Holiday Cottages and Villas (“We”) are committed to protecting and respecting your privacy.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
Guest – the person making a reservation of a holiday property and all other members of that party as listed on the reservation.
Who are we?
HOLIDAY COTTAGES AND VILLAS is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are:
Holiday Cottages and Villas, 5 Donet Close, Gillingham, Kent, ME8 9NX
The purpose(s) of processing your personal data and how we use it
We use your personal data to process enquiries and bookings and to provide you with the services you requested and also of those, which we believe, may improve your experience with us.
Providing services and features
Show you recently viewed or saved properties on our website
Provide holiday reviews on our website
To assist you when you contact us
Verify your eligibility for any promotions we offer
Monitor and improve our service
Categories of personal data
With reference to the categories of personal data described in the definitions section, the type of information we collect from you via our website or over the phone may include;
Personal Data your name, postal address, phone number(s), e-mail address.
Financial Data bank account and/or payment card details.
Technical Data includes IP address, Log-in data, browser type and version/location, operating system and platform/other technology on the devices you use to access this website.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data
Your preferences in receiving marketing from us and your communication preferences.
To fulfil a contract
When you use our services, for example booking a holiday property or letting your property through us, we will need you to supply us with specific information and/or supporting documentation required by us to fulfil a contract e.g. the contract created between the property owner and guest.
When making a booking we will ask for names and ages of the guests in your party, some of who may be under 18 years of age. By providing us with information about the guests in your party you confirm that you are providing us with consent to process their data.
If you are a holiday property owner you will also be required to provide additional information including your property name and address.
If you refuse to supply us with part or all of the information requested, we may not be able to fulfil these contracts.
We use the information we collect to enable guests and property owners and/or their representatives such as House Managers to communicate with each other in relation to the guest’s rental of a holiday property.
Marketing and advertising
Where you have provided your specific consent, we may communicate with you about our products, services, promotions and where applicable, relevant third parties services that we believe may be of interest to our guests or property owners.
Performing verification checks
Where necessary, we may use or share your information with third parties to verify its accuracy.
Disputes and legal proceedings
We may use your information to investigate disputes or claims relating to your use of our services.
Cookies and third-party technologies
We may also gather information from cookies or similar technologies from the Internet.
How we may collect your Personal Data
In addition to the information you may provide to us through our website or over the phone, we may also receive personal data about you from various third parties as set out below;
Automated technologies or interactions.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
From analytics providers such as Google
Contact, Financial and Transaction Data
From providers of technical, payment and delivery services such as Worldpay (based inside the EU), PayPal (based outside EU) and Sagepay (based inside the EU)
Identity and Contact Data
From publicly available sources such as Companies House and the Electoral Register (based inside the EU).
Who we may share your information with
We will only share your information with other third parties where it is necessary in order to provide the service contracted. Other parties include:
Guests and property owners/service personnel
When enquiring about or booking a holiday property with us, we will share details about the guests with the property owner and/or the property owner’s service personnel who are involved in the management of the holiday property booked. We will also share the property owner or relevant service personnel’s contact details with the guests.
Where we work with a partner agent on a particular property, we may share guest’s information with that partner agent in order to communicate details about a holiday property booking.
The partner agent will treat the information in the strictest confidence and will not use the information for direct marketing purposes.
Third party suppliers, advertising platforms and business partners
In order to provide our services, we sometimes use carefully selected third parties for the provision of specialist facilities such as additional advertising of holiday property’s, independent review company, booking system and payment service providers (eg. Worldpay, Sagepay and PayPal). Where your information is shared with these third parties it is for the purpose of processing bookings, enquiries and payments and is not done so for use by them for direct marketing purposes.
Social Media and third party platforms
When you submit content through social media or any third party platforms any personal information provided by you is done so at your own risk.
Where required to do so for legal reasons or in the event of a dispute, we may share your information with the required authorities or organisations
On our website you will find some links to external websites. Once you have left our website, our responsibility to you at Holiday Cottages and Villas ends. Please check the privacy policies on other websites.
How long do we keep your personal data?
By law we have to keep basic information (including contact, identity, financial and transaction data) for six years after your booking has been completed for tax purposes.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
• The right to request a copy of the personal data that we hold about you and what we are holding this information for. This is known as a “Subject Access Request”
• The right to request that we correct any personal data if it is found to be inaccurate or out of date
• The right to request your personal data is erased where it is no longer necessary to retain such data
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
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 speed up our response.
Time limit to respond
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 you have made a number of requests. In this case, we will notify you and keep you updated.
Safety and security
We know how much data security matters to all our customers and we treat your data with the utmost care.
We adopt best practices and operate secure data networks protected by industry standard firewall and password protection to safeguard personal identifiable information. Sensitive data such as payment card information is secured by SSL encryption.
Transfer of Data Abroad
Some of our third parties may be based outside of the EEA so their processing of your personal data will involve a transfer of data out of the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded.
Where you have previously given us consent to send you marketing communications; you may opt-out of receiving these from us at a later date by contacting us at firstname.lastname@example.org, writing to the Data Controller Representative at 5 Donet Close, Gillingham, Kent, ME8 9NX, United Kingdom or by calling 00 44 (0)1634 566180
You can also opt out of e-mail marketing communications by following the unsubscribe link at the bottom of each e-mail. Please note that if you do opt out, we may still send you non-marketing messages, such as reservation confirmations or balance reminders that would be relevant to your booking.
Please keep us informed if your personal data changes during your relationship with us; as it is important that the personal data we hold about you is accurate and current.
How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact us at Data Controller Representative at email@example.com or by calling us on 00 44 (0)1634 566180.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the ‘Information Commissioners Office’.