WHEN AND WHY IS PERSONAL INFORMATION COLLECTED?
1. MAKING A RESERVATION
There are several ways of making a room booking with us, including the following:
o By emailing jake@bylandabbeyinn.uk
o By calling us directly at 01347 868204.
o Via a third-party booking agent such as Booking.com (Please see their privacy policies for information on how your personal data is collected and used)
Personal information, including your name, address, contact number, email address, credit card number, expiration date and security code is collected when making a reservation. This information assists with identifying you and contacting you regarding your reservation or any requests.
Your debit or credit card details will be verified and processed using a secure, reliable and fully PCI DSS compliant online payment processing gateway. All data is encrypted to ensure it cannot be read by anybody else. We accept all major credit and debit cards in multiple currencies. Please note we will never ask you for your payment information via email.
We will use your personal information to send you confirmation of your booking and for any pre-& post arrival communication.
2. DURING YOUR STAY
Upon arrival we will use your personal information stored in our property management system to confirm your booking and identify you. This is the information collected when making your reservation or if booked via a third party agent such as Booking.com, upon check-in.
We also record your itemised spending during your stay for the purposes of billing. This information is also recorded to comply with financial reporting requirements.
For overseas visitors, we are required by local law to collection your passport number and next destination. We will only hold passport information for 12 months as required by law.
3. MAKING A RESTAURANT BOOKING
There are several ways of making a restaurant booking with us, including the following:
o By emailing jake@bylandabbeyinn.uk
o By calling us directly at 01347 868204.
o Online bookings via a trusted third-party provider, OpenTable
Personal information such as your name, telephone number and email address will be required when making a booking. Please see OpenTable’s privacy policy here: https://www.opentable.com/legal/privacy-policy
Please note these contact details may be used for the governments test and trace service, up to 21 days after your visit, in the interest of keeping us all safe.
5. COMPLETING A FEEDBACK QUESTIONAIRE
When completing a feedback questionnaire we may ask you to provide your contact details which will be shared with the relevant General Manager. They may wish to contact you regarding your feedback and experience with us. Questions asked including who you have travelled with and your reason for visiting are for research purposes only and will not be linked to your personal information. (Please note this is optional)
6. SIGNING UP TO OUR E-NEWSLETTER
We would like to send you our latest news and offers that may be of interest to you, however you will only receive these types of marketing communication if you have opted in. You can opt into mailing via the following ways:
o Website sign up form
o When making a reservation online or over the phone
o When checking into our property
o When making a restaurant reservation via OpenTable
If you decide that you wish to opt out, you can do so by the following ways:
o Clicking ‘Unsubscribe’ button included in our emails
o Contact jake@bylandabbeyinn.uk and request to be opted out of future marketing campaigns
When signing up to our e-newsletter, we will store your email address securely on a trusted third-party.
10. CCTV
CCTV is installed in public areas, entrances and exits of our properties for the prevention and detection of crime. Footage is securely stored and is only accessible to authorised personnel. Footage may be shared with authorities if required by law.
HOW IS YOUR PERSONAL INFORMATION STORED?
When making a reservation, your personal information is stored in our cloud-hosted central reservations property management system as a guest profile.
We may also store information securely on with trusted third parties including OpenTable if you use their services or products.
When making a reservation via a third party such as Booking.com, our privacy policy will apply to any personal information shared with us.
HOW LONG DO WE STORE YOUR PERSONAL INFORMATION?
We will only keep your personal information for as long as it is necessary to fulfil our service to you, for business or legal purposes, or in accordance with applicable laws.
NON-DISCLOSURE TO THIRD PARTIES
We will never disclose, rent, trade or sell your personal data to any third parties for their marketing or mailing purposes.
COOKIE POLICY
A cookie is a small data file of information that is automatically stored by your browser on your computer’s hard drive when you enter our website. Cookies can only identify your computer and not the individual user, by storing some basic information which will enable us to identify if you have previously visited our website. We use cookies to ensure that we give you the best experience on our website and distinguishes you from other users. This includes cookies from third party social media websites if you visit a page which contains embedded content from social media.
By using our website, you agree that we can place these types of cookies on your device. You can choose to accept or decline cookies (most web browsers automatically accept cookies but it is possible to change the options on your web browser or use certain software programs, which will enable you to control how and whether cookies will be accepted by your browser). You can choose to decline cookies, however this may prevent you from using this website. If you continue without changing your settings, we’ll assume that you are happy to receive all cookies on www.bylandabbeyinn.uk. However, you can change your cookie settings at any time.
RESPONDING TO A DATA BREACH
In the unlikely event of any of the below data breaches occur, we will notify the Information Commissioner’s Office (ICO) without undue delay. If there is a risk to individuals affected, they too will be notified.
o Access by an unauthorised third party
o Deliberate or accidental action (or inaction) by a controller or processor
o Sending personal data to an incorrect recipient
o Computing devices containing personal data being lost or stolen
o Alteration of personal data without permission
o Loss of availability of personal data
ACCESSING AND AMENDING YOUR DATA
If you would like a copy of the personal information we hold about you, please email us at jake@bylandabbeyinn.uk or by writing to us at the following address:
Byland Abbey Inn Coxwold, North Yorkshire YO61 4BD
CHANGES TO OUR PRIVACY POLICY
We regularly review our privacy policy and occasionally make changes so please check back frequently for any updates. This privacy policy was last updated on 7th Dec 2020.