Privacy statement

This privacy notice tells you what to expect when we collect, process, share and store your personal data in relation to bookings and enquiries for The Round House Self Catering Holiday Cottage.

When you contact us:

• Personal data you provide (for example, your name and contact details)

When you book a stay at The Round House:

• Your name and contact details (for example your mobile telephone number)
• Your home address
• The names of your guests (so we know who should be staying)
• Whether a baby is staying (so we know whether to provide a travel cot)

When you stay at The Round House:

• Mobile telephone contact details of any guest if they choose to provide it
• If you have an accident whilst staying, you should complete an accident form on which we ask for your name, contact details, and nature of your injury

When you depart from The Round House:

• Your bank account and sort code to enable the refund of any deposit

When you visit the website or interact with The Round House via social media:

• Your IP address and browsing preferences and choices
• Your name and username and any comments that you make

We collect information about you via the following sources:

• When you contact us by telephone, email or post
• When you access the website (via third party cookies)
• When you communicate with us through social media
• When you complete a booking form

We process your data in order to:

• Manage the booking enquiry and booking process
• Ensure the booking complies with insurance and health and safety requirements
• Ensure we know who should be staying for security of the property
• Keep in touch with you prior and during your stay
• Advise you of any future offers or availability at The Round House

Your personal data is stored in a number of ways:

• In paper files stored securely
• In software systems which are managed on the Round House computer network or by a third party supplier

We may share your data with some third parties who carry out certain administrative functions on our behalf, for example:

• Third party software providers for the management of website cookies
• Social media providers e.g. Facebook – to deliver social media presence
• Software hosting providers e.g. Microsoft – to store your booking records

We do not share your data with any third parties for sales or marketing purposes.

We take the security of your data very seriously. We have internal policies and controls in place to ensure that your data is retained appropriately and is not accessed except those responsible for managing your booking and your stay.

All data stored on cloud hosted computer systems (e.g. Microsoft) is secured with strong passwords and only accessible using two-factor authentication.

Your name and contact details collected during any enquiry is destroyed once the enquiry has been answered.

Booking forms are retained for up to 24 months after your stay to assist in repeat bookings.

Booking records (name, email address and dates of stay) are retained for up to 7 years to support financial and tax records

The website (www.theroundhousesuffolk.co.uk) does not store or capture personal information; it logs the user's IP address which is automatically recognised by the web server.

With the exception of Google Analytic cookies, we do not use cookies for collecting user information and will not collect any information about you except that required for system administration of our web server.

The website uses the Google Analytics tool to track overall browsing patterns on the website. For instance, it helps us identify the most popular pages on the website, find out which links are being clicked on, and to give us broad demographics about from where people may visit. We cannot personally identify any user with these cookies.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request 
• ask us to change incorrect or incomplete data
• ask us to delete or stop processing your data
• object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing

We do not use automated decision making or profiling when processing your data.

Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.

If you require any further information about how your data is being held or wish to exercise one of your rights, please contact:

Mark Howard

enquiries@theroundhousesuffolk.co.uk

01728 723779

If you have concerns about the use of your personal data, the Information Commissioners Office is an independent body set up to uphold information rights in the UK.

They can be contacted through their website: www.ico.org.uk or their helpline on 0303 123 1113, or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Last updated: 24 May 2018