Speyside Cottages (“We”) take your privacy seriously and are committed to protecting and respecting your privacy.
Purpose of this Privacy Notice
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.
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: firstname.lastname@example.org
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.
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.
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.