Introduction

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This Privacy Statement applies to the processing by The Pudleston Estate of personal data.  We take your privacy very seriously and treat all personal data with great care.  The Pudleston Estate acts in accordance with the applicable data protection legislation. 

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This privacy policy explains how we collect and use data about you, whether your data will be shared with anyone else, and the ways you can control how your data will be used in the future.

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We do this not just because we are legally required to do so in line with data protection regulations, but because we believe it is the right thing to do. 

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Should you wish to contact us about the way we use your information or would like to update the way in which we communicate with you, please use our email address:

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info@thepudlestonestate.com

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Who we are

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The purpose behind this agreement (the Privacy Notice) is to inform you of how The Pudleston Estate protects the privacy of your communications and collects, processes, uses and stores your personal data through the website as well as the rights you have with regard to the foregoing collection and processing of your personal data.

 

The Pudleston Estate takes the privacy of its clients and visitors seriously into account. The purpose behind this agreement (the ‘Privacy Policy’) is to inform you of how we protect the privacy of your communications and collects, processes, uses and stores your personal data through the website as well as the rights you have with regard to the foregoing collection and processing of your personal data.

 

By visiting our website and using our services you acknowledge reading and fully considering the Privacy Policy.

 

The Pudleston Estate is a controller of personal information collected on the website.

 

The Pudleston Estate acknowledges that in collecting your personal details it is bound by the laws of the United Kingdom and will process your personal data in accordance with the General Data Protection Regulation (GDPR). For any further requests or queries about how we use your personal information, you may contact us by using the following email address: 

 

info@thepudlestonestate.com

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Your personal data

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Personal information is any information that can be used to identify you, such as a name, address, telephone number, email address, or more rarely - bank account details, and even electronic identifiers such as your internet protocol (IP) address. 

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The amount of information we collect and use about you will vary depending on your relationship with us. We always make sure there is a legal basis in data protection law before we start collecting and using your information. 

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The main legal bases we rely on are:

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·      Consent: Where you have given us clear and informed permission.

·      Contractual: Where there is a contract between you and us.

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The information we collect:

 

The Pudleston Estate collects information about you in the following ways.

 

• Through our website when you make a reservation or use the facilities at The Old Rectory. Facilities include but are not limited to the accommodation and guest wi-fi.

• When we do business with you, which will usually include:

• Full or partial contact details including names and addresses (including business addresses if you are making a corporate booking), telephone and email address details.

• If you have special requirements then it may also be necessary to collect details about disabilities or any other preferences that you may have.

• We collect payment card information from you through our booking site www.Lodgify.com.

• We may also collect your birthdate or other significant dates for making special offers to you around your birthday or other anniversaries.

• From our overseas guests we may collect passport details.

 

Sharing your information

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We will only share your information if:

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• We are legally required to do so, for e.g., we are required by a law enforcement agency.

• We are working with a carefully selected partner that is carrying out work on our behalf such as processing card payments.

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Keeping your Information secure

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We take the security of your personal information very seriously. We carry out regular audits to make sure our security controls are effective and reliable. Within The Pudleston Estate, access to information is controlled, so that no one can use personal information unless they have a business reason to do so. When information is no longer required it is archived or securely destroyed in accordance with the law. 

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We only keep information as long as is necessary for the purpose it was collected for. 

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Your individual rights

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Under data protection regulations, you have rights over how your personal information is used by others.

Right to access: You have the right to access the personal information we hold about you. 

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If you wish to see it, you can submit a request to our Data Protection Officer who will respond within one month. Depending on the nature of your request, we may need to seek further clarification from you or gain confirmation of your identity before the information can be provided.

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Right to rectification: If the information we hold about you contains errors; you have the right for it to be corrected. We have measures in place to keep our information updated, but if you notice anything wrong with the information we are using, please let us know and we will update it as soon as we can.

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Right to erasure: You have the right to request we erase the information we hold about you from our records if you think it is no longer required. Where possible, we will always comply with a request for erasure, however in many cases it will not be possible to erase all information about you, because there may be legal or contractual reasons why we need to keep certain details. If any of your details cannot be erased, we will tell you and explain the reasons

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Right to restriction: If you think your personal information is being used for things it 

shouldn’t be, you have the right to request we stop using it that way. As with erasure, there may be legal or contractual obligations why we need to continue using information in particular ways.

 

We will endeavour to inform you about your rights and uphold them at all times. If you believe we have infringed upon your rights, we encourage you to contact our Data Protection Officer who will work with you to resolve the matter in a way that satisfies both you and the law. If for any reason you are unable to resolve the matter with us, you can escalate your concerns to the Information Commissioner’s Office, who is the UK’s independent authority responsible for upholding information rights in the public interest.

 

Information about website users

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We love cookies. And we think that you should too. Cookies are not just tasty snacks, but also very clever pieces of code that help us provide a better experience to you on our website. Cookies allow us to improve our website.

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There are four broad types of cookies, these include:

 

• Necessary cookies help make our website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. These are set automatically. They contain no information about you as an individual.

• Statistics cookies are used to track visitors on our website. They allow for reports to be generated on user behaviour, on what pages are accessed, interaction with the site and session duration, as well as general demographic data that is not personally identifiable. These are only set if you choose to ‘accept’ cookies to be set on your device.

• Marketing cookies are used to track visitors across different websites. To measure the effectiveness of our advertising. And, to display ads that are more relevant and engaging for you as a user on third party websites. These are only set if you choose to ‘accept’ cookies to be set on your device.

• Preference cookies help store a user’s preferences after leaving a website. This is to help provide a better experience when they return, such as their language preferences. These are only set if you choose to ‘accept’ cookies to be set on your device.

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You can learn more about cookies by visiting www.allaboutcookies.org.

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When you visit our website for the first time, we will ask your permission to collect basic information about your visit through cookies. You have the choice to set your preferences, either to ‘accept’ the use of cookies or to ‘decline’ them. If you choose not to accept cookies on our website, no cookies will be set on your device, except for strictly ‘necessary’ session cookies that are required for the functioning of our website. If you choose to accept cookies, your internet browser will start setting cookies automatically as you travel around our website. The information we collect through cookies will include details about how often you visit our website; where you came from before visiting the website; which pages you looked at during your visit; plus, any details the website needs to remember about you individually, such as when you tell the website to remember your login details, or when you tell a notification to stop appearing.

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As well as our own website cookies, we also use Analytics to allow us to track how popular our website is and record visitor trends over time. We analyse this data to help us improve the way that our website works and provide you with a better experience. Analytics uses a cookie to help track which pages are accessed. This information will only be shared with Google if you choose to accept cookies on our website.

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Some of the pages on our website may have embedded features from third-party services, such as Facebook or YouTube. These services may collect their own cookies. For information about how these other third parties use their cookies, and how you can disable them if you wish, please refer to their own Privacy Notices, available on their websites.

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We collect information from your cookies on the basis of consent. You can withdraw your consent at any time by updating your cookie preferences on our website. Your cookies will only last 30 days from the date you last visited our website, so we may need to ask for your consent again if you visit after this timeframe.

 

International Data Transfers

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In accordance with the UK Data Protection Act 2018, neither The Pudleston Estate nor any of our partners transfer personal data outside of the UK/EEA region without the necessary adequacy decision in place for the protection of your information.

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Where there is no adequacy decision from the UK in respect of a country we intend to transfer data to, we will put in place appropriate measures to ensure that your personal information is treated by in a way that is consistent with, and which respects, UK laws on data protection. If you require further information, you can request it from us.

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Changes to this notice

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From time to time, we may need to change this notice in response to different ways of working, or new regulations. The version number and revision date at the bottom of this notice will tell you when it was last reviewed. As a matter of course, we will review the notice once per year.

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We will notify you if there are any substantial changes to this notice that could affect your information rights.

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Version 1.0

Last updated 17/5/2024