Website Privacy Policy

1 Summary

Thank you for your interest – this website is operated by Kentisbury Grange.

The team at Kentisbury Grange are committed to safeguarding the privacy of our customers and to protecting any personal information that you give us.

We collect data from you in order to provide you with essential information about your bookings with us, or to improve your experience when using our website, contacting us and visiting with us.

This policy explains how we use customer information and how we protect your privacy. In brief, we take the following steps to keep your data safe:

  • We store any booking data in a secure manner for the statutory accounting period.
  • We only contact you for marketing purposes if you have actively consented to hearing from us for that purpose.
  • We do not sell or give your information to third parties.
  • We comply with all relevant data protection legislation and related applicable UK legislation. Currently this legislation is the EU General Data Protection Regulations, that have replaced the previous Data Protection Directive 95/46/EC.

2 Introduction

We would appreciate it if you could take the time to read this Website Privacy Policy, as it is important for you to understand how we collect and use your data when you use our website. “Personal information” is data that relates to you and can be used to identify you – this might be your name, email address, or other digital identifiers relating to you, such as cookies, IP addresses or logs.

This Privacy Policy applies where we are acting as a “data controller” with respect to the personal data of our customers – essentially, where we determine the purposes and means of the data being processed.

In this policy, “Kentisbury Grange”, “we”, “us” and “our” refer to Inspired Development Solutions Ltd t/a Kentisbury Grange Hotel and The Coach House by Michael Caines. For more information about us, see Section 11.

3 When do you collect personal information about me?

3.1 Overview

When you request, enquire about, or book a room, table, package or Gift Voucher with us we need to collect personal information about you in order to process your booking. This information may include, but is not limited to, details such as your name, contact information, address and your credit/debit card details. We may collect additional information in connection with your participation in any promotions or competitions offered by us and information you provide when giving us feedback.

This information is used to continually improve our services for your benefit.

3.2 We collect data from you in the following ways:

  1. When you use our website to make a room booking, table booking or enquiry
  2. When you subscribe to our mailing list
  3. When you purchase a Gift Voucher
  4. When you speak to a member of the Kentisbury Grange team either via email, social media or telephone
  5. When you enquire about a booking or request more information through social media

4 How do we use your personal information?

The general categories of personal data that we may process and the purposes for which we may process personal data.

4.1 Usage Data

We may process data about your use of our website and services – this is known as “usage data”. Usage data is obtained through Google Analytics and is used to identify trends on our website, popular pages and areas that we can make it easier to use for customers in order to improve its performance.

We do not capture identifiable information however your usage data may include your IP address, geographical location, browser information, operating system, referral source, pattern of use and website navigation paths.

4.2 Service Data

We may process personal data provided when you book with us or use our services – “service data”. This data may include the date and location of your previous stays or bookings at the hotel or restaurant. The source of the service data is yourself and our booking system, Siteminder. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases or communicating with you.

4.3 Enquiry Data

We may process information contained in any enquiry you submit regarding our services, including booking enquiries – “enquiry data”. The enquiry data may be processed for the purposes of communicating with you about services and products that are relevant to you.

4.4 Transaction Data

We may process information relating to transactions, including bookings that you make through Kentisbury Grange both online and offline – “transaction data. The transaction data may include your contact details and transaction details – we process it so that we can supply your room, table or Gift Vouchers and keep proper records of transactions. This data is stored in a secure manner and deleted after five years.

4.5 Newsletter/Notification Data

We may process information that you provide to us when you subscribe to our email notifications and/or newsletters – “notification data”. The notification data you provide may be processed for the purposes of sending you the relevant notifications and/or newsletters – but only if you’ve agreed for us to do so. You can unsubscribe from this type of communication at any time by clicking the link in the footer of any marketing email we send you, or emailing sarah@kentisburygrange.com.

4.6 Correspondence Data

We may process information contained in, or relating to, any communication that you send to us – “correspondence data”. The correspondence data may include the communication content and relevant information associated with it. Our website will generate this information using website contact forms – for example, if you enquire about an event or package. The correspondence data may be processed for the purposes of communicating with you and record-keeping.

4.7 Legal claims

We may process any of the personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

We may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4.8 Other

We may process any of the personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.

4.9 Data provision

Please do not supply any other person’s data to us unless we prompt you to do so.

5 Making a room or table reservation

5.1

In addition to our Website Terms and Conditions, separate Booking Terms and Conditions apply when you place a booking – either at Kentisbury Grange Hotel or The Coach House by Michael Caines restaurant.

For a copy of our Booking Terms and Conditions please click here.  You will be notified of the relevant terms and conditions at the time of booking.

In the event of any inconsistency between the Booking Terms and Conditions and the Website Terms and Conditions, the Booking Terms and Conditions prevail.

6 Providing your personal data to others

6.1

We do not sell or give your information to third parties. However, we may allow access to your information by third parties, such as our service providers, who act for us for the purposes set out in this policy.

6.2

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

6.3

We may disclose booking information to our suppliers or subcontractors insofar as reasonably necessary for the proper administration of bookings and the business.

6.4

Financial transactions relating to our website and services may be handled by our payment services providers, Barclays Bank Merchant Services. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at: https://www.barclays.co.uk/important-information/privacy-policy/

6.5

In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

7 Retaining and deleting personal data

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

7.1

Personal data that we process for any purpose shall not be kept for longer than is necessary.

7.2

Notwithstanding the other provisions of this Section 7, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. You may request that your data be removed from our systems, in accordance with your rights outlined in Section 9.

8 Amendments

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

We may also notify you of changes to this policy by email.

9 Your rights

9.1

We have summarised the rights that you have under EU General Data Protection Regulations. Some of the rights are complex, and with that in mind, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank, plus an original copy of a utility bill showing your current address).

9.2

We may withhold personal information that you request to the extent permitted by law.

9.3

You may instruct us at any time not to process your personal information for marketing purposes.

9.4

In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

10   What are Cookies?

10.1

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

10.2

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

10.3

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website.

10.4

In addition, our service providers use cookies and those cookies may be stored on your computer when you visit our website.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

10.5

We use Facebook Pixels to analyse use of our website after social media engagement. You can view the privacy policy of this service provider at https://www.facebook.com/privacy/explanation.

10.6

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e) https://support.apple.com/kb/PH21411 (Safari); and

(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

10.7

Blocking all cookies will have a negative impact upon the usability of many websites.

10.8 What cookies do we use?

We use cookies for the following purposes:

(a) authentication – we use cookies to identify you when you visit our website and as you navigate our website

(b) personalisation – we use cookies to store information about your preferences and to personalise the website for you

(c) analysis – we use cookies to help us to analyse the use and performance of our website and services

(d) cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally

11 Who we are

11.1

This website is owned and operated by Inspired Development Solutions Ltd t/a Kentisbury Grange.

We are registered in England and Wales under registration number 5358483.

Our principal place of business is at Kentisbury Grange, Kentisbury, Devon, EX31 4NL.

11.2

You can contact us:

(a) by post, to the postal address given above;

(b) using our website contact form;

(c) by telephone, on the contact number published on our website; or

(d) by email, using the email address published on our website

12 Data Protection Officer

12.1

Our Data Protection Officer’s contact details are: Beverley Elder, General Manager, Kentisbury Grange, Kentisbury, Devon, EX31 4NL

13 Disclaimer

13.1

Information on this site is posted in good faith and updated regularly, but Kentisbury Grange cannot guarantee its completeness and accuracy. We do not accept any liability to you or any third party for any error or omission on this site. We may change, update or delete the terms and conditions or any information on this site without prior notice.

Kentisbury Grange does not warrant that this site will be uninterrupted, error free or that any information or other material accessible from this site is free of viruses or other harmful components.

Kentisbury Grange is not liable for any direct or indirect loss resulting from your use of the information on this site, except we shall be liable for death and personal injury resulting from our negligence.

14 Intellectual Property

14.1

The Kentisbury Grange and The Coach House by Michael Caines name(s), logo(s) and all related product and service names, design marks and slogans are the trademarks or service marks of Kentisbury Grange. All other names, logos and all related product and service names, design marks and slogans used on this site are the trademarks or service marks of their owners. All rights are acknowledged.

14.2

The copyright in all room details, slides, photographs, images, menus, maps, travel information and other material on this site rests with Kentisbury Grange. Your access to the material and products or services available through this website does not give you a license to modify, display, license, transfer, sell, reproduce, distribute or otherwise use any material (including data), apart from making limited copies of your booking details for your personal use only.

You may link to the home page of this site, but may not:

  1. deep-link or use frames to limit the complete and full intended use of this site;
  2. bypass or circumvent any measures employed by Kentisbury Grange to limit such deep linking or use of frames;
  3. impose, in our opinion, an unreasonable or disproportionately large load on this website;
  4. use any robot, spider, scraper or other automated means or manual process to access, monitor or copy any material on this website; or
  5. you may not use in any way these rights or other intellectual property rights in material relating to this website without the prior written consent of Kentisbury Grange.

15 Your responsibility

15.1

You must keep secure any means of identification which Kentisbury Grange supplies to you in order to use any services on this site – including your reservation number. You must supply accurate and not misleading information when using any services on this site.

15.2

You confirm to Kentisbury Grange that you are at least 18 years of age and possess the legal authority to enter into this agreement and to use this website in accordance with all the terms and conditions contained within.

 

Last Updated: 3rd May 2018