Privacy Policy (Notice)
MILL MEADOW
PRIVACY POLICY (NOTICE)
We take your privacy very seriously. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation (“GDPR”) and other UK data protection law, and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
KEY TERMS
The following terms used in this policy have the following meanings:
| “We”, “us”, “our” | means Chris Heayns, trading as Mill Meadow |
| “Personal information” | Any information relating to an identified or identifiable individual |
| “Special category personal information” | Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic and biometric data Data concerning health, sex life or sexual orientation |
PERSONAL INFORMATION WE COLLECT ABOUT YOU
Guests
We may collect and use the following personal information about you:
your name and contact information, including email address and telephone number;
Information to enable us to check and verify your identity, e.g. your date of birth;
your gender information, if you choose to give this to us;
your billing information, transaction and payment card information;
Information about how you use our website, IT, communication and other systems;
any other personal information that you choose to provide us with as part of your booking.
This personal information is required to provide our services to you, specifically for you to book at stay at Mill Meadow Eco Lodges. If you do not provide personal information we ask for, it may delay or prevent us from confirming your booking.
Owners
We may collect and use the following personal information about you:
your name and contact information, including email address and telephone number;
Information to enable us to check and verify your identity, e.g. your date of birth;
your billing information, transaction and payment card information in order to transfer guest fees to you;
information about your ownership of the property;
Information about how you use our website, IT, communication and other systems.
This personal information is required to provide our services to you, specifically for you to take guest bookings for your property at Mill Meadow Eco Lodges site in accordance with our Terms and Conditions with you.
HOW YOUR PERSONAL INFORMATION IS COLLECTED
We collect most of this personal information directly from you — either via our website, email and/or in person (when you arrive or stay with us).
However, we may also collect information:
from another member of your party if you do not make the booking yourself — we would always expect the individual passing your personal information to us to have asked you beforehand;
from cookies on our website — for more information on our use of cookies, please see our cookie policy https://millmeadow.co.uk/cookie-policy/
via our IT systems when you’re staying with us, e.g. CCTV and security control systems.
HOW AND WHY WE USE YOUR PERSONAL INFORMATION
Under data protection law, we can only use your personal information if we have a legal basis for doing so. This includes:
complying with our legal and regulatory obligations, resolve disputes and enforce our agreement with you;
for the performance of our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests or those of a third party; or
where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal information for and our reasons for doing so:
| What we use your personal information for | Our Lawful Basis |
| To provide our services to you (i.e. taking your booking to stay at Mill Meadow Eco Lodges, co-ordinating and facilitating payment of the booking etc) | · For the performance of our contract with you · To take steps at your request before entering into a contract |
| Conducting checks to identify our customers and verify their identity Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator | · To comply with our legal and regulatory obligations |
| Operational reasons, such as improving efficiency, training and quality control | · For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price |
| Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product range or other efficiency measures. | · For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price |
| Updating customer records | · For the performance of our contract with you or to take steps at your request before entering into a contract · To comply with our legal and regulatory obligations · For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about existing bookings |
| Tax and accounting purposes | · To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments | · To comply with our legal and regulatory obligations · For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you |
| Marketing our services to: —existing and former customers; —third parties who have previously expressed an interest in our services; —third parties with whom we have had no previous dealings. | · For our legitimate interests or those of a third party, i.e. to promote our business to existing and former customers |
The above table does not apply to special category personal information, which we will only process with your explicit consent.
PROMOTIONAL COMMUNICATIONS
We may use your personal information to send you updates (by email, text message, telephone or post) about Mill Meadow services including exclusive offers, promotions or new.
We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never sell it to other organisations for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
contacting us at info@millmeadow.co.uk; or
using the ‘unsubscribe’ link in emails.
We may ask you to confirm or update your marketing preferences if you make further bookings with us in the future, or if there are changes in the law, regulation, or the structure of our business.
WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We routinely share personal information with:
if you are a guest, we will share your information with the owners of our lodges;
if you are an owner, we may share your information with the guests if it is appropriate to do so;
third parties we use to help deliver our services to you, which includes our payment service providers, cleaning companies, and SuperControl (our booking and payment provider);
other third parties we use to help us run our business, which includes Mailchimp (our marketing platform) and our website hosts and website developer;
third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers;
our bank.
We may also disclose and exchange information with the following on a less frequent basis, as required:
law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations;
potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information.
We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.
We will not share your personal information with any other third party.
WHERE YOUR PERSONAL INFORMATION IS HELD
Information may be held at our offices, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal information when this occurs, see below: ‘Transferring your personal information out of the UK and EEA’.
HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT
We will keep your personal information while you have an upcoming booking with us. Thereafter, we will keep your personal information for as long as is necessary:
to respond to any questions, complaints or claims made by you or on your behalf;
to show that we treated you fairly;
to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
When it is no longer necessary to retain your personal information, we will delete or anonymise it.
TRANSFERRING YOUR PERSONAL INFORMATION OUT OF THE UK AND EEA
To deliver services to you, it is sometimes necessary for us to share your personal information outside the UK and/or European Economic Area (EEA), e.g.:
with your and our service providers located outside the UK/EEA;
if you are based outside the UK/EEA;
These transfers are subject to special rules under European and UK data protection law.
These non-UK/EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal information will be secure. Our standard practice is to use standard data protection contract clauses that have been approved by the European Commission.
YOUR RIGHTS
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal information (the right of access) |
| Rectification | The right to require us to correct any mistakes in your personal information |
| To be forgotten | The right to require us to delete your personal information—in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal information—in certain circumstances, e.g. if you contest the accuracy of the data |
| Data portability | The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations |
| To object | The right to object: —at any time to your personal information being processed for direct marketing (including profiling); —in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests. |
| Not to be subject to automated individual decision making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
For further information on each of those rights, including the circumstances in which they apply, please contact us or visit: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
If you would like to exercise any of those rights, please:
email, call or write to us —see below: ‘How to contact us’; and
let us have enough information to identify you (e.g. your full name, address and booking confirmation number);
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
let us know what right you want to exercise and the information to which your request relates.
KEEPING YOUR PERSONAL INFORMATION SECURE
We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
HOW TO COMPLAIN
We hope we can resolve any query or concern you may raise about our use of your information.
The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
CHANGES TO THIS PRIVACY NOTICE
This privacy notice was published in 2010 and last updated on 20 July 2020.
We may change this privacy notice from time to time—when we do we will inform you via email and the updated Privacy Notice will be displayed on this page.
HOW TO CONTACT US
Please contact us by email or telephone if you have any questions about this privacy notice or the information we hold about you.
Our contact details are shown below:
T: 07779 651 911
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