Here at Ardconnel House we understand that our guests care about the use and storage of their personal information and data. This document sets out our policy on how we collect, use and protect your personal information in accordance with the General Data Protection Regulations ("GDPR") and Data Protection Act 2018. Please be assured that your personal data will be treated as strictly confidential. We do not use any form of automated decision making in our business.
For the purpose of the GDPR, Elaine MacPherson is the 'data controller' and any enquiry regarding the collection, processing, storage or amendment of your information should be addressed to:
Elaine MacPherson, Ardconnel House, 21 Ardconnel Street, Inverness IV2 3EU
Contents of this policy:
How we collect data
The data we collect is provided to us in advance by you (or a travel agent or booking representative acting on your behalf), as well as when you arrive at our premises to check in. It is collected when:
Information we collect
We collect this information when you make an enquiry and/or a reservation. This personal information includes the following:
How we store your data
We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.
Your data is stored on a secure database operated by our booking manager Freetobook. This database is fully compliant with the GDPR data rules. This Freetobook database does not store or capture any personal data other than as detailed above (see the Information we collect). Neither Ardconnel House nor Freetobook will transfer any personal data to any other party if it is not part of the booking and review process.
On arrival, we require you to verify your identity and booking details by completing a registration form. We are required by UK law to retain this registration form for at least 12 months and keep it available for inspection by a police officer or duly authorised person. This registration form is kept in a secure location and can only be accessed by authorised personnel. After one year this form is destroyed using a shredder.
How we use your personal information
The personal information provided to us will only be used in connection with the services we are providing to you with regard to your stay at Ardconnel House. We will only use your personal data when legally permitted to do so under the following lawful bases.
We may use your personal information to:
To process your personal data for purposes A and B, we use the lawful basis of contract because we need to fulfill the contract between us (i.e. your booking to stay at Ardconnel House). We may also need to comply with a legal or regulatory obligation (accounting, taxation, law enforcement). To use your personal data for purpose C, we use the basis of consent because you have asked us for information. You may withdraw your consent at any time. When using personal data to serve our legitimate interests such as purpose D, we will always balance your rights and interests in the protection of your information against our rights and interests.
For purpose E, it is in our legitimate interest to collect your contact details in case they are needed to assist with NHS Scotland’s Test and Protect strategy to contain any COVID-19 outbreak. We will only share your data if it is requested directly by NHS Scotland. In the event of a positive COVID-19 case on our premises, your contact details may be transferred securely to NHS National Services Scotland who will use the data to contact trace those who were in our property at the same time as the positive case. We will provide guidance and support to any guests who may be advised to self-isolate. You have the right to refuse permission for us to use your contact details in this manner.
Data Security
The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our email address (any such transmission is at your own risk). Once we have received your personal information, we have appropriate security measures to prevent your personal data from being accidentally lost or accessed in an unauthorised way.
Data Retention and Disclosure
We will only retain your personal data 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. We may have to share your personal data with our accountant, and if requested with HM Revenue & Customs and the Police or Immigration services.
By law we have to keep basic information about our customers for six years for tax purposes. We are also required by law to retain for 12 months the registration form you complete on arrival. After one year this registration form is destroyed using a shredder.
Our Web Site
SSL Certificate
This website has a SSL certificate to ensure it is secure.
Third Party Sites / Widgets
Our website may include links to third-party web sites and widgets such as Freetobook and TripAdvisor. Clicking on those links or enabling those connections may allow third parties to collect data about you. We do not control these third-party web sites or widgets.
Cookies & Google Analytics
Cookies are small text files which are placed on your computer or mobile device when you visit a web site. This information is used by Google Analytics to track visitor use of our web site and to compile statistical reports on web site activity, such as what countries our visitors are browsing from, and which pages are the most popular. The data gathered is anonymous and cannot be used to identify individual users.
We do not use cookies to gather personal data such as names or email addresses. Cookies are used by nearly all websites and do not harm your system. You can set your Internet browser to block Google Analytics and/or not to accept cookies. See www.aboutcookies.org for more information or visit the official ICO site: https://ico.org.uk/for-the-public/online/cookies/
International Data Transfers
We do not transfer any of your personal data outside the European Economic Area (EEA). However you should be aware that anonymous data from our web site statistics is collated and analysed by US-based Google Analytics software.
Your Rights
In accordance with UK and European law under the General Data Protection Regulation (GDPR), you may request that we provide you with a copy of the personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that we delete and destroy your personal data. You can view full details about all of your rights under GDPR on this external web site: knowyourprivacyrights.org
Where we are using your personal data on the basis of your consent, you are entitled to withdraw that consent at any time subject to applicable law. Where we process your personal data based on our legitimate interest, you have the right to object at any time to that use of your personal data subject to applicable law.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK regulatory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up-to-date. Please let us know if at any time your personal information changes.
If any breach of personal data occurs, we are obliged to notify the ICO within 72 hours of becoming aware of the breach.
Changes to Our Privacy Policy
Any changes we make to our privacy policy in the future will be posted on this page. This document will reviewed by us every 12 months.
Date: 3 January 2023
