This policy sets out how we will treat your personal data. Our intention is to provide a policy which is in line with requirements of GDPR.
Julie is the owner and the data controller of The Gallery Lodges.
We use the data collected from you to create a contract for your reservation. We may also provide quotations, make telephone/text contact, or send emails directly related to your enquiry or reservation. Emails may include confirmation emails, statements, reminders. We may contact you before, during or after your stay as is necessary in relation to your stay or to follow up any requests you have made. We have elected not to use guest’s data for direct marketing. We do not transfer your data outside the EEA.
Contractual Basis for holding data
In order for us to process a reservation payment details are taken and contact information is collected, such as name, address, telephone number and email address. (In the case of third party booking sites such as Booking.com and Airbnb, they will withhold your email address from us and we will contact you via their messaging system instead).
If you do not agree to provide the personal data and valid credit card details required on the booking site, and you withhold the information, your booking will be invalid and cancelled.
Our accommodation is adult only and we do not accept bookings from under 18’s. If you are considering booking or have made a reservation and you are under 18 you should contact us immediately.
We will process personal data during the duration of any contract and will continue to store personal data needed for 5 years after the contract has expired to meet any legal obligations. After 5 years any personal data not needed will be deleted.
We may control data for legitimate business interests.
We may from time-to-time look at general trends in relation to our reservations and marketing. We may use data we hold about your reservation/past reservation as part of general data analysis, such as how and when it was made, and how often you have visited, or number of cancellations. We will use this data to inform our general management and marketing decisions to improve our business for our customers and ourselves. We will not transfer your data to any third party for such data analysis.
We may also use stored data to facilitate making manual reservations and adjustments to exiting reservations, such as re-populating email and address fields when you contact us directly to re-book or modify a booking. We may also use your data to identify if you are a returning guest and therefore enhance your guest experience.
We do not ask for your consent for marketing because we do not participate in direct marketing. If we change our marketing policy at anytime in the future, only guests who have subsequently agreed to opt in will be included for marketing.
What personal data we collect when you use our website and why we collect it:
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Contact Form Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Who we share your data with & How long we retain your data:
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data:
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data:
Visitor comments may be checked through an automated spam detection service.
Summary of Your Rights
You have: the right to be informed (e.g. to know why we need to keep your personal data); the right of access (e.g. to know what personal details we hold about you); the rights to rectification, restriction and erasure (e.g. to update or remove data we are not legally required to store); the right to object; the right to data portability. More details of your rights can be found at ico.org.uk.
You can contact us at the address below, to exercise your rights and we have 30 days to respond.
Peter and Julie Caswell
The Gallery Lodges
Version 2 18 June 2018