analytics to measure how many visitors are using the website, which pages interest them and so on, and this involves storing cookies. For more information please visit the Google Analytics website.

Disabling Cookies – You can prevent the setting of cookies by adjusting the settings on your browser, see your browser help section for how to do this.  Be aware that disabling cookies will affect the functionality of this and many other websites you visit.