1. Who is responsible for managing my information?
This is the privacy notice of Andrew Clay. In this document, "we", "our", or "us" refer to Andrew and Carol Clay
Our address is Newtimber Place, Newtimber Place Lane, Newtimber, Hassocks, West Sussex BN6 9BU
Our email address is firstname.lastname@example.org
We are registered with the Information Commissioner’s Office as a data controller under number ZA362719
2. What information do we collect?
In order to book a visit or hire the tea room or use our grounds, we may collect the following information when you book or enquire about booking with us:
Contact details:postal address, phone numbers, email addresses.
Bookings:What you’ve booked, the date(s) and amounts paid, any special requirements
Insurance details: Details of your 3rd party liability insurance
Browsing:historical searches, how you use our website and mobile apps, the devices and IP addresses you use to access our services (operating system, browser, …). We collect this information so that we can continuously improve our website and our service to you.
Communication:emails, phone calls, post
We may also collect information about you that is publicly available on the internet for example your website or Facebook
3. How do we use your information?
We use your personal information to:
- Manage your booking
- Detect and prevent fraud, theft, damage or abuse of our services or the property
- Communicate with you, including for example, responding to your emails, messages on social media, handling customer service matters and so on
- Process your invoices and payments
4. On what legal basis will we process your information?
We will always process your personal information on lawful grounds and in particular on the grounds set out below:-
Performance of a Contract
Our use of your data may be because of the contract - verbal or written - between us – that is, in relation to your booking.
Fraud and crime prevention
You may have given us consent to use your personal information for agreed purposes, such as marketing, or for extending our knowledge of the history of the house. You can withdraw your consent at any time.
We are under certain binding legal obligations, such as accounting to the government for tax and making financial records available for audit. We retain data for six years following the end of the tax year in which you booked.
5. Who will you share my information with?
In order to provide you with the use of the property we may share your information with:
- Our insurers in the event of an insurance claim or to arrange insurance for a specific activity or event
- Our accountants, the taxman, and anyone whom we legally have to
- Others where it would be in your vital interests.
- In the case of historical information you agree to share, anyone visiting the property.
We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal rights
6. How do you manage my information?
Your data is kept securely on password protected devices. We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
Paper records are kept securely in our home.
We use a UK based email provider, but we also backup your emails on Apple tablets/computers/phones. This data may then be backed-up by Apple/Microsoft which is based in the US.
7. Updating Your Details?
To obtain a copy or update any information that we hold, please email or write to us.
8. How long will we hold your information for?
We retain data for six years following the end of the tax year in which you booked our venue.
9. Your rights
You have the right to ask us at any time:-
- to confirm whether we hold any of your personal data;
- to send you a copy of any personal data that we hold about you;
- to correct any inaccuracies in your personal data and to add relevant details where the personal data we hold is incomplete;
- to delete (to the extent possible) any of your personal data, where we are required by law to do so;
- to stop processing your personal data, where we are required by law to do so;
- to let you have a portable copy of the personal data we hold about you, where we are required by law to do so;
- to stop processing any of your personal data that we process on the basis of our legitimate interests; and
- to stop sending you marketing material.
- Where we have reached a decision that affects you by processing your personal data automatically then you have the right to speak to someone to discuss that decision.
We do not use your personal data for the purpose of profiling.
Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent
- If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
- If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/
10. Does the notice apply to linked websites?
Our websites contain links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy policies.
11. How do we update this privacy notice?
We keep our privacy notice under regular review and we will place any updates on our webpage.
Dated: November 2021