3. Guest Registration
We are required by law to collect information about our guests on arrival. We ask you to make an entry on a Guest Registration Form.
For British & EU passport holders, we ask for your Date of Arrival, your Name and Signature.
For non-EU passport-holders, we ask for your Date of Arrival, your Name and Signature, your Passport Number and your Next Destination.
In each case, we also ask for your car registration number; this is simply so that we can identify which car in the car park belongs to whom.
We keep Guest Registration Forms securely in our private office. We are legally required to keep these forms for one year, and to show them to a police officer if requested to do so. We shred these forms annually.
4. How we store and use the information we collect about you.
When you book online, your data is received and stored by our online booking service provider, Queensborough Group, who act as data processor in this regard. They in turn use two sub-processors in connection with the operation of our online booking system, HotelHost Company and Rackspace.
The Qbook online booking tool sends an automated email to confirm that your booking has been received.
We access your personal information via password-protected login to QBook, and your credit card details via a second password-protected login within the system. We then process your deposit payment manually via a card terminal. We use your home address as part of the card payment validation process.
When you book with us by phone, we input your personal information into the QBook booking system manually.
We also use a system integrated within our website database to send you a further confirmation and ‘welcome’ email, which contains important items of information about your stay. In order to achieve this, your name(s) and email address is also stored securely within our website’s database.
After your stay, we will send you an email via our website database, inviting you to submit feedback information about your stay.
Emails sent from our website database in connection with your booking will offer you opportunities to stay in touch with us (if you have not already given consent for us to do so) by receiving an occasional newsletter, and via various social media channels. We will never send you newsletters unless you specifically consent, by subscribing to our newsletters.
Every newsletter we send to your email address includes a link to Unsubscribe. You can also unsubscribe at any time by contacting us (see Section 6 below) and asking to be removed from the newsletter mailing list.
Booking-related emails and Newsletters sent from our website database track usage data from those emails, which enable us to know whether you have opened the email, and clicked on any links.
Our website database is hosted by Rochen in a UK datacenter, with backups stored in Ireland.
We will use your telephone number(s) to contact you only when it is impractical, or we have been unable, to contact you by email.
We may process any of your personal data where necessary for compliance with any legal obligation.
5. Providing your personal data to others
Financial transactions relating to your booking are handled by our payment services providers. We will share your data with our payment services providers only in order to process or refund your payments, or to deal with any queries.
We may disclose your personal information in order to comply with a legal obligation on our part.
We may disclose your personal data to our insurers and/or professional advisers for the establishment, exercise or defence of legal or out-of-court proceedings.
6. Your Right to Access information we hold and process
You have several principal rights under data protection law (to access; to rectification; to erasure; to restrict processing; to object to processing; to data portability; to complain; to withdraw consent). In the first instance, if you would like a copy of the personal information we hold about you, or wish to discuss any aspect of the way we use it, please contact us:
By post, to St Cuthbert’s House, 192 Main St, Seahouses, Northumberland NE68 7UB;
By telephone, 01665 720456;
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You can set your browser so as to not accept cookies. A useful reference source and guide can be found here: www.aboutcookies.org
You can also obtain up-to-date information about blocking and deleting cookies in various browsers via these (third-party) links:
https://support.apple.com/kb/PH21411 (Safari); and