what information we collect about you - when you make a booking with us we collect the name of the lead guest making the booking together with their home address, email address and contact telephone number(s).
We are required by law to collect Visitor booking sheets and to hold them for a period of 12 months.
how we use the information that we hold on you - if we need to process a cancellation fee, we will use your home address and card details as part of the card payment processing in order to validate the card.
We will use your email address to send you confirmation of your booking and an email with more details on how to find us and other information that you may find useful for your stay.
We will not use your telephone number to contact you other than in an emergency and/ or if we have been unable to contact you by email.
Your name, address and dates of stay will also appear on your invoice and on our booking sheets.
how your data is stored - all of the personal data you supply to us as part of the booking process is stored securely. It is securely destroyed after any legal obligation to retain the data has expired (see Data Retention section below).
If you booked using our online booking service that data is also stored securely on a third party system, Freetobook. Freetobook securely destroy guest details after the date of the stay has passed. Freetobook have confirmed their compliance with GDPR.
data retention - should we hold your card or bank details, they are destroyed after your stay/ after we have processed any cancellation fee and returned the housekeeping deposit.
We are required by legislation to retain Visitor booking forms for a year and to show them to a police officer if they request to see them. We will destroy these forms (and any emails sent during the booking process) 12 months after the end of the season in which you stayed.
Information which forms part of our accounting information can be requested by HMRC as part of their income tax collection responsibilities. We are required to retain accounting information for the current accounting year and the prior 6 accounting years. Accounting information includes our booking sheets and copy invoices which have your name, address and dates of stay on them. We will destroy this information at the end of the sixth year after the year in which you stayed with us.
marketing - we would like to stay in touch with you to send news about Culgower House, any special offers we may have and local events. We send occasional emails (once or twice per year) to people on our distribution list, The distribution list is managed by a secure third party, Mailchimp.
We only add your email details to our mailing list if you have actively chosen to receive our emails and you can change your preferences or unsubscribe via Mailchimp at any time. Should you unsubscribe your email details are destroyed.
Mailchimp have confirmed their compliance with GDPR and have signed up to the EU-US Privacy Shield Framework.
We also use social media channels for marketing; currently Facebook, Twitter, Instagram and TripAdvisor. We do not collect any personal information about those who choose to follow us on social media.
access to your information - you have the right to request a copy of the information which we hold about you. If you would like a copy of this information please email us at firstname.lastname@example.org.
You have the right to request that we delete/ destroy any of your personal data that we hold. Subject to our legal obligations to hold Visitor booking forms for 12 months and financial records for current year plus six, we will destroy any of your personal data that we hold upon request.
cookies and our website - cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. Our website uses Google Analytics to provide us with high level information about our website users; we do not collect any personal information through cookies or Google Analytics.
You can set your browser not to accept cookies, see www.aboutcookies.org for more information.
Our website contains links to third party sites. We have no responsibility for, nor knowledge of, the privacy and data holding policies of these third party websites; nor of their compliance, or otherwise, with GDPR.