Privacy & Cookies
What we collect and how
Personal data is information that can be used to identify you We only collect what we consider necessary and this includes the following:
• Contact information
• Other information relevant to customer surveys and/or offers
We will collect personal information directly from you when you make an enquiry or booking with us, engage with our website, write, email or talk to us on the phone or in person, or sign up for our newsletter.
We may collect personal data indirectly from you when you make a booking or enquiry via a third-party booking platform e.g. Canopy & Stars.
What we do with the information we gather
As a data controller, Swallowtail Hill takes its responsibilities under the GDPR very seriously. Our lawful bases for processing your data are as follows:
Performance of a contract – When necessary we will collect contact information as well as your bank details to process payments and record financial transactions. We may also send you service communications, for example to confirm a reservation.
Legitimate interest – We use legitimate interest to process your data for the purposes of improving our products, services and website in order to run our organisation effectively and efficiently. We have carefully balanced your interests against ours when deciding where this is appropriate. Our legitimate interests and the purposes for processing are as follows:
Record Keeping – processing your payment, keeping a record of your stay with us, managing feedback
Marketing by post or phone – providing you with updates and offers from Swallowtail Hill or inviting you to participate in surveys or research
Photography in social media – we may repost Facebook, Instagram, TikTok, Pinterest or Twitter photos for marketing purposes.
Targeted digital or social media marketing – We may use the information to customise the website according to your interests – this might include secure provision of contact details to digital advertising networks or to social media companies. This could mean your information allows us to show online ads to you and to others like you. Any information we share will be securely encrypted and you can ask us not to share your information in this way by getting in touch. If you want to manage the advertising you see through social media sites you can find out how here: Facebook Twitter Instagram TikTok
Consent – We will ask for specific consent to periodically send you special offers or other information which we think you may find interesting using the email address which you have provided.
Storing your information
We are committed to ensuring that your information is secure. T
o prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
No-one is allowed access to our system or files unless they need this in order to provide a service to you or for one of the other purposes discussed in this notice We provide appropriate training to all those with access to personal data.
We will only keep your information for as long as needed to ensure that we can effectively carry out your wishes, for example respond to your enquiry, process your booking and make sure that we’re only sending you communications that are relevant to you and in line with your preferences. We know that many of our visitors return to us and it is important as part of our customer care that we recognise them. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time. You can request for us to delete this information at any time and we will do so immediately.
We do not store your credit or debit card details at all. If you make a booking via our website, our third party payment provider – Holiday Rent Payment – encrypts your payment details and only retains them until the completion of your payment. All card details and validation codes are securely destroyed once the payment or donation has been processed. If you make a booking over the phone direct with us, only those staff authorised to process payments will be able to see your card details and once the payment has been made your card details and validation codes are securely destroyed.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies 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. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Information sharing and disclosure
We will not, without your consent, supply any of your personal data to any third party except for the following reasons: the secure provision of contact details to digital advertising networks or to social media companies for the purposes of our marketing.
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 we will not 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.
Under the UK GDPR You have the right to:
• Request a copy of the information we hold about you
• Update or amend the information we hold about you if it is wrong
• Change your communication preferences at any time including withdrawing consent to be sent to marketing
• Ask us to remove your personal information from our records
• Object to the processing of your information for marketing purposes
• Raise a concern or complaint about the way in which your information is being used
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