Introduction
Wye View Limited (“We”) are committed to protecting and respecting your privacy.
This policy (together with our cookie policy https://wyeview.com/about-us/cookie-policy) 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.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
1. Definitions
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
Wye View Limited is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: Wye View, Cilgwrgan Fach, Llangurig, LLANIDLOES, SY18 6RX or email cottages@wyeview.com. For all data matters contact Adrian Ince on 01686 440205.
3. The purposes of processing your personal data
We use your personal data for the following purposes:
- Communicating with you. This may include responding to emails or calls from you.
- Confirming, amending, cancelling and managing bookings.
- Requesting payment and, if required, providing a receipt for your payment.
- Providing information and news to subscribers.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Name;
- Address;
- Email address;
- Telephone number;
- Business name and job title (if you contact us on behalf of a business);
- Payment information (but not your account numbers or card details).
In addition, for guests who are not resident in the UK:
- Number and place of issue of passport, certificate of registration or other document establishing your identity and nationality;
- Next destination and, if known, full address there.
You may give us information about you by filling in forms on our site wyeview.com (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you subscribe to our newsletter, make a booking enquiry, make a booking, make a booking through one of our booking partners, when you review us, and when you report a problem with our site.
5. What is our legal basis for processing your personal data?
Our lawful basis for processing your general personal data:
- Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract.
- Processing necessary for compliance with The Immigration (Hotel Records) Order 1972.
- Processing necessary for the purposes of the legitimate interests of the data controller (business accounting and our business marketing and analysis), except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject.
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential.
- We will not sell or rent your personal data to third parties.
- We will not share your personal data with third parties for marketing purposes.
- Your personal data will be shared only with our third party service providers for the purposes of completing tasks and providing services to you on our behalf (for example to process your payment). However, when we use third party service providers, we disclose only the personal data that is necessary to deliver the service.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data:
- Communication and booking records; three years.
- Invoice records; six years or as required by law.
- Personal data necessary for compliance with The Immigration (Hotel Records) Order 1972; twelve months.
- Newsletter subscriptions; until you cancel your newsletter subscription.
8. Providing us with your personal data
You are under no statutory or contractual requirement or obligation to provide us with your personal data. But failure to do so will have the following consequences, depending on the information withheld:
- We may be unable to respond to your enquiry.
- We may be unable to book and provide holiday accommodation for you.
- We may not be able to communicate any information which may be of interest to you regarding special promotions or marketing information.
9. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
10. Transfer of Data Abroad
We do not transfer personal data outside the EEA.
11. Automated Decision Making
We do not use any form of automated decision making in our business.
12. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
13. Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
14. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact Adrian Ince on 01686 440205.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.