The Data Controller (the organisation responsible for looking after your data) is Brecon Beacons Holiday Cottages. When we say “we”, “our”, “us”, etc., that’s who we’re talking about. We are committed to using your personal information responsibly, protecting your information and informing you how we will use it. In this policy, you’ll find the data protection principles we follow.
This policy includes how we deal with
- - customers – who have booked or are planning to book a holiday
- - owners – who let their holiday cottages through us
Please note that our customers and owners must be over the age of 18 and we do not therefore collect personal information from children.
We will update our Privacy and Cookies Policy as data protection law or business practice changes. You can always find the latest version of this policy on our website www.breconcottages.com. This version of the policy is effective from 20th May 2018.
We use your data either because:
- You have consented for us to contact you with marketing communications
- We have a contract between us (e.g. when you book a holiday).
You have the right to withdraw your consent.
All our marketing communications include an unsubscribe link, to make it easy to withdraw consent. If you withdraw your consent (e.g. by opting out of marketing communications), we will stop processing your data as requested.
If you have a holiday booked and you have not yet travelled, we’ll still need to hold onto your data so we can process the holiday. That’s because the contract between us is the basis for using your data (rather than consent). For more information, see the “Legal basis of processing” section below.
If you are concerned about the processing of your data, please contact us
If you are unhappy with our use of your data, you also have the right to make a complaint to the Information Commissioner’s Office , which supervises data protection in the UK.
You have the right to receive a copy of your personal data and the right to request that we correct or remove your data, when there remains no legal basis for keeping it.
You will need to contact us by email or post, to exercise these rights and we will conduct identification checks to safeguard your privacy.
Personal information we collect
In order to provide you with the best possible holiday service, we collect the following information:
Name, title, age/age range.
Postal addresses (main and billing), phone numbers, email addresses.
Account login details:
Email address and we allocate a password to pay the balance online
Property booked, holiday start/end dates, cost of holiday, amounts paid, limited details of other people booked on the same holiday (names, age range)
Whether you wish to receive marketing information from us, and if so, by which methods (postal or email).
Payments are made via our third party payment service provider Please note that we do not capture or store your card details.
Historical searches, how you use our website, the devices and IP addresses you use to access our services (for example, operating system, browser and device type).
We collect this information so that we can continuously improve our website and our service to you.
any feedback you leave, responses to customer satisfaction surveys collected via Feefo (see below).
Specific to property owners:
addresses of your properties, historical and future booking information (see above), photographs/videos of the properties you own.
emails, customer service cases, your interaction with our marketing (clicking links in our marketing emails, for example – we track this to help ensure our communications are relevant and interesting).
Through our partnerships with agencies such as Snaptrip and Trip Advisor, we may receive some of the above information from other companies you use (e.g. other online holiday companies that feature our properties). In such cases, those companies must also inform you about their use of your data.
We use your personal information to:
- Manage your holiday booking/letting
· Ensure you can log into your online accounts with us
· Understand how to improve our services, to select the best holiday properties and provide the best information and offers, for example
· Enable the display of the most appropriate adverts on our websites and on other websites and services where we place advertising
· Communicate with you, including for example, responding to your emails, messages on social media, web chat requests, handling customer service matters and so on
- · Process your payments
· With your permission, send you relevant marketing information such as details of competitions, special offers and properties we think will be of interest to you
· Manage competitions, promotions and special offers in which you participate
· Make sure our servers and websites are operating correctly
We receive personal information from:
· You, when you give it to us (e.g. when booking a holiday, leaving a review or enquiring about letting a property)
- Your use of our website
· Third party holiday providers you may book with, who advertise our properties
· Your interaction with our marketing activities (provided you have not unsubscribed)
· Third party review services such as Feefo
Legal basis of processing
There are several grounds on which we will store and use your data. As follows:
We rely on your consent to use your data to contact you for marketing activities. You may withdraw your consent at any time (see “Your rights”, above).
If you have a holiday booked, we have contract between us, requiring us to use your data.
We are under binding legal obligations, such as accounting to the government for tax and making financial records available for audit. In such cases, we are typically obliged to retain data for up to seven years from the date of the transaction.
we use data to manage our operations and to make business process improvements.
How we share your personal information
We give some of your contact information to property owners, so they can get in touch about key collection and so on. (We also give you their contact details, for the same reason.)
If you permit us to send you marketing information, we may share your data with companies that provide specialist marketing functions. These companies are under strict obligations to protect your privacy and comply with your marketing preferences. Our marketing partner companies are:
Google Analytics - We use Google Analytics to track visitor numbers and behaviour. This service is to help us continually improve our service and does not track any personally identifiable information. If you wish to opt out of this, you should disable cookies in your browser.
Address: Mountain View, 1600 Amphitheatre Parkway Mountain View, CA 94043 United States
Smart Messenger - Visitors may ‘opt-in’ to receive site notifications, newsletters or other information via email. These are sent out via a trusted third party provider called Smart Messenger. Visitors may remove themselves from such services at any time at their discretion. Any email sent will include instructions for how an individual may remove his or herself.
Address: 101Smart Ltd, Suite 15, Beech Avenue, Taverham, Norwich, Norfolk, NR8 6HW
Address: Feefo Holdings Ltd, Heath Farm, Heath Road East, Petersfield, GU31 4HT
1. We store your data in certain cloud services provided by third parties. Those third parties do not have access to your data.
2. We do not transfer your data outside the UK or the European Union.
3. We may engage selected specialist third parties to assist in posting items to you, such as brochures and leaflets. Those third parties do not retain access to your data.
Security of your data
Our Secure server software (SSL) is the industry standard and is among the best software available today for secure commerce transactions. It encrypts all of your personal information, including your credit or debit card number, name and address, which means that your details cannot be read as the information travels over the internet. Only Brecon Cottages can read your personal information. Our staff are trained in the importance of security and privacy and we treat breaches of confidentiality and privacy as disciplinary matters.
Payment service providers
In order to ensure your transactions are as secure as possible, we hand over payment card processing to Sage Pay Europe Limited, North Park, Newcastle upon Tyne, NE13 9AA. In the extremely unlikely event that your card details are obtained and used fraudulently, most banks and credit card providers will either cover all charges resulting from this unauthorised use of your credit details or will limit your liability to £50. Please check your card agreement to establish your coverage for liability.
We allow some third party advertisers to place cookies on our websites – and from there, in your browser. Please note that you may use your browser’s controls to disable cookies at any time.