Privacy Notice - Pringle Farm

THE YARD @ PRINGLE FARM – PRIVACY NOTICE

Pringle Farm Estates Ltd (UK registered company number 12075021) (“The Yard @ Pringle Farm”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This Privacy Notice (“Notice”) sets out our personal information processing practices, and your rights and options regarding the ways in which your personal information is collected (including through our website, https://pringlefarm.co.uk) and used.

This Notice contains important information about your personal rights to privacy. Please read it carefully to understand how we use your personal information.

The provision of your personal information to us is voluntary. However, without providing us with your personal information, your use of our services or your interaction with us may be impaired. For example, you would be unable to book one of our rooms.

When do we collect personal information about you?
What personal information do we use?
How and why will we use your personal information?
Lawful basis
Communications for marketing
Children’s personal information
How long do we keep your personal information?
Will we share your personal information?
Security/storage of your personal information
International transfers of your personal information
Your rights and how to exercise them
Changes to this Notice
Links and third parties
How to contact us

1.When do we collect personal information about you?

Before you read any further, it might be useful to explain what we mean by “personal information”. The relevant legal definition can be found here. Essentially, we mean any information from which you can be identified, whether from that information alone, or from that information combined with other information.

We collect personal information in the following ways:

1.1 When you give it to us directly

For example, personal information you submit to us when you book a room via our website or communicate with us (by phone, email or otherwise).

1.2 When we obtain it indirectly

Your personal information may be shared with us by third parties, including business partners, sub-contractors in technical, payment and delivery services or analytics providers. To the extent we have not done so already, we will notify you when we receive personal information about you from them and tell you how and why we intend to use that personal information.

1.3 When it is available publicly

Your personal information may be available to us from external publicly available sources. For example, depending on your privacy settings for social media services, we may access information from those accounts or services (for example, when you choose to interact with us via platforms such as Facebook, Instagram or Twitter).

1.4 When you visit our website

When you visit or use our website, we automatically collect the following types of personal information:

Technical information, including the internet protocol (IP) address used to connect your device to the internet, browser type and version, time zone setting, browser plug-in types and versions and operating systems and platforms.
Information about your visit to our website, including the uniform resource locator (URL) clickstream to, through and from the website (including date and time), products/services you viewed or searched for, page response times, download errors, length of visits to certain pages, referral sources, page interaction information (such as scrolling and clicks) and methods used to browse away from the page.

We also collect and use your personal information by using cookies on our website. Please see our Cookie Notice.

In general, we may combine your personal information from these different sources for the purposes set out in this Notice.

2. What personal information do we use?

We may collect, store and otherwise process the following kinds of personal information:

your name and contact details (including emergency contacts), including postal address, telephone number, email address and, where applicable, social media identity;
your user account details, such as username and password;
your date of birth and gender;
your financial information, such as bank details and/or credit/debit card details, account holder name, sort code and account number;
your transaction history;
information about your computer/mobile device and your visits to and use of our website, including, for example, your IP address and geographical location;
information about our services and products which we consider may be of interest to you;
details of reasons for your stay and itinerary;
vehicle registration number;
any other personal information which you choose to share with us as per section 1 of this Notice.

Do we process special categories of personal information?

Applicable data privacy law recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and religious beliefs.

In certain situations, we may collect and/or use these special categories of personal information (for example, we may need to know about an individual’s health condition to ensure adequate access to, and use of, our facilities). We will only process these special categories of personal information if there is a valid reason for doing so and where applicable data privacy law allows us to do so.

3. How and why will we use your personal information

In brief, we collect and process personal information so we can provide our services to you. It is not possible otherwise. We will only ever collect the minimum amount of personal information necessary to provide the services which you request.

We will only use your personal information for the purposes set out in this Notice, unless we reasonably consider that we need to use it for another reason and that other reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will update you or this Notice and we will explain the legal basis which allows us to do so:

In particular, we may use your personal information to:

provide you with information, products or services you request from us;
provide you with facilities and services during your stay with us;
personalise, manage and administer your account;
carry out any other obligations arising from contracts entered into between you and us;
ensure that content from our website is presented in the most effective manner for you and for your devices;
respond to communications from you in general;
provide you with information about other products or services we offer that are similar to those you have already purchased, used or enquired about (only where you have provided your consent for us to do so – please see section 5 of this Notice.
administer our website for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
keep our website safe and secure, for example by conducting analysis required to detect malicious data and understand how this may affect your IT system;
ensure your health and safety on our premises and while using our facilities;
notify you about changes to our services;
analyse and improve our work, services and products;
maintain internal records where appropriate (for example, in case a legal claim is reasonably foreseeable);
provide training and/or quality control;
audit and/or administer our accounts;
satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work (for example requirements relating to the payment of tax or anti-money laundering);
prevent fraud and/or misuse of services; and/or
establish, defend and/or enforce legal claims.

4. Lawful basis

Applicable data privacy law requires us to rely on one or more from a set of “lawful bases” to collect and use your personal information. In short, these are six reasons recognised by regulators as giving us lawful grounds to collect and use your personal information.

We consider the grounds listed below to be relevant:

Where you have provided your consent for us to use your personal information in a certain way (for example, we will ask for your consent to collect your personal information by using cookies or other tracking technologies, or to send you marketing material by email).
Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services).
Where necessary for the performance of obligations under a contract to which you are a party or to take steps at your request prior to entering a contract (for example, to comply with our obligations under our terms of use, or to provide services the services and facilities which you have purchased).
Where there is a legitimate interest in us doing so.

Applicable data privacy law allows us to collect and use your personal information if it is reasonably necessary to achieve our, your or others’ legitimate interests (as long as that use is fair, balanced and does not unduly impact your rights).

In brief, “legitimate interests” is a broad concept and can potentially include any reasonable, legitimate and valid objective (whether commercial or otherwise). Our legitimate interests could, for example, include provision of our products and services, promotional activities or improving how we provide our services / products and interact with you.

When we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and your rights under applicable data privacy law. We will not use your personal information for activities where our interests are overridden by the impact on you, such as where that use would be excessively intrusive (unless, for instance, we are otherwise required to or permitted to by law).

5. Communications for marketing purposes

We may use your personal information to provide you with information about goods or services we feel may interest you (for example, about products or services which relate to or complement those you have already purchased).

Where we do this via email, we will not do so without your prior consent (unless allowed to do so via applicable law). We will not send you any unsolicited marketing or spam.

Where you have provided your consent previously but no longer wish to be contacted by us, or third parties, about our/their goods and/or services, you can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time at: reservations@pringlefarm.co.uk.

6. Children’s personal information

When we process children’s personal information, where required we will not do so without their consent or, where appropriate, the consent of a parent/guardian. We will always have in place appropriate safeguards to ensure that children’s personal information is handled with due care.

7. How long do we keep your personal information?

In general, unless still required in connection with the purpose(s) for which it was collected and/or used, we remove your personal information from our records six years after the date it was collected. However, if before that date (i) your personal information is no longer required in connection with the purpose(s) of collection/use, (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure (please see section 11 below), we will remove it from our records at the relevant time.

8. Will we share your personal information?

We may disclose some of your personal information to selected third parties in order to achieve the purposes set out in this Notice. This includes sharing your personal information with third parties for marketing purposes (only where you have provided your consent for us to do so).

Those selected third parties include:

Suppliers and sub-contractors for the performance of any contract we enter into with them, for example payment service providers, premises security, IT service providers such as website hosts or cloud storage providers, or organisations helping us with due diligence and “know your client” activities.
Professional advisers or service providers, such as lawyers, accountants, auditors and insurers.
Regulatory authorities, such as tax authorities or the Information Commissioner’s Office if our use of your personal information requires reporting in certain circumstances.
Parties assisting us with research to monitor the impact/effectiveness of our work and services, for example analytics providers who help us evaluate your use of our website, provide reports on how the website is used and let us know which content is most popular. Please see our cookie notice for further information.

In particular, we reserve the right to disclose your personal information to third parties:

in the event that we sell or buy any business or assets, in which case we will disclose your personal information to the (prospective) seller or buyer of such business or assets;
if substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets;
if we are under any legal or regulatory duty to do so; and/or
to protect the rights, property or safety of Pringle Farm, its personnel, users, visitors or others.

9. Security/storage of and access to your personal information

We are committed to keeping your personal information safe and secure and we have appropriate and proportionate security policies and organisational and technical measures to help protect your personal information, for example from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We limit access to your personal information to appropriately trained employees and other staff who have a business need to have such access. All such people are subject to a contractual duty of confidentiality. Your personal information is stored on secure servers with features enacted to prevent unauthorised access.

10. International transfers of your personal information

As we are a UK-based organisation, when we use your personal information internally we will not transfer it outside of the European Economic Area (“EEA”). However, because (as set out in section 9 above) we share your personal information with third parties, it is possible information that we collect from you will be transferred to and stored in a location outside the EEA, for example the United States.

Please note that some countries outside of the EEA have a lower standard of protection for personal information, including lower security requirements and fewer rights for individuals. Where we cause your personal information to be transferred, stored and/or otherwise used outside the EEA in a country that does not offer an equivalent standard of protection to the EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards (such as by entering into standard contractual clauses approved by the European Commission, or requesting that they have signed up to a domestic certification scheme which guarantees the same level of protection) designed to protect your personal information and to ensure that your personal information is treated securely and in accordance with this Notice. If you have any questions about the transfer of your personal information, please contact us using the details below.

Unfortunately, no transmission of your personal information over the internet can be guaranteed to be 100% secure – however, once we have received your personal information, we will use strict procedures and security features to try and prevent unauthorised access.

11. Your rights and how to exercise them

Applicable data privacy law gives you certain rights to control how we use your personal information. These are as follows:

Right to withdraw consent: where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing purposes (including to stop receiving promotions and offers from us or our partners at any time).
Right of access: you can ask us for confirmation of what personal information we hold about you and to request a copy of that information. Provided we are satisfied that you are entitled to see the personal information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exemptions that apply under data privacy law to oblige, or allow, us to withhold it.
Right of erasure: at your request we will delete (and ask parties with whom we have shared your personal information to delete) your personal information from our records as far as we are required to do so.
Right of rectification: if you believe that our records of your personal information are inaccurate, you have the right to ask for those records to be updated. You can also ask us to check the personal information we hold about you if you are unsure whether it is accurate or up to date.
Right to restrict processing: you have the right to ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage (until that disagreement is resolved).
Right to object: in the following situations, you have the right to object to our processing of your personal information: (i) where we use your personal information relying on the lawful basis of legitimate interests (please see section 4 above), (ii) where we use your personal information for marketing purposes or (iii) where we use your personal information for statistical purposes. We are then required to stop using your personal information in the manner to which you object unless we can demonstrate a reason of compelling importance to continue (unless you object to our use of your personal information for marketing purposes, in which case we must stop regardless of any compelling grounds to continue).
Right to portability: in certain limited situations where we process your personal information by automated means, you may ask us to provide that personal information, or another service provider, in a commonly-used, machine-readable format.
Automated decision-making: you have the right not to be subject to a decision based solely on automated processing of your personal information which produces legal or similarly significant effects on you, unless such a decision is necessary to enter into/perform a contract between you and us/another organisation, (ii) is authorised by EU or UK law to which we are subject (as long as that law offers you sufficient protection) or (iii) is based on your explicit consent.
Right to complain: you are further entitled to make a complaint about us or the way we have used your personal information to the data privacy supervisory authority in your home country. In the UK, the supervisory authority is the Information Commissioner’s Office – ico.org.uk.

We may ask you for additional information to confirm your identity and for security purposes before actioning any attempt to exercise these rights. Please note that some of these rights only apply in limited circumstances. For further information on how to exercise these rights, or the extent to which they may apply to you, please contact us using the details below.

12. Changes to this Notice

Any changes we may make to this Notice in the future will be posted on this page and, where appropriate and reasonably possible for us to do so, notified to you by email. This Notice was last updated on 18/02/2020.

13. Links and third parties

We link our website directly to other sites. This Notice does not cover external websites and the privacy practices of their operators and we are not responsible for the content of those sites or the privacy practices of their operators. We encourage you to read the privacy notices of any external websites you visit via links on our website.

14. How to contact us

Questions, comments and requests regarding this Notice are welcomed and should be communicated via the following channels:

Phone: 07741 005634

Email: reservations@rmuk.co.uk

Post: The Yard @ Pringle Farm, Pringle Way, Little Stukeley, Huntingdon PE28 4BH