Privacy & Data Protection Policy

We are committed to protecting your personal data when you visit our website and/or stay with us as a guest. This Privacy Policy explains how we use your personal data at The Old Rectory to comply with the regulations introduced in 2018 Data Protection Directive (known as The General Data Protection Regulation (EU) 2016/679 or GDPR).

Website

What information do we collect?

We may collect, store and use the following kinds of personal data:

  1. a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views) via Google analytics.
  2. b) Information that you provide to us for the purpose of registering with us.
  3. c) Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.

Enquiries for availability

If we have no availability for the dates requested then we will respond by email or telephone: when we are contacted this way the telephone number and /or email will not be added to any list or records kept within any files/database.

When you make a booking with us, we collect the names of all the guests who will be staying, the Home address, email address and telephone number of the person making the booking.

Booking Forms

Any printed booking forms will be kept for one year in a locked cabinet and then shredded in accordance with GDPR.

For booking forms online completed through online channel manager FreeToBook.  At the bottom of each form it states how Free To Book uses and stores your information under their Privacy policy. You can also click on the link to show FreeToBook extended customer privacy policy relating to bookings made for The Old Rectory. Free to Book Customer Privacy Information.

All emails from guests will be destroyed after one year – both those that come directly from us or via the email system through FreeToBook.

Payments

We use the Stripe Payment system via the FreeToBook booking system to take payments for credit cards, debit cards for both the deposit and the payable balance (and cancellation fee if it is within our  cancellation period). We do not store any credit card details (name, card numbers, expiry date or CVC) at The Old Rectory.  All debit and credit cards are processed and encrypted online via the Stripe payment system. These are encrypted online and the payment can only be taken up to the full balance and any damages that occur in line with our Terms and Conditions will be added under the extra charges to the balance of the invoice.

We use your home address as part of the card payment processing to validate the card.

For further information regarding online payments and privacy policies for Stripe Payment System and Free to Book Privacy settings as to what information they collect please see the following links

STRIPE:   https://stripe.com/gb/privacy#links-to-other-websites .

FREE TO BOOK   https://www.freetobook.com/diary/profile/privacy

Bookings

We use your email address to send you confirmation of the booking (or a letter enclosing your confirmed booking if you do not use email) with more details on how to find The Old Rectory and other information you may find useful for your stay.

After your stay you will receive an automatic email from our booking system asking you to fill in a feedback form. We also send you an additional email checking everything was ok with your stay.

We will only use your telephone number to contact you to establish a time of arrival or in an emergency, and/or we have been unable to contact you by email.

Guest Registration

We required by law to collect the following information on all of our guests and add it to the FreeToBook booking record at the beginning of your stay.

For Commonwealth, EU guests;  Name and nationality

For Non-commonwealth, and guests living outside the EU; Name, nationality, passport number.

These requirements are subject to change without notice as required by government policy.

ADVERTISING AND THIRD PARTY TRAVEL ORGANISATION

Bookings.com is channel managed by FreeToBook for some bookings for The Old Rectory. Bookings.com has its own privacy policy here.

Publicity Materials

We will not publish any photographs in which any guest is identifiable via any social media platform or on our website unless we have written permission from the guest via email or letter. No identifying names or any private data such as email, address and telephone numbers relating to any guest will be used in publicity materials.

If reviews posted via Trip Adviser, other review sites, social media or our  guest book are used in publicity materials these will be anonymised to ensure no guest data is released.

Cookies

A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both “session” cookies and “persistent” cookies on the website.  We will use the session cookies to: keep track of you whilst you navigate the website.  We will use the persistent cookies to: enable our website to recognise you when you visit.

Session cookies will be deleted from your computer when you close your browser.  Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this website.  Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers.  The information generated relating to our website is used to create reports about the use of the website. Google will store this information.  Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.

Most browsers allow you to refuse to accept cookies.  (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.)  This will, however, have a negative impact upon the usability of many websites.

You can set your browser not to accept cookies. See www.aboutcookies.org for more information.

Your Rights

If you wish to access, correct, update or request deletion of your personal data, you can do so at any time.

You can object to the processing of your personal data, ask us to restrict processing of your personal data or request portability of your personal data.

You have the right to opt – in or opt-out of marketing communications that we send to you at any time. You can exercise this right by contacting us and requesting to be unsubscribed.

You have the right to complain to a data protection authority about our collection and use of your personal data. The Information Comissioner’s Office is the data protection authority in the UK. You may write to them at: Information Commission’s Office, Wyecliffe House, Water Lane, Wilmslow, Cheshire SK9 . Alternatively you may call them on 0303 123 1113. You may also visit their website to fill in an online complaints form at Information Commissions Office.

This privacy policy is subject to change if the law changes concerning Data Protection.