Privacy Statement
GDPR PRIVACY NOTICE CUSTOMER
Introduction
This privacy notice covers all businesses owned by Webb Hotel Group, which comprises:
Moor Hall Hotel and Spa, Sutton Coldfield
The George Hotel, Lichfield
The Cathedral Hotel, Lichfield
The Gables Hotel, Falfield
Webb Hotel Group
Your privacy is important to us and the Company is committed to being transparent about how it handles your personal information, to protecting the privacy and security of your personal information and to meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018.
The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information.
“Personal information” includes any of your information collected, logged or recorded by us in a way which allows us to identify you directly or indirectly.
The Company’s representative who oversees compliance with this privacy notice is Angela Burns, Chief Executive. If you have any questions about the information contained in this notice, please contact Angela Burns, [email protected], 0121 308 3751.
Acceptance of Policy
Please read this notice before providing us with any personal information. By being a customer of Webb Hotel Group or by using our website you signify acceptance of this notice.
Data Protection Principles
Under the GDPR, there are six data protection principles that the Company must comply with. These provide that the personal information we hold about you must be:
1. Processed lawfully, fairly and in a transparent manner.
2. Collected only for legitimate purposes and not further processed in a way that is incompatible with those purposes.
3. Adequate, relevant and limited to what is necessary in relation to those purposes.
4. Accurate and, where necessary, kept up to date.
5. Kept in a form which permits your identification for no longer than is necessary for those purposes.
6. Processed in a way that ensures appropriate security of the data.
The Company is responsible for, and must be able to demonstrate compliance with these principles.
What types of Personal Information do we collect about you?
We may need to collect information about you and/or the guests on your booking. This information may include:
• Contact Details: name, postal and email address and telephone number
• Personal Information: date of birth and the names of the rest of your party
• Payment Information: credit card/debit card details for transaction and reservation purposes
• Booking Details: room preferences, class bookings, spa treatments
• Health Information: if necessary to use the spa facilities
• Communications: questions, comments, emails and feedback before, during or after a stay or visit to us
• Technical Information: IP address or cookie information
• Security Information: car registration details and property surveillance via CCTV
We will never deliberately collect any “special categories” of personal information such as racial, religious, sexual or political alignment.
How do we collect your Personal Information?
The Company may collect personal information about you during interactions as follows:
• Telephones calls recorded for training and monitoring purposes
• CCTV in public and parking areas of the business
• On arrival in the car park
• When making a reservation
• At check in or check out
• When visiting the bar, restaurant, leisure club or spa
• Making payments
• Making or sending a request or complaint
• Completing online payment links
The information you provide is necessary to us to carry out your reservation.
We may also collect personal information about you online in a number of ways, but is not limited to:
• Completing any online enquiries, surveys or competitions
• Subscribing to our email newsletter
• Through a third party i.e. a reservation system or travel agent
• When connecting to our website i.e. IP address or cookies
The Company will on occasion ask for permission to use your data (opt-in). This may be at any time in your dealings with our Company.
We may collect non-personal identification information about customers and prospective customers whenever they interact with our website, please see Our Cookies Policy - Moor Hall Hotel & Spa Sutton Coldfield.
Why and how do we use your Personal Information?
We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your information in one or more of the following circumstances:
• Managing your reservation, requests and/or feedback
• Monitoring use of our facilities
• Managing bookings across the hotel
• Sending you marketing communications (e.g. email newsletters) if you have opted in
• Managing financial and payment records
• Improving our services, understand our customers and support marketing activities
• Processing payments and guarantee bookings
• Improving website navigation and prevent fraud
• Where we need to comply with a legal obligation
• Where it is necessary for our legitimate interests (or those of a third party)
Please note that we may process your personal information without your consent where this is required or permitted by law.
Your personal information may be stored in different places, including but not limited to, our internal electronic systems (eg reservation systems or accounts), on paperwork (eg an event sheet or registration card) and on other IT systems, such as the e-mail system. We may use your email address to send information and updates about your booking or to respond to a question, enquiry or general request.
If you decide to opt-in to our mailing list you will receive emails that may include promotions, related product or service information etc. If at any time you would like to unsubscribe you may do so. When unsubscribing from our mailing list, this does not erase your personal information but means that you will no longer receive marketing related emails from us.
Who has access to your Personal Information?
Your personal information may be shared internally within the Company for the purposes of administering your account, delivering your function or reservation or to improve the Company’s products or services.
Generally the Company will not share your personal information with third parties unless there is a legitimate interest. We do not sell, trade or rent customers and prospective customer’s information to others. We use third party service providers to help us operate our business and to administer activities on our behalf, such as sending out emails. We may share your information with these third parties for those limited purposes only, where it is necessary, to enter into a contract with you or where we need to comply with a legal obligation, or where it is necessary for our legitimate interests (or those of a third party).
We may share your data with Best Western (GB and International), usually only bedroom accommodation users. For further details on how your data is used and stored by Best Western Hotels, please see Privacy Policy | Use of Personal Information on our Website | Best Western.
We may also need to share your personal information with a regulator or to otherwise comply with the law.
How does the Company Protect your Personal Information?
The Company has internal policies, procedures and controls in place to try and prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, workers, agents, contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities.
The Company has in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and you of a suspected breach where we are legally required to do so.
For how long does the Company keep your Personal Information?
The Company will retain your personal information for as long as we need it. The exact time period is not defined as it depends on what we are using the information for. We will also hold on to your information if reasonably necessary or required for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements, resolve disputes, prevent fraud and abuse or enforce our terms and conditions.
Personal information which is no longer to be retained by us will be securely and effectively destroyed or permanently erased from our IT systems.
Your Rights in Connection with your Personal Information
As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:
• Access: request a copy of your personal information
• Rectification: correct inaccurate or incomplete data
• Erasure (right to be forgotten): request deletion of your data in certain circumstances
• Restriction of Processing: limit how we use your personal information
• Object: to the processing of your personal information
• Data Portability: receive your data in a portable format
• Withdrawal of Consent: at any time (if processing is based on consent)
If you wish to exercise any of these rights, please contact our data compliance manager. We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.
If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.
Changes to this Privacy Notice
The Company reserves the right to update or amend this privacy notice at any time. We will post the updated notice on our website.
