This policy (together with any other documents we refer to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
We are Polrunny Farm Holiday Cottages. You can contact us via our website at www.polrunnyfarm.com. We are the controller of the information that we obtain from and about you. We understand and respect the importance of your privacy and we are committed to the fair and transparent processing and safeguarding of your personal information.
In providing our services to you, we must collect personal information from you and make subsequent use of it as detailed below.
Information we collect from you
We may collect and process the following data about you:
Information you give us - you may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide if you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site. The information you give us may include your name, address, e-mail address and phone number, date of birth, financial information (when you pay via phone); personal description; dietary requirements; medical conditions; allergies; and dependants’ personal information.
If and when we start collecting this information, we will publish a cookies policy.
Information we receive from other sources - we may receive information about you from third parties such as online travel agents or booking engines. When that data is collected from you, you should be informed by those third parties at that stage that it may be shared internally with us and combined with data collected from multiple sources.
We also work with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, and sometimes credit reference agencies) and may receive information about you from them.
How will we use the information that you give us?
We use information held about you in the following ways:
Information you give to us - we will use this information to:
• fulfil the requirements of your booking;
• notify you about changes to our service;
• ensure that content from our site is presented in the most effective manner for you and for your device.
Where you have indicated to us that you are happy for us to do so, we may also use this information to:
• provide you with information about other services we offer that are similar to those that you have already enquired about or receive from us; and
• provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please leave the relevant box blank situated on the form on which we collect your data.
Information we collect about you - examples of how we will use this information includes (but is not limited) to;
• administer our services, and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• improve our site to ensure that content is presented in the most effective manner for you and for your device;
• allow you to participate in interactive features of our services, when you choose to do so;
• keep our services, site and premises safe and secure;
• measure or understand the effectiveness of our service.
Information we receive from other sources - we may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
Will my information be disclosed to third parties?
We will pass selected information to organisations who act as “data processors” on our behalf in order to provide you with our services. These functions include direct marketing, third party review services, administration, customer care, website hosting and the re-organisation/structuring/sale of our business.
These third parties will have agreed to confidentiality obligations and to use any personal information we share with them or which they collect on our behalf solely for the purposes of providing their service to us.
We may also need to use your personal information to comply with a relevant legal or regulatory obligation that we have, for instance Covid-19 test and trace guest recording.
We will never share information about you with third parties for their own marketing purposes without your express consent.
Where will my data be stored?
All information you provide to us is stored on our secure servers or on secure servers operated by a third party. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We’d like to stay in touch
We value your custom and we would like to use the lead name on your booking and the email address used to make the booking to contact you from time to time with information about special offers, loyalty discounts, new services and forthcoming events or competitions. Receiving this information will allow you access to priority booking prices and to receive special offers for services similar to those you have previously enjoyed.
When we collect your name, postal and email address as part of our booking or enquiry process, we will ask you for your permission to make use of those details for the purposes of staying in touch.
Generally speaking, we will not use your information to contact you for marketing purposes unless you have given us your specific consent to do so, but there may be limited occasions where we contact you even though you have not given that consent. That may be because you have contacted us in the past to make an enquiry or enter a competition and we need to use your personal information to contact you for our legitimate interest as a commercial organisation.
In such cases, after full consideration of all relevant facts, we have concluded that using your data for the purposes of communicating with you without specific consent is a legitimate purpose, our communication with you is necessary for that purpose and that your individual interests do not override our legitimate interest in using this information. However, if at any time you would like us to stop communicating with you, you can follow the link clearly displayed on the email to unsubscribe from our emails.
Where you have given us specific permission to contact you for these purposes, you can change your mind and ask us not to stay in touch at any time by contacting us or by clicking the 'unsubscribe' button on any marketing e-mail we send.
You have the right to ask us not to process your personal data for marketing purposes. We will ask for your permission before collecting your data if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. If you have given us permission to disclose information about you to a third party, you may revoke that permission at any time by contacting us.
You have the right (subject to certain restrictions) to request any of the following:
• Access – to access all the personal data we hold about you;
• Erasure – that we erase all personal data we hold about you, if that data is no longer being used for the purposes you have consented to or if you revoke your consent;
• Portability – to copy or transfer the personal data we hold about you to another party.
You may ask us in writing for a copy of the information we hold about you (for which we may charge a fee).
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
If you have a question about how your data has been handled
In the first instance, please talk to us directly so we can address any query.
You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.
Security and retention of information
We will take all necessary steps to make sure that the information we hold about you is kept secure at all times against unauthorised or unlawful loss or disclosure. We will retain it only for as long as it is needed for its original purpose or to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Any information no longer required will be deleted or disposed of confidentially and completely. We also have appropriate contractual obligations with our ‘data processors’ to ensure that they comply with the requirements of UK law. However, outside the European Economic Area, controls on data protection may not be as wide as the legal requirements in this country.