Privacy Policy and GDPR

This privacy policy sets out how Bespoke Cotswold Cottages uses and protects any information that you give when you use this website.

Bespoke Cotswold Cottages is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Bespoke Cotswold Cottages may change this policy from time to time by updating this page. You should check this page on a regular basis to ensure that you are happy with any changes that are implemented.

What information we collect

We may collect the following information:

  • Your name
  • Your contact information including your email address and/or telephone number
  • Demographic information such as postcode
  • Other information relevant to customer surveys, competitions and special offers

What we do with the information that we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • To contact you. For example, if you fill out our contact form we will attempt to reply.
  • Internal record keeping.
  • To provide you with services. For example, to send you a newsletter, if you have asked for them.
  • To improve our products and services.
  • To send out promotional emails about new products, special offers or other information using the email address which you have provided, if you provide consent.
  • To customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. However, please note that no data transmission over the Internet is completely secure. Therefore, we cannot guarantee or warrant the security of any information that you provide to us and you transmit such information to us at your own risk.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at info@bespokecotswoldcottages.co.uk address.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

Cookies

What is a cookie?

A cookie is a small text file that is stored on the web browser of your computer or mobile device by a website’s server. The information that is collected is unique to you and only the server that delivered the cookie will be able to retrieve or read its contents.

The benefits of cookies

Cookies are often used to enhance your experience on a website as they can remember information about your visit, such as your personal preferences. For example, cookies are used when you create an account with a website so that information about you can be remembered saving you time on your next visit.

How we use cookies

We use traffic log cookies (via Google Analytics) to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.

If you do not want to accept please navigate away from this website, if you choose to continue viewing the website cookies will still be activated. To learn more about how to disable cookies or opt out of their usage please visit www.aboutcookies.org.

Please be aware that disabling cookies may prevent you from taking full advantage of the website.

GDPR

Change In The Law

We have reviewed our data use and storage in our business based on our understanding of the changes in Data Protection law on GDPR applicable from May 2018. The statements below represent our findings as a result of that review.

What Data Do We Hold?

By Law we are required (by our Local Authority) to have the details of those who are booked to stay in our cottages. Therefore, we store information provided to us/required by us of those booking our cottages for self-catering on a Booking Acknowledgement form. This is compiled & sent to guests to confirm the details of their booking. The information on the Booking Acknowledgement Form includes the following:

  • Lead booking contact name
  • Contact telephone number(s)
  • Email address
  • Postal address
  • Details of the booking including the dates, any pets accompanying and the tariff payable

We also have guests’ email addresses/mobile numbers in our email/mobile message records.

We do not take card payments through our website so we do not store bank card details. The majority of our accommodation payments are paid directly into our bank account, through BACS, or Paypal.

Limited payment data is stored by the business’s Paypal card payments system within our Paypal account although this is only transaction data and no names and addresses and only partial card details are retained. Whilst the Paypal system does often supply a contact email/mobile number within the transaction to send a receipt, these details are not available to us once the transaction is complete.

How Do We Store The Data We Hold?

All accommodation Booking Acknowledgement Forms are kept on our private computer as part of our business records and the data on them is not processed or used for marketing purposes or any other purposes by ourselves or any third party.

How Do We Use The Data We Hold?

The data we hold is purely used to contact guests about their stay prior to their visit or after they have departed as a courtesy to say thank you for staying with us or in relation to security deposit, damages or items left behind.

We do not contact guests (past, present or future) with any information regarding any promotions. All promotional marketing of this nature is undertaken via our ‘Latest News’ on our website, on our Facebook page, Twitter, website, press releases, printed materials and advertising.

The Bespoke Cotswold Cottages Facebook page is used to update those who have indicated they wish to be ‘friends’ of the business. This is subject to the normal security protocols of Facebook, contains no personal information and people can ‘unfriend’ at any point.

What Will We Do If You Wish To Change Your Data Record Or Have It Removed?

We do not proactively use data held to contact guests (past, present or future) so in the case where guests’ contact details have changed then following an inbound communication from them in relation to a new booking, the new contact details would be used in relation to that booking.

In terms of access, we have stated here what data we hold on guests, why we hold it and what it is used for.

In terms of personal data removal, should guests wish us to remove their personal data held then the following would happen. We would delete all emails/mobile messages in our records relating to their email address/mobile number and strip their postal address, email address and phone numbers from the Booking Acknowledgement Form stored on our computer.

In terms of any messages/communications/reviews etc left by guests on Google, TripAdvisor, Facebook or any other third party platform then we would expect guests to manage and remove those as they saw fit, although we do feature some on our website and if we were asked to remove these then we would.

We would undertake this within a month of receiving the request (to allow for delay if we are on holiday) and we would then confirm the removal of data (and then destroy that communication).

Data Security

As our business is small and there are only a few people who have access to the data we hold, our assessment of the risk of a breach is that it is highly remote. We do not anticipate any security breaches.

Conclusion

We do not believe that the way we store and use the data we hold provides a security risk or falls within the scope of the changed data protection legislation in GDPR from May 2018.