This Privacy Policy governs the manner in which Spanhoe Lodge collects, uses, maintains and discloses information collected from users (each, a “User”) of the www.spanhoelodge.co.uk website (“Site”). This privacy policy applies to the Site and all products and services offered by Spanhoe Lodge.

What information we collect about you

When you make a booking with us, either directly or through Booking.com, Expedia, Laterooms etc 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. We may also collect a debit or credit card number to secure the booking.

We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, subscribe to the newsletter, fill out a form, and in connection with other activities, services, features or resources we make available on our Site.  Users may be asked for details as listed above. Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personal identification information, except that it may prevent them from engaging in certain Site related activities.

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilized and other similar information.

How we use the information we hold on you

We use your address as an additional form of security to secure the booking, and as a means of contacting you should email or telephone fail.

We will use your email address to send you confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay.

After your stay you will receive an automatic email from our booking system thanking you for staying with us, and giving you details of how to leave us a review and offering you ways to stay in contact with us by social media or email if you choose to do so.

We will use your telephone number to contact you only in relation to your booking, and not for any marketing purposes.

Our website uses a database to hold the enquiry web information which allows our customers to contact us.  We will respond to your enquiry either by email or phone.  You must consent before the form will submit, therefore acknowledging that you are sending us your personal/business information so that we can process your enquiry.  Your details will only be added to our mailing list if you have consented on the form. Google Analytics are used on our website.

How is your data stored

All of the personal and debit/credit card data you supply us, as part of the booking process, is stored securely on a third party system called Welcome Anywhere.  Details of their GDPR compliance can be found at https://www.welcome-anywhere.co.uk/gdpr/

If you have made your booking through booking.com, Expedia, Laterooms etc, you will have provided your personal details to their website.  Data stored by these companies is covered under their GDPR policy.  The personal data they pass to Spanhoe Lodge is done so electronically and is only accessed by authorised Spanhoe Lodge personnel via a password protected system.

Neither Spanhoe Lodge nor Welcome Anywhere will share your information with any third party unless there is a legal reason for doing so.

Marketing

We would like to stay in touch with you to send information about the B&B, any special offers we may have or local events. We send occasional emails (3 or 4 times a year) to guests on our distribution list. The distribution list is managed by a secure third party, Mailigen.

You may change your preferences or unsubscribe via Mailigen at any time.

Neither we nor Mailigen will pass your details onto any third party.

Guest Registration

We are required by law to collect certain information on all our guests. We do this by asking you to complete a registration form on arrival.

We will keep these forms securely on site and are only accessible by authorised Spanhoe Lodge employees. We keep these registration forms along with any invoices for a period of 7 years after your departure.  At this point they will be securely destroyed. 
We are required to show the registration forms to a police officer if they request to see them.

Access to your information

You have the right to request a copy of the information we hold about you. If you would like a copy of this information please email us at This email address is being protected from spambots. You need JavaScript enabled to view it.

Right to be forgotten

You can also request at anytime that we remove your personal data from our systems, however we have a legal requirement to retain certain data for a period of 7 financial years following your stay.

Cookies

Our Site may use “cookies” to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

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

Third party websites

Users may find links or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

WiFi Surveillance Cameras

We have several CCTV cameras covering Spanhoe Lodge.  These cover the main driveway, the reception entrance, the main carpark, both sides of the bedroom block, the reception area & the hot tub.  None of the cameras are pointed in such a way as they have a view into any guests bedrooms.

We use these cameras for the security of our property, ourselves, our guests and our guests’ property.

The data is recorded securely on site and is only kept for a maximum of 30 days.

Only authorised Spanhoe Lodge Employees have access to be able to access this data which is password protected.

Changes to this policy

Spanhoe Lodge has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.

Policy last updated: 1st April 2018