Privacy and Cookie Policy

PRIVACY POLICY
We are committed to preserving the privacy, integrity and security of the personal information we hold about our customers and those who make contact with us. We have developed our Privacy Policy to explain how we manage and use this personal information and to ensure we comply with our legal obligations under applicable data protection laws and EU directives.
It is important that you read this privacy policy carefully so that you are fully aware of how we collect and process personal information.

 

WHO WE ARE
This Privacy Policy covers the personal information collected and held by Dene Guest House / K.C.H.M. Partnership, Edinburgh, 7 Eyre Place EH3 5ES SCOTLAND

 

THE CONTROLLER OF YOUR PERSONAL INFORMATION
Under applicable data protection laws, we are required to advise you who is the controller of your personal information. The controller of, and the person responsible for, the personal information covered by this Policy is The owner’s or appointed receptionist of Dene Guest House / K.C.H.M. Partnership, Edinburgh, 7 Eyre Place EH3 5ES SCOTLAND

 

TERMINOLOGY USED IN THIS POLICY
A “customer” is someone who makes a booking, or stays, or uses any of the services we provide.
A “contact” is someone who makes an enquiry, or contacts us, on our website or in person or by letter, phone, email or text, or uses the free wi-fi service we provide.
“DGH”, “we” “us” and “our” refer to Dene Guest House / K.C.H.M. Partnership and, where relevant, other companies we are involved with.
“you” and “your” refer to our customers and contacts.

 

PERSONAL INFORMATION WE COLLECT AND HOLD & THE PURPOSE FOR WHICH WE USE IT
This Privacy Policy applies to all personal information collected by DGH, by whatever means, both about its customers and about its contacts.

 

CUSTOMERS
What personal information do we collect from our customers?
The personal information we collect may include:
(i) name, email address, home and/or business address, phone number;
(ii) payment card information (GDPR PCI compliant third party payment and booking software);
(iii) booking history (these details are held by our GDPR PCI compliant third party booking software provider Littlehotelier by Siteminder);
(iv) transactional data including details about payments to and from you (these details are held by our PCI compliant third party payment provider Elavon);
(v) information relating to your use of our services, such as room preferences, special requests, feedback and review responses;

How is our customers’ personal data collected?
We will collect this data from you when you provide it to us by phone, email, post, through our website or in person.

Legal basis for processing our customers’ information
We will only use your personal information as the law permits. By law we are required to tell you the legal bases upon which we rely in processing your personal information. The legal bases we principally rely upon are these:
(i) it is necessary for the performance of a contract between us for the provision of services or in order to take steps at your request prior to entering into such a contract; and/or
(ii) it is necessary for the purposes of the legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

 

Where we rely on consent to process your personal information, you may withdraw that consent at any time by contacting us by emailing info@deneguesthouse.com Please be aware that should you withdraw consent before (booking) or during your stay we may request that your booking is cancelled as it is necessary for the purposes of the legitimate interests of pursuing and developing our business.

 

What do we use our customers’ personal information for?
We intend to use your personal information for the following purposes:
(i) to fulfil your bookings and/or to provide services or facilities you request from us;
(ii) to collect payment from you;
(iii) to administer and manage our relationship with you, which may include asking you to complete review forms;
(iv) where you have made a reservation with us, to send you information before your visit to confirm the reservation and to provide you with other information relating to your reservation which we think you may find of interest;
(v) where required by law; and
(vi) where necessary to protect your health or well being or that of another individual.

 

CONTACTS
What personal information do we collect from our contacts?
The personal information we collect may include:
(i) name, email address, home and/or business address, phone number, IP address;

How is our contacts’ personal data collected?
We will collect this data from you when you provide it to us by phone, email, post, through our website or in person.

Legal basis for processing our contacts’ information
We will only use your personal information as the law permits. By law we are required to tell you the legal bases upon which we rely in processing your personal information. The legal bases we principally rely upon are these:
(i) you have given your consent to the processing; and/or
(ii) it is necessary for the purposes of our legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

Where we rely on consent to process your personal information, you may withdraw that consent at any time by contacting us by emailing info@deneguesthouse.com Please be aware that should you withdraw consent before (booking) or during your stay we may request that your booking is cancelled as it is necessary for the purposes of the legitimate interests of pursuing and developing our business.

What do we use our contacts’ personal information for?
We intend to use your personal information for the following purposes:
(i) to fulfil your bookings and/or to provide services or facilities you request from us;
(ii) to collect payment from you;
(iii) to administer and manage our relationship with you, which may include asking you to complete review forms;
(iv) where you have made a reservation with us, to send you information before your visit to confirm the reservation and to provide you with other information relating to your reservation which we think you may find of interest;
(v) where required by law; and
(vi) where necessary to protect your health or well being or that of another individual.

 

MARKETING TO YOU
You will not receive marketing communications from us (unless you have specifically requested information from us) other than a review request after your stay with us, should we change this policy you consent to receiving information via email; You can opt out immediately by emailing info@deneguesthouse.com

 

IF YOU FAIL TO PROVIDE PERSONAL INFORMATION REQUESTED
Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may request that your booking is cancelled as it is necessary for the purposes of the legitimate interests of pursuing and developing our business.

 

SHARING YOUR PERSONAL INFORMATION WITH OTHERS
We will not disclose personal information we hold about you to any third party except where required by law or as follows:
(i) to third parties who provide services to us, and act as databases or data processors for us;(Littlehotelier by Siteminder and Elavon Card Payment Processor)
(ii) to professional advisers including lawyers, bankers, auditors and insurers;
(iii) to HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
Also, in the event that we sell or transfer any business or assets, we may disclose personal information we hold about you to the prospective and actual buyer of such business or assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
Please note that we do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

TRANSFERRING YOUR PERSONAL INFORMATION OUTSIDE THE EEA
We do not intend to transfer any personal data we hold about you to a country outside the European Economic Area (“EEA”).
If, however we do transfer your personal data out of the EEA, we shall ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards applies: –
the countries to which it is transferred have been deemed to provide an adequate level of protection for personal data by the relevant regulators;
We have put in place with the transferee specific contracts approved by the relevant regulators which give personal data similar protection to that it has in Europe; or
if the transferee is in the US, it is registered with the Privacy Shield (or any similar replacement scheme) which requires it to provide similar protection to personal data as is required in Europe.

 

DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
If we are made aware of any suspected personal data breach we will notify you and any applicable regulator of a breach where we are legally required to do so.

 

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION FOR?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances you can ask us to delete your data, but this is governed by our legal responsibilities to provide accounting information to our appointed accountant or HMRC.
We will take all reasonable steps to destroy, or erase from our systems, all the personal information we hold about you when it is no longer required.

 

YOUR RIGHT TO ACCESS YOUR PERSONAL INFORMATION AND YOUR OTHER RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data as follows:
to request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;
to request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;
to request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. It also enables you to request that we delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
to object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;
to request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;
to request transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; or
to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us by emailing info@deneguesthouse.com
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 fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

If you wish to exercise any of those rights, we may need to request specific information from you to help us confirm your identity. 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.
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.
You can view the majority of data held by checking your reservation confirmation.

 

CHANGES TO THIS POLICY
We may need to make changes to this Privacy Policy from time to time to take account of changes in law or the needs of our business. Please refer back to this page regularly to see any changes or updates to this Policy.

 

THIRD-PARTY LINKS
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

 

COOKIE POLICY
This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser.

 

HOW TO CONTACT US
If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact us using the details set out below:

By Post
Dene Guest House / K.C.H.M. Partnership   

7 Eyre Place, Edinburgh, EH3 5ES SCOTLAND

By Email
info@deneguesthouse.com

COMPLAINTS
If you are not satisfied with our response to any queries or complaints you raise with us or believe we are not processing your personal data in accordance with the Data Protection laws you have the right to lodge a complaint at the (ICO). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.