The General Data Protection Regulations come into force on 25 May 2018 and are replacing the current Data Protection Act of 1998. The GDPR mean self catering accommodation premises must keep a record of guests who are staying who are over the age of 16. We are therefore known as Data Controllers. To comply with the Immigration (Hotels Records) Order 1972 we need to collect full name and nationality. For non British, Irish and Commonwealth guests we also need passport number, place of issue and details of next destination.
This policy is intended to give guests staying at Bentwitchen Cottage information on the personal data we hold, why we ask for it, how it is stored, when it will be destroyed and to ensure we have the consent of guests to hold this information.
Purpose – to process and manage the booking
We ask the guest who makes the booking for his/her name, address and telephone number and to confirm the dates he/she would like to rent the cottage. We also ask him/her to confirm that he/she has understood our Terms and Conditions or House Rules, if booking through Owners Direct or Holiday Lettings. In addition we ask for the names of the other guests who are coming to stay. This is to ensure we do not have more than 6 guests at any one time, as the accommodation is only suitable for 6 people and children of 8 and over.
The address is so that the guest who have made a direct booking with us and includes his/her security deposit with the final payment can have this returned to him/her directly after the holiday, as per our Terms and Conditions. Guests who have made a booking through Owners Direct or Holiday Lettings do not need to include an address if they do not wish to.
How this information is stored
The booking form is returned by the guest either by post or by email. All forms are kept manually in paper format in a file. Forms that are returned by email are printed and then the email destroyed.
How long do we hold this information
Booking forms are held on file in a secure place for one year from the date of the holiday and then destroyed.
Data and consent
None of the data collected above is used for any other purpose than to manage the booking process, nor is it shared with anyone or used for advertising or direct marketing in any way. We do not hold email lists of past guests.
No reviews left by guests in the Visitors Book within the property will be used anywhere else, for example on our website, without the consent of the person who wrote it.
Any emails sent between the guest and the ourselves will be deleted once the holiday is over and there is no further need to contact the guest. However the guest is free to retain our email details in case they wish to make future bookings.
All data collected on the booking form or in an email can only be held with the consent of the guest. Guests are asked to give their consent to the information collected on the booking form. Consent can be given in an email or by signing the booking form. However guests are free to refuse consent, or to with draw it at any time following their holiday.
If you would like more information see The Information Commissioner’s Office website https://ico.org.uk telephone Helpline 0303 123 113
- Guests with any questions about the above, please make contact either by email or telephone.