Privacy and Cookies Policy
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About this policy
The Data Controller (the organisation responsible for looking after your data) is Westfield Lodge (Bronteland) Ltd (Westfield Lodge)
Westfield Lodge appreciate your custom and are committed to protecting your information. This policy details how we will use your data and sets out the data protection principles we follow. Please note that our customers must be over the age of 18 and we do not therefore collect personal information from children. We will update our Privacy and Cookies Policy as data protection law or business practice changes. You can always find the latest version of this policy on our website www.westfieldlodge.co.uk
Data Protection Officer
Our Data Protection Officer is Jo Pagdin be contacted via email firstname.lastname@example.org or via post, to Westfield Lodge, Upper Marsh, Oxenhope, Keighley, West Yorkshire BD22 9RH.
Westfield Lodge generally use your data either on the basis of your consent, or based on a contract between us (e.g. when you book to stay with us). You have the right to withdraw your consent. All our marketing communications include an unsubscribe link, to make it easy to withdraw consent. If you withdraw your consent (e.g. by opting out of marketing communications), we will stop processing your data as requested.
If you are concerned about the processing of your data, please contact our Data Protection Officer (see above). If you are unhappy with our use of your data, you also have the right to make a complaint to the Information Commissioner’s Office, which supervises data protection in the UK. You have the right to receive a copy of your personal data. You also have the right to request that we correct or remove your data, when there remains no legal basis for keeping it. Please note that when these rights are exercised, we will conduct identification checks in order to ensure your privacy is safeguarded. You will need to contact us by email or post, to exercise these rights
Personal information we collect
In order to provide you with the best possible holiday service, we collect the following information:
Identification: name, title, date of birth, age/age range, gender.
Contact details: postal addresses (main and billing), phone numbers, email addresses.
Marketing preferences: whether you wish to receive marketing information from us, and if so, by which methods (postal, email, telephone, SMS).
Payment: method, the last four digits of card numbers, payment card expiry date, amounts collected, third party payment service provider references. Please note that we do not capture or store your full card details: payment is handled by our payment service providers (see below).
Browsing: historical searches, how you use our website, website experience user survey responses, the devices and IP addresses you use to access our services (operating system, browser, …).
Through our partnerships, we may receive some of the above information from other companies you use (e.g. other online holiday companies that feature our property). In such cases, those companies must also inform you about their use of your data.
How we use your personal information
We use your personal information to:
- Manage your holiday booking
- Communicate with you, including for example, responding to your emails, messages on social media, web chat requests, handling customer service matters and so on
- Process your payments
- With your permission, send you relevant marketing information such as details of competitions, special offers and properties we think will be of interest to you
- Manage competitions, promotions and special offers in which you participate
- Make sure our servers and websites are operating correctly
How we collect personal information
We receive personal information from:
- You, as you provide it to us (e.g. when booking a holiday, leaving a review)
- Your use of our website
- Third party review services such as Feefo and TripAdvisor
Legal basis of processing
There are several grounds on which we will store and use your data. As follows:
Consent: for certain types of processing (e.g. marketing activities), we rely on your consent to use your data. You may withdraw your consent at any time (see “Your rights”, above).
Contract: much of the time, our use of your data will be because of the contract between us – that is, in relation to your holiday booking. We will usually retain relevant data for up to six years from the date the contract completes – e.g. the last day of your holiday.
Legal obligations: we are under certain binding legal obligations, such as accounting to the government for tax and making financial records available for audit. In such cases, we are typically obliged to retain data for up to seven years from the date of the transaction.
Legitimate interests: we use data to manage our operations and to make business process improvements. Rest assured, our legitimate interests will never override your right to privacy
How we share your personal information
If you permit us to send you marketing information, we may share your data with companies that provide specialist marketing platforms. These companies are under strict obligations to protect your privacy and comply with your marketing preferences. Our marketing partner companies are:
- SuperControl (our CRM system)
Security of your data
We protect your data with various technological measures. We also regularly test and evaluate the security of our systems, updating safeguards as appropriate. Our staff are trained in the importance of security and privacy and we treat breaches of confidentiality and privacy as disciplinary matters.