all you need to know about our privacy policy
Privacy notice
This privacy notice provides information about how A38 woodlands uses the personal data we collect when you make an enquiry or reservation for accommodation at A38 woodlands as well as during and after the delivery of any contracted services.
1. Data Protection Law
The EU General Data Protection Regulation 2016/679 (GDPR) and the Data Protection Act 2018 (which supplements the GDPR) came into force on 25 May 2018. We refer to these as "data protection law".
2. Key Definitions
On this page and the pages which it links to, we have used some words and phrases, and these are explained below.
"Personal data" means any information which relates to a living, identifiable person. It can include names, addresses, telephone numbers, email addresses etc but it is wider than that and includes any other information relating to that person or a combination of information which, if put together, means that the person can be identified.
"Special Requirements data" includes disability and or dietary requirements.
"Processing" covers all activities relating to the use of personal data by an organisation from its collection through to its storage and disposal and everything in between.
"Data subject" means the person whose personal data is being processed.
"Data controller" means the organisation which is responsible for processing data and ensuring that personal data is processed in accordance with data protection law.
3. Privacy notices
Personal data must be processed in accordance with specific principles set out in Data Protection Law. These include the principle that personal data should be processed 'lawfully, fairly and in a transparent manner'. In order to comply with this principle A38 Woodlands will advise you on how it will process your information at the time we collect it. This information is normally set out in a "privacy notice" which we publish on our website.
4. A38 woodlands as data controller. A38 Woodlands is the data controller for any personal information that we process in relation to you.
Occasionally, A38 Woodlands may be a joint data controller with other organisations, or we may be processing data about you on behalf of another organisation, but when this is the case, we will make you aware of this when the information is collected.
5. What personal data will be processed?
Any personal details provided to us at the point of enquiry or reservation are stored in our systems, along with any subsequent relevant data provided to us at a later stage during the reservation process or during your stay.
Information is gathered through our web-based reservation forms, during telephone or face to face communications with us, and by email or post.
Personal data collected includes: your name, home address, business address (if booking on behalf on an organisation), a contact telephone number (landline and mobile where possible), email address or any other personal information that you disclose to us at the point of your enquiry, reservation or during your stay.
6. What is the purpose of the processing?
A38 woodlands will process your personal data for a range of purposes. These include the following:
1. to deliver services and facilities to you.
2. to administer any billing information.
3. to support your medical, safety, wellbeing and welfare requirements.
4. to communicate with you by post, phone, email or other electronic media, in order to provide you with relevant information and updates relating to your booking.
5. to enable us to contact others in the event of an emergency (we will assume that you have checked with individuals before you supply their contact details to us).
6. to fulfil and monitor our responsibilities under equalities, immigration and public safety legislation.
7. to manage the A38 woodlands business.
In the normal course, we will only collect Special Categories of Personal Data about you (this includes details about your or information about your dietary and health needs and disabilities ("Special Requirements Data") to the extent that it is volunteered by you or on your behalf and is needed to cater to your requirements during your stay with us or other use of our facilities or services. We may also, however, need to process such information in the event of an accident or a medical or other emergency during your stay or your other use of our facilities.
7. What is the legal basis of the processing?
If we require your consent for any use of your specific data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this consent at any time. In other cases, we consider the processing of your personal data for these purposes to be necessary for:
1. the performance of our contractual obligations with you (e.g. to manage accommodation whilst visiting A38 woodlands)
2. compliance with a legal obligation.
3. the pursuit of legitimate interests of A38 woodlands.
We usually process your special category data with your explicit consent. In other words, we do so because we consider it necessary:
- Very occasionally, for the establishment, exercise or defence of legal claims
8. Who will my personal data be shared with?
Your personal data may be shared, on a considered and confidential basis, with a range of external organisations as necessary for the purposes set out above and as permitted or required by law, including the following:
1. occasionally and when necessary for police and other law enforcement agencies, for the prevention or detection of crime.
2. occasionally and when necessary internal and external auditors and regulators.
Except as we have explained above, we will not normally publish or disclose any personal data about you to other external enquirers or organisations unless you have asked us to do or have consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).
9. How long is my personal data kept?
Personal data relating to an accommodation or event booking with us will be kept on our systems for seven years after the stay is completed.
Personal data collected as part of a customer enquiry which did not result in a booking will be stored on our systems for a shorter period of time, as permitted by law.
We do this to ensure we can respond to any queries you or any third parties raise regarding accommodation bookings held with us.
10. How we protect your personal data
A38 woodlands handles information about individuals. It is important that they have trust and confidence that A38 woodlands will protect their privacy, and we take great care to ensure that personal data is handled, stored and disposed of confidentially and securely. Our staff receive regular data protection training, and we have put in place organisational and technical measure to ensure that personal data is processed in accordance with the 6 data protection principles set out in Data Protection Law.
Your personal data is collected, stored and transmitted securely in a variety of paper and electronic formats. Only relevant staff that require access to your personal data will be strictly limited to the purpose and legal basis outlined below.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
11. Your rights as a data subject
As a data subject, you have the following rights in relation to your personal data with is processed by A38 woodlands:
1. to access the personal information A38 Woodlands holds about you. This is known as a Subject Access Request. More information about making Subject Access Requests and exercising your rights is available below;
2. to correct inaccuracies or, where appropriate and taking into account the purpose for which we process your data, the right to have incomplete data completed;
3. to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest (e.g. when A38 woodlands needs to retain a historical archive). We may also need to retain some financial records for statutory purposes;
4. to object to the processing of your personal data when that processing is based on specific criteria such as the public interest or other legitimate interests, unless we have compelling lawful grounds to continue;
5. to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period;
6. to ask for the transfer of your data electronically to a third party;
7. where the legal basis for us processing your personal data is your consent, to withdraw that consent at any time.
12. Exercising your rights, queries and complaints
If:
- you would like more information on your rights;
- you would like to exercise any right;
- you have any queries relating to A38 woodlands processing of your personal data; or
- you wish to complain;
please contact the A38 woodlands stating "Data Protection":
A38 woodlands
300 Burton Road, DE23 6AD
Email: info @ a38woodlands.com
Telephone: 01332 29 36 58
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to enable us to deal with your request or to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or we have received a number of requests. In this case, we will notify you and keep you updated.
13. Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
14. Are changes made to this webpage?
This version was last updated on 24th May 2018. It is reviewed when necessary and at least annually. Any changes will be published here.
This privacy notice provides information about how A38 woodlands uses the personal data we collect when you make an enquiry or reservation for accommodation at A38 woodlands as well as during and after the delivery of any contracted services.
1. Data Protection Law
The EU General Data Protection Regulation 2016/679 (GDPR) and the Data Protection Act 2018 (which supplements the GDPR) came into force on 25 May 2018. We refer to these as "data protection law".
2. Key Definitions
On this page and the pages which it links to, we have used some words and phrases, and these are explained below.
"Personal data" means any information which relates to a living, identifiable person. It can include names, addresses, telephone numbers, email addresses etc but it is wider than that and includes any other information relating to that person or a combination of information which, if put together, means that the person can be identified.
"Special Requirements data" includes disability and or dietary requirements.
"Processing" covers all activities relating to the use of personal data by an organisation from its collection through to its storage and disposal and everything in between.
"Data subject" means the person whose personal data is being processed.
"Data controller" means the organisation which is responsible for processing data and ensuring that personal data is processed in accordance with data protection law.
3. Privacy notices
Personal data must be processed in accordance with specific principles set out in Data Protection Law. These include the principle that personal data should be processed 'lawfully, fairly and in a transparent manner'. In order to comply with this principle A38 Woodlands will advise you on how it will process your information at the time we collect it. This information is normally set out in a "privacy notice" which we publish on our website.
4. A38 woodlands as data controller. A38 Woodlands is the data controller for any personal information that we process in relation to you.
Occasionally, A38 Woodlands may be a joint data controller with other organisations, or we may be processing data about you on behalf of another organisation, but when this is the case, we will make you aware of this when the information is collected.
5. What personal data will be processed?
Any personal details provided to us at the point of enquiry or reservation are stored in our systems, along with any subsequent relevant data provided to us at a later stage during the reservation process or during your stay.
Information is gathered through our web-based reservation forms, during telephone or face to face communications with us, and by email or post.
Personal data collected includes: your name, home address, business address (if booking on behalf on an organisation), a contact telephone number (landline and mobile where possible), email address or any other personal information that you disclose to us at the point of your enquiry, reservation or during your stay.
6. What is the purpose of the processing?
A38 woodlands will process your personal data for a range of purposes. These include the following:
1. to deliver services and facilities to you.
2. to administer any billing information.
3. to support your medical, safety, wellbeing and welfare requirements.
4. to communicate with you by post, phone, email or other electronic media, in order to provide you with relevant information and updates relating to your booking.
5. to enable us to contact others in the event of an emergency (we will assume that you have checked with individuals before you supply their contact details to us).
6. to fulfil and monitor our responsibilities under equalities, immigration and public safety legislation.
7. to manage the A38 woodlands business.
In the normal course, we will only collect Special Categories of Personal Data about you (this includes details about your or information about your dietary and health needs and disabilities ("Special Requirements Data") to the extent that it is volunteered by you or on your behalf and is needed to cater to your requirements during your stay with us or other use of our facilities or services. We may also, however, need to process such information in the event of an accident or a medical or other emergency during your stay or your other use of our facilities.
7. What is the legal basis of the processing?
If we require your consent for any use of your specific data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this consent at any time. In other cases, we consider the processing of your personal data for these purposes to be necessary for:
1. the performance of our contractual obligations with you (e.g. to manage accommodation whilst visiting A38 woodlands)
2. compliance with a legal obligation.
3. the pursuit of legitimate interests of A38 woodlands.
We usually process your special category data with your explicit consent. In other words, we do so because we consider it necessary:
- Very occasionally, for the establishment, exercise or defence of legal claims
8. Who will my personal data be shared with?
Your personal data may be shared, on a considered and confidential basis, with a range of external organisations as necessary for the purposes set out above and as permitted or required by law, including the following:
1. occasionally and when necessary for police and other law enforcement agencies, for the prevention or detection of crime.
2. occasionally and when necessary internal and external auditors and regulators.
Except as we have explained above, we will not normally publish or disclose any personal data about you to other external enquirers or organisations unless you have asked us to do or have consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).
9. How long is my personal data kept?
Personal data relating to an accommodation or event booking with us will be kept on our systems for seven years after the stay is completed.
Personal data collected as part of a customer enquiry which did not result in a booking will be stored on our systems for a shorter period of time, as permitted by law.
We do this to ensure we can respond to any queries you or any third parties raise regarding accommodation bookings held with us.
10. How we protect your personal data
A38 woodlands handles information about individuals. It is important that they have trust and confidence that A38 woodlands will protect their privacy, and we take great care to ensure that personal data is handled, stored and disposed of confidentially and securely. Our staff receive regular data protection training, and we have put in place organisational and technical measure to ensure that personal data is processed in accordance with the 6 data protection principles set out in Data Protection Law.
Your personal data is collected, stored and transmitted securely in a variety of paper and electronic formats. Only relevant staff that require access to your personal data will be strictly limited to the purpose and legal basis outlined below.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
11. Your rights as a data subject
As a data subject, you have the following rights in relation to your personal data with is processed by A38 woodlands:
1. to access the personal information A38 Woodlands holds about you. This is known as a Subject Access Request. More information about making Subject Access Requests and exercising your rights is available below;
2. to correct inaccuracies or, where appropriate and taking into account the purpose for which we process your data, the right to have incomplete data completed;
3. to have your personal data erased. This is a limited right which applies, among other circumstances, when the data is no longer required or the processing has no legal justification. There are also exceptions to this right, such as when the processing is required by law or in the public interest (e.g. when A38 woodlands needs to retain a historical archive). We may also need to retain some financial records for statutory purposes;
4. to object to the processing of your personal data when that processing is based on specific criteria such as the public interest or other legitimate interests, unless we have compelling lawful grounds to continue;
5. to restrict the processing of your personal data. This is a limited right which will apply in specific circumstances and for a limited period;
6. to ask for the transfer of your data electronically to a third party;
7. where the legal basis for us processing your personal data is your consent, to withdraw that consent at any time.
12. Exercising your rights, queries and complaints
If:
- you would like more information on your rights;
- you would like to exercise any right;
- you have any queries relating to A38 woodlands processing of your personal data; or
- you wish to complain;
please contact the A38 woodlands stating "Data Protection":
A38 woodlands
300 Burton Road, DE23 6AD
Email: info @ a38woodlands.com
Telephone: 01332 29 36 58
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to enable us to deal with your request or to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or we have received a number of requests. In this case, we will notify you and keep you updated.
13. Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
14. Are changes made to this webpage?
This version was last updated on 24th May 2018. It is reviewed when necessary and at least annually. Any changes will be published here.