Your data & privacy

As of 25 May 2018 the General Data Protection Regulation 2018 (GDPR) is effective in Europe (including the UK), and introduces the following principles to UK law:

The lawful, fair and transparent processing of customer data

That the purpose for which personal data is collected must be specified, explicit and legitimate, 

Data collected must be processed in a manner that remains compatible with the initial purpose for which it is collected

That the data collected is not excessive to it’s purpose and remains adequate and relevant data to the purpose

That the accuracy of the data is maintained

That data is stored for no longer than necessary

That appropriate measures are taken to ensure data is processed in a secure manner

 

In compliance with the GDPR, our Privacy Policy outlines both how we use the personal data we collect from you, and that you provide us with. Please read it carefully to ensure you are comfortable with submitting your data.

 

This Privacy Policy applies to the data collection and processing for http://www.holidaycottagekippford.co.uk  (The Site).

 

As an accommodation provider, we require certain details in order to fulfil our contract with you, and establish that the property is suitable for needs. By making a booking/booking request, or by submitting your personal data, you agree to the transfer, storage, or processing of your data by us, our web site provider (Wix) and our third-party booking software provider (FreetToBook) as follows. By browsing our website and proceeding with a  booking/booking request via this website you are indicating that you agree with any of the use of your data in the manner described in this Privacy Policy.

 

WHAT INFORMATION IS COLLECTED?

Whilst browsing The Site, our website provider’s (wix.com) servers and cookies collect the following generic information about you;

Your Operating System (e.g. Windows)

Your Browser (e.g. Safari or Google Chrome)

The device you are using to view this website (e.g. Desktop, laptop, iPad, or mobile)

General demographic information (e.g. Gender, age bracket & broad location)

Your IP Address

Your browsing behaviour on our Site (e.g. page views, link clicks etc.)

 

Only when voluntarily completing a form on the website of our third-party booking software provider (FreeToBook), do we then have access to the following information:

E-mail address

First & last name

Telephone number (landline and/or mobile)

Other personal details used to make a booking

 

 

HOW WE COLLECT YOUR INFORMATION

DIGITAL

Cookies (Please refer to the Overview Table in the Cookies section below)

Booking Process

Third-Party Review Sites

Our our third-party booking software provider

Our third-party website software provider (Wix.com)

 

OFFLINE

Telephone calls you have with members or our staff

Hard copy communications (e.g. letter)

Guest Satisfaction Surveys

 

COOKIES

wix.com, our website provider, stores cookies on your computer to identify that you have been to our site before, and to potentially personalise certain content based on previous behaviour. They do use third party cookies to track data. They also use re-marketing cookies to log when users view specific pages on our site, in order for us to provide targeted advertising in the future. A summary of the cookies used on this Site and what they are used for can be viewed below.

 

There are two types of cookies:

Session (Transient) cookies: These cookies are erased when you close your browser, and do not collect information from your computer. They typically store information in the form of a session identification that does not personally identify the user.

 

Persistent (Permanent or Stored) cookies: These cookies are stored on your hard drive until they expire (i.e. the are based on a set expiration date) or until you delete them. These cookies are used to collect identifying information about the user, such as Web surfing behavior or user preferences for a specific site.

 

Take a look at the table below to view which cookies Wix places on Wix sites:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If you would not like to be tracked during your visit you can install a Do Not Track Plugin for Google Chrome or enable the Do Not Track feature in Firefox. You can also visit http://www.aboutCookies.org/ or http://cookiepedia.co.uk/ for further information how to manage and delete Cookies.

 

Freetobook Privacy Statement

Freetobook is booking software used by accommodation providers to enable their customers to make online bookings and manage those bookings.

 

This section of the Privacy Policy applies to the processing by freetobook of personal data collected by properties using freetobook online booking system in relation to the provision of accommodation by those properties.

  1. Your Personal Data Properties using freetobook as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests travelling with you”. This may also include your IP address. This information is stored in the freetobook System in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.

    Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.

  2. Data processed directly by third parties If you provide payment information, this will be processed directly by secure PCI Level 1 compliant payment gateway providers.

  3. Joint Controllers In the context of providing booking software to accommodation providers to facilitate online booking, freetobook and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.

  4. Security Procedures In accordance with General Data Protection Regulation (GDPR), freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

 

  1. Control of your Personal Data You have the right to access data that is stored on behalf of properties taking bookings via freetobook system. You need to email or write to the property you booked with to request an overview of your personal data.

    You can also contact the property you booked with on freetobook System if you believe that the personal information they have for you is incorrect, if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. You need to email or write to the property you booked with.

  2. Reviews You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter or google plus. However, no identifying details will ever be attached to a review posting.

    To Process your information as described above, we rely on the following legal bases:

    Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.

    Legitimate Interests. We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.

 

Cookies

A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.

 

By using the freetobook website in order to book your accommodation or proceeding with a booking you are consenting to the above use of cookies. or proceeding with a booking you are consenting to the above use of cookies.

 

You can opt out of Google's use of cookies by visiting Google's Ads Settings page:

http://www.google.com/settings/ads.

 

 

HOW WE USE YOUR INFORMATION

To enable us to complete your holiday booking

To communicate with you regarding your booking or other purchase

To personalise repeat visits to our site as part of the booking process

To respond to specific enquiries and queries

For resolving complaints and dealing with disputes

To notify you about changes to our service

To ensure that content from our Site is presented in the most effective manner for you and for your computer;

For preventing and detecting fraudulent or criminal activity

If you have given us your consent to receive marketing communications by email, are a customer of ours, or you have previously asked us for information about our accommodation, we may send you very occasional marketing messages by email. However, in every marketing email message we send you, we will give you information on how to unsubscribe from our mailings altogether.

 

Please note the usage as outlined above applied to all information we hold about you, however we obtain it during your journey with us.

 

DISCLOSURE OF YOUR INFORMATION

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with law, enforce our site policies, or protect ours or others rights, property or safety. 

 

The GDPR readiness statements from our trusted third parties, are available on request.

You have the right at any time to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by emailing us and asking.

 

Our third party review administrator(s) (including TripAdvisor) may contact you to ask for your comments on the accommodation and/or services that have been provided

 

From a Data Retention perspective, we are legally bound by HMRC to maintain financial records which requires us to keep your personal data on our systems for 7 years after you have made a booking with us. After 7 years has passed, we will invite you to re-permission us to continue to hold your data if approprite.

 

ACCESSING YOUR INFORMATION

The GDPR 2018 gives you the right to check that your personal data is being processed lawfully. Your subject access right can be exercised in accordance with the act. Any subject access request must be made in writing to holidaycottagekippford@yahoo.co.uk  

If you would like amendments made to your data e.g. change of name or contact details, please contact us at any time via holidaycottagekippford@yahoo.co.uk.

 

DATA SECURITY

The transmission of information via the internet is not completely secure, and although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to this web site, therefore any transmission is at your own risk.

Once we have received your information, we will take all reasonable steps to keep your personal data secure (both technologically and physically) and to try to prevent any unauthorised access to it.  All information you provide to us is stored on our secure servers. 

 

If at any point you suspect or become aware of a breach in security, or receive suspicious communications from someone claiming to be us, please let us know immediately via holidaycottagekippford@yahoo.co.uk.

 

 

AMENDMENTS

We reserve the right to update or alter this Privacy Policy, and our data storage and processing arrangements from time to time without notice to you. 

If you have any queries, or would like more information about our Terms & Conditions prior to booking your data is managed and protected please email us: holidaycottagekippford@yahoo.co.uk, call  or text 07590427957.