Sea Retreat Privacy Notice for Sea Retreat Holiday Cottages

Booking Terms and Conditions

Sea Retreat Holiday Cottages is a small family run business started in 2002 as a result of the family's love of Cornwall and the rugged South West Peninsular. We are custodians of two cottages which we have lovingly and carefully renovated over the years.

We value our customer data and will only ask for, and retain, data which is relevant to the customer services that we can offer you. We are not in the business of selling or trading mailing lists with other companies or third parties for marketing purposes.

This Privacy Notice applies to our website www.sea-retreat.com and gives detailed information of when and why we collect your personal information, how it is used and stored, and the limited conditions under which we may disclose it others.

This website is designed to comply with the following acts: UK Data Protection Act 1998, The Data Protection Bill 2017-19, EU Data Protection Directive 1995 (DPD) and the General Data Protection Regulation 2018 (GDPR).

We are not currently registered with the Information Commissioner's Office as we do not have to be, but it is something that we will check regularly.

Our privacy policy principles:

We will never spam you with irrelevant emails
You may opt out or into our email communications at any time
You have the right to ask us to remove any information we may hold on you
We will never sell, rent, make public or distribute your personal information
Data is a liability and therefore should only be collected and processed when absolutely necessary

Types of data that we collect:

Contact forms

We collect the following information about you when you complete the 'contact us' form on our website:
Your name
Email address
Telephone number
Other information you supply relevant to your enquiry

At present this information is stored on our website content management system and sent to XX. From here, your data may be added to XX (mailing list?). You may be asked to provide personal data whilst you are in contact with us. Personal data is information that can be used to identify or contact you. You do not have to provide the personal data that we request, however, if you choose not to, we may not be able to provide you with the services that you have requested.

Website cookies

Our websites use cookies to collect information.  This includes information about browsing and purchasing behaviour by people who access our websites.  This includes information about pages viewed, products purchased and the customer journey around our website to personalise your repeat visits to the site.

Google analytics

When someone visits www.sea-retreat.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Mailing lists

As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about information you've asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you're happy and satisfied. We don't trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information please see MailChimp's privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us with the subject header 'data protection'.

Renting a property or using services through Sea Retreat Holiday Cottages

When you rent a property through Sea Retreat Holiday Cottages or through a third party, your name, address data, email and contact number will be stored in our IT systems.

Please be assured that we do not share your personal or personally identifiable details with any other company without your consent.

No data is processed outside of the EU or EEA.

Transaction data

This is information relating to transactions, including renting our properties, that you enter into with us and/or through our website. The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of fulfilling the holiday booking and keeping proper records of those transactions.

Disclosure of your information to Third Parties

You agree that we may disclose your information (including personal data) to the following categories of third parties:

Any suppliers and sub-contractors (which may include housekeepers) for the performance of any contract we enter into with them or you;
Analytics and search engine providers that assist us in the improvement and optimisation of our site; and
Data storage providers, in connection with cloud storage and file hosting services.

Storage

The personal information given to us is stored on our secure internal IT systems and only accessible by authorised staff members.

Legal basis for processing your information

We will always access your personal information on a lawful basis and in particular on the grounds set out below:

Performance of a contract

If you book a property through us, we will use the details that you give us to provide that service for you through a contract. This information is likely to include your name, contact details, payment details, email address and telephone number and any additional information we may need to help meet your specific requirements.

If you do not provide the information set out in this paragraph, then we may not be able to provide the service to you.

Legitimate Interest

We may use your name or contact details to tell you about our services which we think may be of interest to you. You can ask us to stop doing so at any time.

We may use some of your personal information for statistical purposes when we evaluate our range of services.

We may also share your contact details with our third-party review administrator(s) who may contact you to ask for your comments that have been provided.

The above is done on the basis that it is in the legitimate interest of our company.

Consent

We may ask your consent to share your name and contact details with selected third-party companies so that they can tell you about their products and services. You can withdraw your consent at any time.

Legal obligation

We may also disclose your personal information, without your permission, to the extent that we are required to do so by law or regulation.

Data minimisation

We will only collect the minimum amount of data. It will be kept only for as long as is necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. In determining data retention periods, we take into consideration our legal and contractual obligations and the requirements of our customers. When personal data is no longer needed, we will securely delete or destroy it.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Right to Access
You are entitled to access, view, amend, or delete the personal information that we hold about you. We will provide you with a copy of your personal data held by us free of charge (providing your request is not excessive or for multiple copies, in which case we may charge a reasonable fee to cover our costs) and certain information about the processing of your personal data and the source of such data (if not directly collected from you by us). You also have the right to request that your personal data is transferred to a third party. Email your request to us titled 'Data protection information request' to enquiries@sea-retreat.com We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.

Telephone calls

Telephone calls may be recorded for training and quality purposes and may also be used for fact verification if needed e.g. for trip advisor or other referencing sites.

Changes to this privacy notice

This privacy notice has been updated with the change to the General Data Protection Regulation, in May 2018. It will be reviewed and updated as necessary with regard to changes in legislation or case law and to ensure it remains fit for purpose.