Privacy Policy

Kingham Cottages Limited protects the privacy of all personally identifiable information collected during the course of our business activities. This policy sets out how we process your personal data.  We will process your personal information under the terms of this policy and in accordance with any agreement with you.

We need to process personal data relating to our guests and/or potential guests to function effectively as a business, to ensure good governance, for audit purposes and to enable us to meet our legal obligations. We are committed to ensuring the best standards of practice in all our activities. Visitors to our website, and guests staying at our properties can be assured that the protection of their personal information is given the highest priority. Personal data is processed for commercial, administrative, statutory and marketing/ promotion purposes. All such personal data is collected, held and used in strict compliance with the Data Protection Act 2018.

In terms described under data protection laws (including the UK Data Protection Act 2018 including the UK GDPR and, if applicable, the EU General Data Protection Regulation 2016 (“Data Protection Laws”) we are a “data controller” and “data processor”.

How do we obtain personal information?

Data is provided directly by the guest or potential guest, or via an agent acting on our behalf to secure guest bookings.

Data Collected from our Website

What Personal Data will Kingham Cottages Ltd collect from our website?

We do not collect any personal information from general visitors to our website other than information that is knowingly and voluntarily given. Anonymous information, such as the number of visitors to the website in a given period or details of properties and dates selected for online bookings is purely statistical and cannot be used to identify an individual user. Cookies are not used to collect any other information from visitors to the website.

Website visitors that request more information about staying in our properties provide their contact details via a form. Visitors cannot be contacted unless such information is expressly given for this purpose.

Personal information we may process from Clients (guests and/or potential guests)

• Name
• Contact details

Use and Sharing of your Data collected from our website

If you provide your personal data to us, you agree that we may send information to you by contact details given in relation to fulfilling your Query and our Services.

We hold your data within our booking system, “SuperControl” for the purpose of delivering our service to you and communicating with you. Your data will not be shared in any way. We will never sell your details to any third party.

Data Collected from our Guest Bookings

What Personal Data will Kingham Cottages Ltd collect from guest bookings?

 Personal information we may process from Clients (guests and/or potential guests)

• Name
• Contact details
• Order history
• Financial details (for booking payments only)

 Our Reasons for Processing

• Fulfilling contracts
• Gaining consent

 Use and Sharing of your Data collect from Guest Bookings

If you provide your personal data to us, you agree that we may send information to you by email/ post in relation to fulfilling your Query, Booking and our Services.

We hold your data within our booking system, “SuperControl” for the purpose of delivering our service to you and communicating with you. Your data may be shared with our partner suppliers within this system to fulfil our contractual obligations and legitimate interests. We will never sell your details to any third party.

 Our Legitimate Interests

• To operate our business activities
• For our company to promote our business by sending marketing information to our guests (only where permitted to do so in compliance with applicable laws relating to marketing).
• For our company to perform statistical, business and market analysis
• For us to share your name and contact details, via “SuperControl” to Booking Protect Limited to enable them to enrol you in their XCover Program and to facilitate them making XCover Refund Guarantees available to you, provided that you have not, by prior written notice, opted out of being enrolled on the XCover Program.
• For us to share your name and contact details via “SuperControl” to UpFrontReviews to enable them to collect a review/ feedback about your stay with us, provided that you have not, by prior written notice, opted out of being enrolled with UpFrontReviews.

By booking with us you consent to us providing your details to “SuperControl” and our partner suppliers in this way. You will have the opportunity to unsubscribe from any such email communications at any time.

The information collected will be used to contact you about details of your booking, payment reminders, review requests and any ither communication that is legitimately regarding our obligations and contract with you to provide our Services.

Marketing

If you chose to opt-in to our marketing communications the information collected will be used to contact you with further details of our current activities or to send details of future initiatives or events. It may also be used for research purposes. You can inform us at any time if you wish to be removed from these communications.

Data Security

We take appropriate measures to safeguard the information we hold from unauthorised access or improper use. Our database is held within the “SuperControl” software system, a secure, password protected location. Only users authorised by us have access to this data.

Retention Period

7 years from the last transaction or communication date.

Data subject’s rights

As an individual, you have rights as a “data subject” under applicable Data Protection Laws in relation to the processing of your personal data.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Privacy Manager, in writing to: stay@kinghamcottages.com

Where we process your personal data based upon your consent, you have the right to withdraw your consent at any time.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 Changes to this Privacy & Fair Processing Notice

We keep our Privacy Policy under regular review and reserve the right to update and amend it.  This notice was last updated on 30^th April 2024.

 Enforcement, Complaints & Further Information

Any queries relating to our collection, use or retention of personal information should be addressed to Kingham Cottages Ltd: stay@kinghamcottages.com